Closeout an Outgoing Subaward or MCA | UCLA Office of Contract and Grant Administration

UCLA is responsible for ensuring that funds provided to subrecipients and other UC campuses through subawards and MCAs are spent in accordance with prime sponsor and subaward/MCA agreement terms, applicable laws, and regulations.

The UCLA Principal Investigator, with assistance from their department:
- Obtains, reviews, and approves the applicable subaward deliverables, as required by the subaward agreement:
  - Final invention/patent
  - Final financial/invoice
  - Final technical
  - Other final reports required by the subaward agreement
- Provides the final invoice (marked as "Final") to Accounts Payable, Extramural Fund Management (with the Closeout Packet) and Equipment Management (if applicable).
- After the final invoice is paid and all deliverables are received as laid out in the subaward agreement, completes and submits the Subaward Final Closeout Certification form to OCGA OST and Purchasing: ocgasubawards@research.ucla.edu.
UCLA Purchasing closes the PO and releases the encumbrance. EFM submits the final financial report, including the subrecipient's final financial/expenditure information, to the sponsor, and closes the fund.

Subaward deliverables can be found in the subaward agreement under Attachments 4 & 5, and invoicing requirements are on page 1.

MCA deliverables can be found on page 1 and Exhibit A of the MCA agreement.

The UCLA Principal Investigator, with assistance from their department, obtains, reviews and approves the participating campus' applicable deliverables as required by the MCA agreement:
1. Final IRR (the Final IRR is submitted by the participating campus to both EFM and the UCLA department contact)
2. Final inventions/patent
3. Final financial, if applicable
4. Final technical
5. Other reports required by the MCA agreement
EFM submits the final financial report, including the subrecipient's final financial/expenditure information, to the sponsor, and closes the fund.

Resources

Last Updated: October 9, 2023