Closeout is a process that takes place prior to and after the expiration or termination of the project period for a discretionary grant or cooperative agreement. The Notice of Award (NoA) provided in the last year of your grant will have information regarding closeout of the project. Show
The purpose of closeout is to ensure:
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. Closeout reports must be submitted within 120 days of the end of the project period. Failure to submit timely and accurate final reports may affect future funding to the organization. Closeout PreparationBeginning 90 days prior to the end of the project period you must:
Reports Due for CloseoutThe required reports (FFR, FPR, and TPPR) as noted below must be submitted within 120 days of the end of the project period. Failure to complete the closeout process in 120 days may result in a unilateral closeout of the grant by SAMHSA. This may affect future funding of federal programs and result in the reimbursement of funding to SAMHSA.
ResourcesVideo: SAMHSA Grant Closeout via eRA Commons (six minutes) Grantee Closeout Reference Sheet for FPR and TPPR Due 120 Days (PDF | 712 KB): Guidance on how to submit the Final Progress Report (FPR) and the Tangible Personal Property Report (TPPR) in the eRA system. Final Federal Financial Report (FFR)FFR – Summary of Instructions and Guidance (PDF | 151 KB) SAMHSA requires submission of a final FFR (SF-425) report no later than 120 days after the end of the project period. The final FFR must:
Submitting the Final FFREffective January 1, 2021, SF-425 Federal Financial Reports (FFR) must be submitted in the Payment Management System (PMS), instead of via eRA Commons. SAMHSA grant recipients will use PMS to report all financial expenditures, as well as to drawdown funds.
Final Progress Report (FPR)There is no specific template for the Final Progress Report. The FPR should be prepared in accordance with the terms and conditions of the Notice of Award (NoA) and as directed by the SAMHSA Government Program Officer (GPO). The final progress report should cover the entire project period and include, at a minimum, an overview of the goals and objectives stated in the grant application that were accomplished during the funding period. Reports may include the following:
Tangible Personal Property Report (TPPR)The Tangible Personal Property Report must be completed by required grantees as part of closeout to certify whether they have or do not have any tangible property. Tangible property for this purpose is:
If there is equipment or supplies that meet this threshold, the grantee must receive equipment disposition instructions from SAMHSA using the SF-428 TPPR Form (PDF | 113 KB) and SF-428 Instructions (PDF | 284 KB) prior to it being sold, retained, or transferred. If a recipient did not have any tangible personal property with a value described above, the grantee will submit in eRA Commons the SF-428B Fillable Form (PDF | 121 KB) per this example SF-428B Form Example (PDF | 113 KB). Items of equipment or supplies with a current per unit fair market value of $5,000 or less may be retained, sold or otherwise disposed of with no further obligation to SAMHSA.
Record RetentionYour 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. What should be done with any activities that remain incomplete at the time of project closure quizlet?What should be done with any activities that remain incomplete at the time of project closure? A punch it list should be made with any activities that remain incomplete at the time of the project closure.
Which of the following is true concerning lesson learned on a project?Which of the following is true concerning lessons learned on a project? Lessons are the knowledge gained by team members as they perform the project.
When a project is no longer needed or viable?4. When a project is no longer needed or viable, the project manager, as primary advocate for the project, should recommend early termination. 5. The Validate Scope process occurs with interim deliverables throughout the project and with final deliverables near the end.
|