Guide Section List
Comprehensive reference guide
Closeout
Subpart D: Post Federal Award Requirements
Definitions Accordion Closed
200.16 Closeout
Closeout is the process of ensuring that all applicable administrative actions and all required work of the Federal award have been completed.
Text Accordion Closed
200.343 Closeout
The Federal agency will close-out the Federal award when it determines that all applicable administrative actions and all required work have been completed.
(a) The University must submit, no later than 90 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.
(b) The University must liquidate all obligations incurred under the Federal award not later than 90 calendar days after the end date of the period of performance.
(c) The Federal awarding agency should complete all closeout actions for Federal awards no later than one year after receipt and acceptance of all required final reports
Explanation Accordion Closed
The Uniform Guidance requires final billing to the sponsor within the 90 day closeout period. While closeout has always been required within 90 days after the end date of the project, final billings have been honored beyond 90 days.
Note: NIH and NSF have extended the closeout period to 120 days. It is unlikely, however, that further extensions will be granted. In fact, the two agencies have begun to deny access to the NIH Payment Management System (PMS) and the NSF Award Cash Management System (ACMS) at the end of 120 days, which effectively ends late billings.
Application Accordion Closed
Agency prior approval is required to extend the closeout period.
If there are programmatic reasons for extending the award and funds are available to continue the project or if there are extenuating circumstances prohibiting award closeout within the 90 or 120 day period, contact OGCS to request a no cost extension from the sponsoring agency.
Purchases of equipment and computing supplies made within the last 3 to 6 months of an award should receive additional scrutiny.
Note: Subrecipients should be required to submit all final billings, reports, and any other paperwork prior to the end of the University’s period of performance, but no later than 50 days following the end of the prime award.
Comments on agency implementation policies/procedures (to be added) Accordion Closed
Related NAU policies/procedures Accordion Closed
- PAASFC Management: Project Completion
- CMP 405-02: Capital Purchases Near Fiscal Year End