Grant Closeout

Learn about the closeout process that is required at the end of your SAMHSA discretionary grant or cooperative agreement.

Closeout is a process that takes place after the expiration or termination of the project period for a discretionary grant or cooperative agreement. The purpose of closeout is to ensure:

  • Final reports are received and evaluated
  • Allowable costs are determined
  • Amounts due to either the federal agency or to the recipient are determined, and payment arrangements are made

As a grant recipient, your organization must meet several requirements before closing out a grant in the final budget period of the project. Preparation for closeout should begin three months prior to the end date of the grant in order to accurately forecast expenses and any adjusting entries that need to be made.

Failure to submit timely and accurate final reports may affect future funding to the organization.

Closeout Preparation

Within 90 days of the end of the project period you must:

After closeout, your organization must also retain records for a minimum of three years after final disposition.

Final Federal Financial Report (FFR)

SAMSHA requires submission of a final FFR (SF-425) report. The final FFR must:

  • Not include unliquidated obligations
  • Account for all funds awarded within the grant document
  • Reconcile with disbursement reporting to PMS

Submit the final FFR report to grant.closeout@samhsa.hhs.gov. Include the official grant number on all submissions and in the subject line of the email to ensure timely review and processing.

Additional Guidance for Final FFR

Final Federal Cash Transactions Report (FCTR)

A quarterly FCTR must be submitted for the final quarter of the project period to the Payment Management System.

Additional Guidance for Final FCTR

The PMS website provides additional guidance, deadlines, and instructions on the FCTR.

Final Performance/Progress Report

The final performance/progress report usually provides an overview of the grant project goals and objectives accomplished during the project period, which were identified in your grant application. Program specific instructions for preparation and submission of your progress reports will be identified on the terms and conditions on your Notice of Award (NoA).

Tangible Personal Property Report

The Tangible Personal Property Report (SF-428 and SF-428B) must be completed as part of closeout. Tangible property for this purpose is:

  • Acquired Equipment with an acquisition cost of $5,000 or more
  • Residual Unused Supplies with total aggregate fair market value exceeding $5,000

Recipients may provide a comment in box 8 on form SF-428 that no equipment was purchased with a value of $5,000 or more, if applicable to the project.

Record Retention

Your organization generally must retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of an award, or may reasonably be considered pertinent to an award, for a period of three years from the date the final FFR is submitted.

If an audit, litigation, or other action involving the records starts before the end of the appropriate retention period, the records should be maintained until the end of the appropriate retention period or until the audit, litigation, or other action is completed, whichever is later.

Additional Guidance for Closeout

For more information on grant closeout requirements, read the Standard Terms and Conditions: Closeout – 2016 (PDF | 165 KB).

Last Updated: 09/15/2017