Closeout packets (COPs) must be submitted to EFM by the deadlines indicated below to ensure cost recovery for sponsored projects and to maintain compliance with sponsor requirements. The chart below assists in determining deadlines for submitting COPs to EFM, in addition to key deadlines for communication with EFM.

Final due date to
the sponsor		 Closeout packet due
date to EFM		 EFM analysis due date
to the department (Note 1)		 Department confirmation due date
to EFM (Note 1)

60 days or more after fund end date

30 days prior to sponsor deadline within 15 days after COP due date within 3 business days after receipt of EFM's analysis

45-59 days after fund end date

 1/2 of time between fund end date and sponsor due date within 10 days after COP due date within 3 business days after receipt of EFM's analysis

30-44 days after fund end date

 1/2 of time between fund end date and sponsor due date within 1/3 of the time between COP due date and sponsor due date within 1/3 of the time between COP due date and sponsor due date after receipt of EFM's analysis
Fewer than 30 days after fund end date
  • Contact EFM accountant upon receipt of the first fund expiration notice, which is sent 90 days prior to the fund expiration and coordinate with EFM to plan financial closeout of the fund.
  • In cases where EFM is not contacted 90 days prior to the fund expiration, EFM will contact the department to establish the due date for the closeout packet 30 days prior to the sponsor due date.
  • COP reminders will be sent 15 days prior to the COP due date to EFM for all cases.

Note 1: These due dates are applicable only when the requested information is not provided to EFM timely, or when the COP is not submitted by the deadline. For more detailed process, refer to the step 4. in the procedure for "Financial Closeout of Sponsored Projects".