Author: Edwin Bemmel, AVP, (RGC)
The Research Grants and Contracts (RGC) team continues to make significant strides in addressing the backlog of sponsored awards pending closeout. As of August 31, 2025, RGC—working in close collaboration with institutional stakeholders—has successfully reduced the number of overdue closeouts from approximately 3,500 to 1,001. This milestone includes all awards that expired prior to April 30, 2025, and reflects the collective dedication, agility, and problem-solving of our university community.
We remain on track to complete the closeout initiative by December 31, 2025, and are committed to maintaining timely closeout practices going forward. To build on the momentum and lessons learned from Emory’s success, we have identified several operational challenges that require immediate attention. With the support of university leadership, we are actively addressing these issues to ensure a more efficient and sustainable closeout process.
Enhancing Closeout Operations
To strengthen institutional infrastructure and ensure continuity, we are implementing a suite of new tools and process improvements, including:
- Robotic Process Automation (RPA) for automated email notifications to subrecipients and sponsors regarding outstanding invoices and collections
- RPA-generated Award Review Tool (ART) forms to streamline documentation and audit
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Implementing new submission and tracking mechanisms to reinforce accountability and monitor progress
- Enhanced controls and workflow approvals to support timely and compliant closeouts
In parallel, we are introducing updated policies and a comprehensive ORA-wide Roles and Responsibilities matrix. These changes are designed to eliminate unnecessary delays, clarify task ownership, and foster stronger collaboration across departments and schools. Together, these enhancements will improve transparency, strengthen compliance, and reinforce our shared commitment to operational excellence.
We deeply appreciate the hard work and dedication of all faculty, staff, and administrators who have contributed to this progress. Your continued engagement is vital as we move forward with these improvements. Should you have questions, feedback, or suggestions, we welcome your input.
Thank you for your partnership and commitment to advancing research administration at our institution.
Edwin Bemmel, Ph.D., CPA
Associate Vice President
Research Grants & Contracts