Subaward Closeout and Final Invoice Verification

Confirms final deliverables, expenditures, property disposition, and release of claims at the end of a subaward. Used by grant managers to formally close a pass-through arrangement.

Subaward Identification

• Prime Award Number
  The federal or sponsor award number assigned to the pass-through entity.
• Subaward / Subcontract Number
  Your institution's internal subaward identifier.
• Subrecipient Organization Name
• Subrecipient Principal Investigator (PI) Name
• Pass-Through Entity (Your Institution)
• Grants Manager / Sponsored Programs Officer Completing This Form
• Subaward Performance Period Start Date
• Subaward Performance Period End Date
• Closeout Submission Date
  Date this closeout package is being submitted. Per 2 CFR §200.344, closeout must be completed within 120 calendar days after the period of performance end date.

Final Invoice Verification

• Final Invoice Number
• Final Invoice Date
• Total Approved Subaward Budget (USD)
  Total obligated amount per the executed subaward agreement and all amendments.
• Total Amount Previously Invoiced (USD)
  Cumulative amount billed on all prior invoices before this final invoice.
• Final Invoice Amount (USD)
• Total Claimed Expenditures (All Invoices Combined, USD)
  Sum of all invoices including this final invoice. Must not exceed total approved budget.
• Unexpended Balance / Amount to be De-obligated (USD)
  Approved budget minus total claimed expenditures. Enter 0 if fully expended.
• Budget Categories Verified Against Final Invoice
  Select all cost categories present on the final invoice that have been reviewed.
• Was Cost Share / Matching Required Under This Subaward?
• Was the Required Cost Share Commitment Met?
• Attach Final Invoice
  Upload the signed final invoice from the subrecipient (PDF preferred).

Final Deliverables and Technical Reporting

• Final Technical / Progress Report Received from Subrecipient?
• Date Final Technical Report Received
• All Contractual Deliverables Completed and Accepted?
• Explanation of Outstanding or Incomplete Deliverables
• Publications, Inventions, or IP Disclosures Reported as Required?
• Data Management / Sharing Plan Requirements Fulfilled?
• Attach Supporting Deliverable Documentation (Optional)
  Upload final report, deliverable acceptance letters, or other supporting documents.

Equipment and Property Disposition

• Was Equipment (Unit Cost ≥ $5,000) Purchased Under This Subaward?
• Final Equipment Inventory List Submitted?
  Per 2 CFR §200.313, subrecipient must provide a final inventory of all federally-titled equipment.
• Equipment Disposition Method
  Select the approved disposition for federally-titled equipment per 2 CFR §200.313(e).
• Residual Supplies with Aggregate Fair Market Value > $5,000?
  Per 2 CFR §200.314, residual supplies exceeding $5,000 FMV may require compensation to the federal sponsor.
• Additional Property / Equipment Notes

Compliance and Audit Certifications

• Did Subrecipient Expend ≥ $750,000 in Federal Awards During Their Fiscal Year?
  If yes, subrecipient is subject to Single Audit requirements under 2 CFR Part 200 Subpart F.
• Single Audit Status
• Subrecipient Verified as Not Debarred or Suspended (SAM.gov)?
  Verification required per 2 CFR Part 180 and prime award terms.
• No Unresolved Conflict of Interest Issues?
• Human Subjects / IRB Compliance (if applicable)
• Export Controls Compliance Confirmed?
• Compliance Notes or Findings Explanation

Release of Claims and Final Certification

• Subrecipient Certifies Final Invoice Represents All Allowable Costs Incurred
  By selecting Yes, the subrecipient confirms no additional claims for costs incurred during the performance period will be submitted.
• Explanation of Pending Additional Costs
• Signed Release of Claims / Final Certification Received from Subrecipient?
• Attach Signed Release of Claims Document
  Upload the executed release of claims or final certification letter.
• Subrecipient Authorized Organizational Representative (AOR) Name
• Subrecipient AOR Title
• Date of Subrecipient Certification / Signature

Grants Manager Review and Closeout Determination

• All Required Closeout Documentation Received?
• List of Outstanding Documentation Items
• Final Payment Recommendation
• Amount of Disallowed / Questioned Costs (USD)
  Enter the dollar amount of costs identified as unallowable per 2 CFR §200.405 or award terms.
• Closeout Determination
• Record Retention Requirements Communicated to Subrecipient?
  Per 2 CFR §200.334, records must be retained for 3 years from the date of submission of the final expenditure report.
• Grants Manager Internal Notes
• Grants Manager Signature
  Electronic signature of the grants manager completing this closeout review.
• Grants Manager Review Date