Grantee Instructions for Closing 

AmeriCorps Grants

AmeriCorps, Office of Grant Administration

June 30, 2023
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Grantee Instructions for Closing AmeriCorps Grants

Closeouts are a requirement for all grants awarded by AmeriCorps. Closeout is

the process by which grantees completes all necessary financial, program, and

administrative actions required under the grant. The provisions in the Uniform 

Administrative Requirements, Cost Principles, and Audit Requirements for Federal 

Awards, also known as 2 CFR Part 200 that govern the closeout of federal grant 

awards.

AmeriCorps prime direct grantees must complete all closeout activities noted in 

the applicable program-specific terms and conditions within the stated closeout 

timeline. This includes submitting all required closeout reports and ensuring 

financial reconciliation of the award. AmeriCorps will not issue new funds to 

grantees that have past due closeout actions.

AmeriCorps Grantees must submit the following documents as noted:

1. Final Federal Financial Report (FFR) (if applicable). The FFR must be submitted 

through eGrants and is cumulative for the entire project period. The report must 

also reflect the percentage of matching funds required per the terms of the

grant. The final FFR may not include any unliquidated obligations. The report 

must be marked as final. This amount must reconcile to the amount drawn in 

the U.S. Department of Health and Human Services’ Payment Management 

System (PMS).

2. PMS Actions. All grantees must return unexpended funds drawn from PMS, 

following PMS Guidance. The drawn amount must equal the amount reported 

as expended on the FFR in eGrants.

3. Equipment Inventory (if applicable). This form catalogues items of 

equipment with a current fair market value of $5,000 or more and 

purchased with federal grant funds or provides a statement that there are 

no such items. You may email this form to your Portfolio Manager after the

Authorized Representative signs it. Alternately, the Authorized 

Representative may directly email the Portfolio Manager a declaration of 

items purchased with federal grant funds having a current per unit fair 

market value of $5,000 or more or state that there are none.

4. Inventory of Unused or Residual Supplies (if applicable). This form 

catalogues items purchased with federal grant funds that, in aggregate, 

exceed $5,000 or provides a statement that such supplies (if any) do not 

exceed $5,000. You may email this form to your Portfolio Manager after the 

Authorized Representative signs it. Alternately, the Authorized 

Representative may directly email the Portfolio Manager a declaration of 

Unused or Residual Supplies purchased with federal grant funds that, in 

aggregate, exceed $5,000, state that there are none, or confirm that the 

total is below $5,000.
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5. Subgrantee Certification (if applicable). This form is used by AmeriCorps

Direct Grantees to certify the closeout of their applicable subgrantees. If

applicable, you may email this form to your Portfolio Manager after the 

Authorized Representative signs it. Alternately, the Authorized 

Representative may directly email the Portfolio Manager a declaration that 

all applicable subawards are administratively closed.

6. Fixed Award Certification (if applicable). This form is used by AmeriCorps 

Direct Fixed Award Grantees to certify that all funds drawn do not 

exceed the amount earned based on the number of members enrolled 

(EAP grants) and/or hours served by the members (non-EAP grants). If

applicable, you may email this form to your Portfolio Manager after the 

Authorized Representative signs it. Alternately, the Authorized 

Representative may directly email the Portfolio Manager a declaration 

of the amount of funds drawn.

Please note: Fixed award grantees are not required to submit any

closeout documents except the Subgrantee certification, if applicable, 

and the Fixed Award Certification.

If your agency secured a copyright or patent on any material or device paid

for with funds awarded under this grant, please provide AmeriCorps with a written 

confirmation describing the specific nature of the copyright or patent

obtained.

As a grantee of AmeriCorps, you must make sure that the total federal

expenditures recorded on the Final FFR or Fixed Award Certification are 

accurate and equal to the amount drawn from PMS. These amounts must 

reconcile to the penny. Without the reconciliation of these amounts, AmeriCorps

cannot close out this grant. Failure to submit the documentation requested or 

failure to perform timely reconciliation may adversely affect future funding.

After AmeriCorps receives the required documents and reconciled financial 

amounts. AmeriCorps will advise you in writing that the award is closed. Please 

note that the closeout of a grant does not affect: (1) the requirement to retain 

records pursuant to the grant conditions; (2) the requirements and rights for audit 

pursuant to the grant conditions; (3) the right of AmeriCorps to disallow costs and

recover funds on the basis of a single or other audit or other review; and (4) the 

obligation of the grantee to return any funds due to AmeriCorps as a result of later

refunds, corrections, cost disallowance or other actions.