Award Closeout

In reference to Uniform Guidance Code of Federal Regulations § 200.344 Closeout, the federal awarding agency or pass-through entity will close out the federal award when it determines that all applicable administrative actions and all required work of the federal award have been completed by the non-federal entity. If the non-federal entity fails to complete the requirements, the federal awarding agency or pass-through entity will close out the federal award with the information available. 

• Recipient must submit, no later than 120 calendar days after the end date of the period of performance, all financial, performance and other reports as required by the terms and conditions of the federal award.
• A subrecipient must submit to the pass-through entity, no later than 90 calendar days (or an earlier date as agreed upon by the pass-through entity and subrecipient) after the end date of the period of performance, all financial, performance and other reports as required by the terms and conditions of the federal award.
• Unless an extension is authorized, a non-federal entity must liquidate all financial obligations incurred under the federal award no later than 120 calendar days after the end date of the period of performance as specified in the terms and conditions of the federal award.
• The federal awarding agency or pass-through entity must make prompt payments to the non-federal entity for costs meeting the requirements in Subpart E of this part under the federal award being closed out. Including any upward or downward adjustments.
• Promptly refund any balances of unobligated cash that the federal awarding agency or pass-through entity paid in advance or paid and that are not authorized to be retained by the non-federal entity for use in other projects. (see 200.346).
• Account for any real and personal property acquired with federal funds or received from the federal government in accordance with § 200.310 through 200.316 and 200.330. 

Responsibilities

• Obtain all the required reports and confirm submission to sponsoring agency.
• Update account status to closed in pre-award system of records.
• Confirm that all financial reporting including but not limited to invoice submission for reimbursement and cash draws are completed and posted in the financial system (AIS).
• Complete all tasks outlined under the “procedure” section below.
• Confirm that all cash draws and revenue recognition are completed and posted in the financial system (AIS). 
• Reconcile and confirm completion of sponsoring agency’s information for the account.
• Update statuses to “closed” in both the grants management system and AIS.

Procedure

• Management of each team shall monitor all awards to be closed out by reviewing closeout reports.
• Simultaneously, team members shall coordinate with departments (PI) and monitor system record for all assigned closeouts.
• Review the terms and conditions of the notice of grants agreements (NOGA) for compliance.
• Confirm all reporting deliverables have been submitted. Such as:
  1. Federal: Review sponsor’s online system to confirm the deliverable have been submitted for completion.
  2. Non-Federal: Review the paper files, emails or electronic files to determine if there was any communication that indicated the deliverables were submitted for completion.
• Complete closeout checklist. Verify the following tasks are completed.

1. Verify reported expenses in the final report/invoice has been completed, documented and submitted.
2. All adjustments have been processed and posted in AIS.
3. Budget equals expenses.
4. Account receivables is zero ($0.00).
5. No open account receivables items exist.
6. Unbilled account receivables equals zero ($0.00).
7. Project expenses equals budgetary control (commitment control) expenses, if applicable.
8. Project expenses equals general ledger expenses.
9. Revenue amount match in both AIS and grants database or system.
10. Revenue amount match expenses (cost reimbursement).
11. No deferred and billable transaction.
12. Pre-encumbrance (purchase requisition) is zero ($0.00).
13. Encumbrance (purchase order) is zero ($0.00).
14. All payments have been received and applied to invoices in AIS.
15. Refund and write-off adjustments have been processed to completion.