You should begin closeout process 90 days ahead of the Period of Performance end date. During this period you should review all terms and conditions of the Closeout section of the NoA.

We will provide more instructions as you approach the last 90 days of the award, if not reach out your Grants Management Specialist.

No Cost Extensions (NCE) 

External and internal factors may delay project performance such as events outside of the control of the your organization and new opportunities or innovations may develop. In such instances, you may request an NCE. This would allow you to extend the project period for completion of the project or program related activities.

Prior approval by the Grants Management Officer (GMO) is required for any extension. The GMO will not approve any extension request if the primary purpose of the proposed extension is to permit the use of unobligated balances of funds. The extension is only for activities within the current scope of the award. No change in scope will be permitted as part of a NCE.

NCE request should be received 60 days prior to period of performance end date, but no less than 10 days prior to the end of the period. Retroactive approvals are at the discretion of the GMO under extenuating circumstances.

Deadlines & Extensions - Drawdown Funds 

You should liquidate all obligations incurred under the grant within 120 days from the period of performance end date. All expenses must be incurred within the period of performance.

OASH may extend the liquidation period when provided adequate justification. If you require an extension to draw funds from Payment Management System (PMS), submit a request via Grant Notes in Grant Solutions.

You must refund to OASH any balance of unobligated cash drawn. Instructions for returning funds using Payment Management System.

Please note that if you do not refund the unused/requested funds, the federal agency can withhold money from other funds due the recipient, such as on other awards.

Grant closeout does not affect your obligation to return any funds due because of later refunds, corrections, or other transactions; however, costs may not be disallowed after the three-year record retention period has expired. OASH retains the right to recover an appropriate amount of grant funds, after fully considering recommendations on disallowed costs resulting from any subsequent audit. Single audits covering part of the grant period may be conducted after the award ends; therefore, costs may be questioned and subsequently disallowed after closeout.

Financial records, supporting documents, statistical records, and all other records pertinent to the award must be retained for a period of three years from the date of submission of the final expenditure report (i.e., the final FFR). These record retention requirements are subject to the exceptions in 45 C.F.R. § 75.361.

Helpful links

Technical Issues related to Payment Requests/ Payments/ FFR Submission - PMS helpdesk & PMS Liaison

Technical Issues GrantSolutions related Performance Progress Report - help@grantsolutions.gov