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National Aeronautics and

Space Administration

Washington, DC 20546

Grant Information
Circular

GIC 14-01

April 15, 2014


 

GUIDANCE FOR THE CLOSEOUT OF
GRANTS AND COOPERATIVE AGREEMENTS

PURPOSE:   To provide internal guidance for the closeout of grants and cooperative agreements. The guidance contained herein is supplemental to the requirements set forth at 2 CFR §200.343, Closeout; 2 CFR §200.344, Post-closeout adjustments and continuing responsibilities; and 2 CFR §200.345, Collection of amounts due.

GUIDANCE:   Closeout is the process, by which NASA determines if all applicable administrative actions and all required effort under a grant or cooperative agreement has been completed by both the recipient and the Agency, and no further activity is expected.

Grant and cooperative agreement recipients 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 grant or cooperative agreement. The grant officer may approve extensions when requested by the recipient.

Grant officers should complete all closeout actions for grants and cooperative agreements no later than one year after receipt and acceptance of all reports as required by the terms and conditions of the grant or cooperative agreement.

Grant and cooperative agreements are physically and administratively complete and ready for closeout when—

   1.  The grant officer has received all financial, technical, and other reports required by the terms and conditions of the grant or cooperative agreement, and has obtained all required concurrences and/or approvals;

   2.  For research grants or cooperative agreements with large businesses (commercial firms), the grant officer has received concurrence from the patent counsel office regarding the recipient's Subject Inventions/Reportable Items Final Summary Report;

   3.  For those grants and cooperative agreements containing Government property and for which property administration has been delegated to the Office of Naval Research (ONR) or the Defense Contract Management Agency (DCMA), property disposition has been completed and the grant officer has received written notification from the ONR Administrative Grants Officer or the DCMA Administrative Contracting Officer indicating that all property administration duties have been completed, via either a DD Form 1593, Contract Administration Completion Record or other equivalent electronic notification (email is an acceptable form and mechanism for this notification);

   4.  For those grants or cooperative agreements awarded with provisional indirect rates, the grant officer has verified that the recipient's final indirect rates have been determined by the cognizant Federal agency and those final indirect rates have been properly applied to the grant or cooperative agreement via the recipient's final SF 425 or final invoice (for commercial firms);

   5.  A final Standard Form (SF) 425 or final invoice (for commercial firms) has been received; all payments have been made to the recipient; all reimbursements have been received and reconciled; and any remaining unused balance has been deobligated from the grant or cooperative agreement;

   6.  The grant officer has verified that a copy of all required deliverables is in the grant or cooperative agreement file.

Grants and cooperative agreements should not be closed if litigation or an appeal is pending, or until the completion of a termination action.

Records should be retained in accordance with 2 CFR §200.333, Retention requirements for records and NASA Procedural Requirements (NPR) 1441.1, NASA Records Retention Schedules. As set forth in the NPR, grant and cooperative agreement files are generally retired to the Federal Records Center 2 years after completion of the grant or cooperative agreement, and destroyed when 6 years, 3 months old.

APPLICABILITY:  This guidance is applicable to all grants and cooperative agreements.  

EFFECTIVE DATE:  This GIC is effective as dated and shall remain in effect until canceled or superseded.

HEADQUARTERS CONTACT:  Jamiel C. Commodore, Contract Management Division; 202-358-0302, email: Jamiel.C.Commodore@nasa.gov.

 

Ronald A. Poussard

Director, Contract Management Division