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Post-Award Closure

DEFINITION

• Post-Award Closure is the clinical trial close-out process required by the UMMC Office of Research and Sponsored Programs, Post-Award Division, to ensure that all financial and cost standards have been met with institutional guidelines, sponsor guidelines, and federal regulations.

Policies/Procedures/Guidelines/Processes

• Within 90 days of study completion, notify Post-Award of study closure (orsppostaward@umc.edu). Closeout process must be completed within the next 180 days.
• The Post-Award closure checklist must be completed, which certifies the following:
  • IRB final report submitted
  • Participants have been entered into Epic
  • Close-out documentation received from the sponsor
  • Study invoices submitted and payments received
  • Study participants received payments
  • Hospital-related charges paid
  • Start-up fees paid to the support service offices
  • All study related expenses charged to the study activity
  • Plan for utilization of residual funds submitted
• Failure to comply with the closeout process may result in loss of access to residual funds.

Templates/Forms

• UMMC Clinical Trial Residual Funds Closeout Checklist and Certification Form