Understanding Closeout

CDC initiates closeout after the period of performance end date listed in the Notice of Award (NoA). Closeout consists of the timely submission of all required programmatic and financial reports by the recipient and adjustments for remaining amounts due.

Grant closeout does not automatically cancel any requirements for property accountability, record retention, or financial accountability. Following closeout, the recipient remains obligated to return funds due as a result of later refunds, corrections, or other transactions. The federal government is entitled to recover amounts based on the results of an audit.

Required closeout reports include:

• Final Federal Financial Report (FFR)
  • Form, SF-425, shows the status of funds in non-construction programs and is used to monitor the financial progress of awards. The forms require information on federal and recipient shares, and unobligated balances of federal funds.
  • The FFR should only include those funds authorized and actually expended during the timeframe covered by the report. FFRs must be submitted into the Payment Management System (PMS).
• Final Progress Report
  • This report should include the information specified in the Notice of Funding Opportunity (NOFO). Submit this form after solicitation from the Grants Management Specialist (GMS)/Grants Management Officer (GMO) via www.grantsolutions.gov
• Final Invention Statement
  • Form HHS 568, includes all inventions which were conceived or first actually reduced to practice during the course of the grant or award, from the original effective date of support through the day of completion or termination.
• Equipment Inventory Report
  • A complete inventory must be submitted with final Performance Progress and Evaluation Report (PPER) documents for all major equipment acquired or furnished under this project with a unit acquisition cost of $5,000 or more. The inventory list must include the description of the item, manufacturer serial and/or identification number, acquisition date and cost, and percentage of federal funds used in the acquisition of the item. The recipient should also identify each item of equipment that it wishes to retain for continued use in accordance with 45 CFR Part 75.

If additional reports are required, they will be identified in the terms and conditions of the NoA.

All closeout reports are due 120 days after the project period end date. If the final reports cannot be submitted within 120 days after the end of the period of performance, in accordance with 2 CFR 200.344 (Closeout), the recipient must submit a letter requesting an extension to the GMS. The letter must include the justification for the delay and the expected submission date for the reports.