The 120-day closeout period is used by grantees to pay outstanding bills, complete the final progress report, and finalize the final SF-425 report. For the purposes of grant closeout, “period of performance end date” refers to the date in box 21 on the most recent fully executed FNA-529. The guidance below is for competitive grants only.
Pre-Closeout Period
Complete project activities: Reviewing the activity project plan carefully at this stage helps prevent delays and supports a smooth closeout process. Any activities outlined in the activity project plan that require grant funding should be completed before the period of performance end date. This includes wrapping up any remaining tasks, confirming that each activity has been completed as intended, and ensuring that all documentation associated with these activities is finalized.
Make final purchases: Grant funds cannot be used for items purchased or invoiced after the period of performance end date. Grantees may not incur new costs or continue project activities after the grant’s expiration date. However, staff time may be charged during the closeout period for administrative tasks related to final reporting.
Closeout Period
Submit all remaining progress and/or financial reports: If the grantee is not current on all reports, the grantee must submit any outstanding reports as soon as possible. Per the terms and conditions of the award, the grantee is responsible for timely submission of all required reports. Grantees that fail to submit required reports will not be able to close out their grant in good standing and may have their expenses disallowed and be required to return funds.
- Questions about progress reports should be directed to your regional specialist.
- Questions about financial reports should be directed to your grant officer.
Submit final program and financial reports: The grantee must submit final program and financial reports within 120 days of the period of performance end date.
- The final progress report must be submitted using the FNA‑908 to SM.FN.FarmSchRprt@usda.gov, copying the regional specialist’s mailbox.
- The final financial report must be submitted through the Food Program Reporting System (FPRS) within the same 120‑day timeframe.
Resolve unspent funds: Unspent funds should be returned to the Automated Standard Application for Payments (ASAP) (via a negative draw) before the end of the 120‑day closeout period. If, after reviewing the final financial report, the Food and Nutrition Administration grant team determines that funds remain unspent, the grantee will be required to return those funds by check, which involves a longer and more administratively complex process.
Early Closeout Request
Complete project activities: Activities outlined in the activity project plan may be completed before the period of performance end date; however, early closeout is optional. If choosing to finish activities early, all associated tasks must be fully completed, documentation finalized, and the activity project plan should be reviewed to ensure accuracy.
Early closeout steps: The grantee must request a revised end date by emailing both the regional specialist and the grant officer. Early closeout may proceed only after this request is reviewed and approved. Once approval is received, the grantee will submit a final program report and a final financial report in accordance with established reporting requirements. Please note that the period of performance end date listed on the FNA-529 form will not be revised for early closeout purposes.