closeout

8.6 Closeout

The requirement for timely closeout is generally a recipient responsibility. However, NIH may initiate unilateral closeout if a recipient does not provide timely accurate closeout reports or does not respond timely to NIH requests to reconcile discrepancies in grant records. Recipients must submit a final FFR, Final RPPR, and Final Invention Statement and Certification within 120 calendar days of the end of the period of performance (i.e., project period end date). The reports become overdue on day 121. Note that no-cost extensions update the project period end date and submission deadlines.

When recipients fail to submit timely reports, NIH will initiate unilateral closeout. If a recipient does not submit all required closeout reports within a year of the project period end date, NIH will unilaterally close the award and report the recipient's failure to comply with the terms and conditions of award in SAM.gov. In addition, failure to correct recurring reporting problems may cause NIH to take one or more actions that may include, but are not limited to, corrective actions, withholding or further awards, suspension or termination.

Failure to submit timely and accurate closeout documents may affect future funding to the organization. NIH will close out a grant as soon as possible after the project period end date (no later than one year after the project period end date in accordance with 2 CFR Part 200.344) if the grant will not be extended or after termination.

Closeout includes ensuring timely and accurate submission of all required reports and adjustments for amounts due the recipient or NIH. Closeout of a grant does not automatically cancel any requirements for property accountability, (see section 8.3.3.2.1 Exempt Property and 8.3.3.2.2 Nonexempt Property), record retention, or financial accountability. Recipients generally must retain financial and programmatic records, supporting documents, statistical records, and all other records that are required by the terms of the grant, or may reasonably be considered pertinent to a grant, for a period of 3 years from the date the annual FFR is submitted. (See 8.4.2 Record Retention and Access, for further information). Following closeout, the recipient remains obligated to return funds due as a result of later refunds, corrections, or other transactions, and the Federal government may recover amounts based on the results of an audit covering any part of the period of grant support.

A subrecipient must submit to the recipient, no later than 90 calendar days (or an earlier date as agreed upon in the subaward agreement after the project period end date, all reports as required by the terms and conditions of award.