Agency Closeout Process: Step-by-Step User Resource

Step 1: Agency sends notification to all subrecipients the project is nearing the end date (120 days prior to closeout date) via email

Step 2: Agency begin closing subrecipient grants

• Utilizing a subrecipient closeout checklist and/or standard agency closeout process
• Subrecipient submits final reimbursement
• Subrecipient submits final financial and programmatic reporting (if applicable)
• Must be completed within 45 days of project end date

Step 3: Agency completes financial reconciliation process per agency standards

• All outstanding invoices paid and adjustments made in agency financial system by 90 day mark
• Claw back funds from subrecipients within 90 days

Step 4: Agency completes final review of Closeout

• Verify all Subrecipient Closeout Checklists are completed (or similar department process utilized) 

Step 5: Agency sends a final grant closeout email to subrecipient

• Put final copies of subrecipient closeout checklist, back up documentation, emails/correspondence, etc. in subrecipient file

Step 6: Agency performs all closeout requirements and submits final reports to funding agency (if applicable)

• Retain copies of all documentation in program file