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Run: 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 p...

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Subaward Identification

Prime Award Number (required)

The federal or sponsor award number assigned to the pass-through entity.

Subaward / Subcontract Number (required)

Your institution's internal subaward identifier.

Subrecipient Organization Name (required)

Subrecipient Principal Investigator (PI) Name (required)

Pass-Through Entity (Your Institution) (required)

Grants Manager / Sponsored Programs Officer Completing This Form (required)

Subaward Performance Period Start Date (required)

Subaward Performance Period End Date (required)

Closeout Submission Date (required)

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 (required)

Final Invoice Date (required)

Total Approved Subaward Budget (USD) (required)

Total obligated amount per the executed subaward agreement and all amendments.

Total Amount Previously Invoiced (USD) (required)

Cumulative amount billed on all prior invoices before this final invoice.

Final Invoice Amount (USD) (required)

Total Claimed Expenditures (All Invoices Combined, USD) (required)

Sum of all invoices including this final invoice. Must not exceed total approved budget.

Unexpended Balance / Amount to be De-obligated (USD) (required)

Approved budget minus total claimed expenditures. Enter 0 if fully expended.

Budget Categories Verified Against Final Invoice (required)

Select all cost categories present on the final invoice that have been reviewed.

Was Cost Share / Matching Required Under This Subaward? (required)

Was the Required Cost Share Commitment Met?

Attach Final Invoice (required)

Upload the signed final invoice from the subrecipient (PDF preferred).

Final Deliverables and Technical Reporting

Final Technical / Progress Report Received from Subrecipient? (required)

Date Final Technical Report Received

All Contractual Deliverables Completed and Accepted? (required)

Explanation of Outstanding or Incomplete Deliverables

Publications, Inventions, or IP Disclosures Reported as Required? (required)

Data Management / Sharing Plan Requirements Fulfilled? (required)

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? (required)

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? (required)

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? (required)

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)? (required)

Verification required per 2 CFR Part 180 and prime award terms.

No Unresolved Conflict of Interest Issues? (required)

Human Subjects / IRB Compliance (if applicable) (required)

Export Controls Compliance Confirmed? (required)

Compliance Notes or Findings Explanation

Release of Claims and Final Certification

Subrecipient Certifies Final Invoice Represents All Allowable Costs Incurred (required)

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? (required)

Attach Signed Release of Claims Document

Upload the executed release of claims or final certification letter.

Subrecipient Authorized Organizational Representative (AOR) Name (required)

Subrecipient AOR Title (required)

Date of Subrecipient Certification / Signature (required)

Grants Manager Review and Closeout Determination

All Required Closeout Documentation Received? (required)

List of Outstanding Documentation Items

Final Payment Recommendation (required)

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 (required)

Record Retention Requirements Communicated to Subrecipient? (required)

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 (required)

Electronic signature of the grants manager completing this closeout review.

Grants Manager Review Date (required)

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