Revised 12/11/2017

If you are having trouble viewing any of the information contained in this help topic, it can also be found in the eRA Commons User Guide located online at http://era.nih.gov/commons/user_guide.cfm. Refer to the User Guide's Table of Contents for your specific topic.

 

Closeout Status

PolicyCloseout policy information

Closeout is a feature that allows a grantee to electronically file the information necessary to complete grant closeout requirements. It interfaces with the Closeout system used by Agency staff to track and monitor this business process. NIH will close out grants as soon as possible after expiration of a grant that is not to be extended or after termination of a grant. Closeout includes timely submission of all required reports and adjustments for amounts due the grantee or NIH. Closeout of a grant does not automatically cancel any requirements for property accountability, record retention, or financial accountability. Following Closeout, the grantee remains obligated to return funds due, because 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.

If you hold an SO, PI, or FSR role, you can access the Closeout Status screen to perform the following:

The Closeout Status screen is accessed via links on the Status result screens (Status Result - Closeout or Status Result - General Search for SOs; Status Result - List of Applications/Grants for PIs).

The links you may see on your results screen include:

NOTE: The U.S. Department of Health and Human Services (HHS) has issued a directive to Agencies on new policies for closeout of grant awards. NIH has revised its policies and procedures to align with the OER Policy Announcement 2014 regarding the guidance on implementation of HHS GPAM Chapter 1101 (Closeout), including Unilateral Closeout.

The policy chapter directs Institutes/Centers (ICs) to initiate a unilateral closeout – a closeout without the cooperation of the grantee – 180 days after the project end date if it has not received acceptable final reports required by the terms and conditions of an award. After making reasonable efforts to obtain the final reports ICs must close all awards no later than 270 days after the project end date. This substantially decreases the timeframe in which NIH must officially close a grant after the project end date.

At the top of the Closeout Status screen, the following Application Information displays:

Below this information is the Closeout Submission Requirement including Instruction, Status of the requirement, Result of Actions, and Date of action. Also included are the available Action link(s), which vary and may include:

Refer to the related topics for more information about FFR, Final Research Performance Progress Report, and Final Invention Statements.

IMPORTANT: At the top of the screen, text will indicate if the grant is in unilateral closeout or has been unilaterally closed, as applicable, and the date on which this occurred. While In Unilateral Closeout, links will be available in the Action column unless they have been closed by Grants Management Staff, in which case you will not see the links. When Unilaterally Closed, links will not be available. The message on the screen indicates whether links have been disabled.

IMPORTANT: eRA has recently updated the Closeout screens for PIs (and delegates) based on our new standards. SOs will see similar changes in a future release. Refer to the appropriate steps and images provided for your eRA Commons role.

Closed toggler arrowClick here to view a sample of Closeout for an PI.

sample Closeout screen as a PI would see it

Closed toggler arrowClick here to view a sample of Closeout for an SO.

Closeout Status screen

 

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