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.
Within 90 days of the end of the project period you must:
- Reconcile financial expenditures associated with the award
- Liquidate all obligations incurred under the award
- Submit the Final Financial Report (FFR, SF-425) (PDF | 1.2 MB)
- Submit the final quarterly Federal Cash Transactions Report (FCTR) to the Department of Health and Human Services (HHS) Payment Management System (PMS)
- Submit the final performance/progress report or other reports required by the terms and conditions of the award
- Return any funds due as a result of refunds, corrections, or audits
- Submit a Tangible Personal Property Report (SF-428) to account for any property acquired with federal funds
After closeout, your organization must also retain records for a minimum of three years after final disposition.
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
Annual Federal Financial Report (FFR) (SF-425)
SAMSHA requires submission of an annual FFR (SF-425) (PDF | 268 KB) no later than 90 days after the end of the project period.
Submitting the Annual FFR:
- Recipients must submit the FFR via the eRA Commons system. SAMHSA will not accept FFRs submitted by email or uploaded as an attachment into eRA.
- To submit the FFR in eRA Commons, the recipient must be:
- Registered in eRA Commons; and
- Assigned the Financial Status Reporter (FSR) role in eRA Commons for the recipient organization. The individual in the recipient organization assigned the FSR role is responsible for reporting the statement of expenditures for the grant.
- Verify the FFR is complete and accurate before submitting in eRA.
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.
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).
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.
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).