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U.S. Department of Health and Human Services

Closeout

Closeout is the process that completes the grant agreement between the awarding agency and the recipient.  Closeout requires close collaboration and cooperation between ASPR and the grantees. The grant closeout is a critical piece in the life cycle of a grant. It is recommended that grantees begin to prepare for closeout at least 90 days prior to the project period end date. This will allow the grantee to accurately forecast expenses and complete any adjusting entries.   ASPR will close out the award when it determines that all applicable administrative actions and all required work of the grant has been completed.   A grantee’s failure to complete and submit the required forms and reports may result in a unilateral closeout that may result in the deobligation of funds.  Following closeout, the recipient remains obligated to return funds due as a result of later refunds, corrections, or other transactions, and the Federal government may recover amounts based on the results of an audit covering any part of the period of grant support.

Within 90 Days after the project period end date a grantee must:

  • Liquidate all obligations incurred
  • Reconcile financial expenditures
  • Submit Quarterly Federal Financial Report to Payment Management System
  • Submit Final performance/progress report or other reports required by the terms and conditions of award
    • Requirement from program guidance or reporting requirement on Notice of Award (NoA)
    • ASPR responsible for ensuring the report meets agency requirements
    • Describes the results of grant-supported activity
  • Complete Final Federal Financial Statement (FFR) SF-425
    • Final Federal Financial Report (FFR) SF 425 must not include unliquidated obligations
    • Final FFR must account for all funds awarded
    • Final FFR must account for Match requirements(if required)
    • Final FFR must reconcile with disbursements reporting to PMS
    • No Provisional Rates are accepted for Indirect Cost
  • Return any funds due as a result of refunds, corrections, or audits
  • For research grants, the recipient must submit a Final Invention Statement and Certification (HHS 568), whether or not the funded activity results in any subject inventions.
  • Prepare for Final A -133 audit
  • Submit Closeout documents to GrantSolutions

The closeout of a grant does not affect:

  • The Federal agency's right to disallow costs and recover funds on the basis of a later audit or other review;
  • The grantee's obligation to return any funds due as a result of later refunds, corrections, or other transactions;
  • Records retention as required;
  • Property management requirements;
  • Audit requirements in 45 §92.26.

Record Retention

Recipients generally must retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of a grant, or may reasonably be considered pertinent to a grant, for a period of 3 years from the date the annual FSR is submitted. For awards where the FSR is submitted at the end of the competitive segment, the 3-year retention period will be calculated from the date the FSR for the entire competitive segment is submitted. Those recipients must retain the records pertinent to the entire competitive segment for 3 years from the date the FSR is submitted.

  • This page last reviewed: June 04, 2015