Grantee Guidance on FRA Closeout Procedures

I. Overview		

Closeout is the process by which the Federal Railroad Administration (FRA) formally ends a grant

agreement and is required by 2 CFR 200.344.  The closeout process determines that all applicable

administrative actions and work required under the award have been completed. The process typically

takes place at the end of a grant’s period of performance (PoP) but may occur sooner if a project is

completed ahead of schedule.   

Grantees must take required actions and submit required closeout documents no later than 120 days

after the grant’s PoP end date (closeout deadline), but should submit documentation as soon as the

project is complete.   

  

This guidance includes:   

 Grantee closeout requirements and required documentation   

 Implications for grantee non‐compliance  

II. Grantee Closeout Requirements			

Grantees should notify their FRA grant managers when a grant is ready for closeout when all project

work and deliverables are complete, and no later than 90 days prior to the grant’s PoP end date.

Grantees may receive reminder or follow up emails leading up to and throughout the closeout process.

If a grantee determines that they will not be able to complete the project by the PoP end date or submit

their final reports by the closeout deadline, they must contact their grant manager for guidance on

extending the grant agreement no later than 90 days before the PoP end date and in accordance with

their Approved Project Schedule.  

  

Grantees must have encumbered all costs and completed all work prior to the PoP end date. During the

120‐day liquidation period immediately following the PoP end date, the grantee may request payments

for expenditures incurred during the PoP and seek reimbursement from FRA. Grantees may not incur

new costs after the PoP end date.  Grantees should complete their final reimbursement request in

Delphi prior to submitting their final quarterly financial report (SF‐425) in Grant Solutions.  

  

The table below outlines the required actions grantees must take and the documentation they must

submit for grant manager approval by the closeout deadline. Also, the grantee must retain all of their

award‐related records, documents and invoices for a minimum of three (3) years following the closeout

of the award.
Table 1 – Grantee Closeout Requirements

Closeout Actions Pre‐requisite Delivery Method

Pre‐Closeout Activities

Resolve outstanding FRA monitoring corrective actions

(if applicable)

 N/A As needed

Resolve outstanding single, state, or OIG audit findings

(if applicable)

 N/A As needed

Submit and receive FRA approval on any outstanding

deliverables

 N/A   As needed  

Required Closeout Documentation

Submit final Quarterly Progress Report (FRA F 34)  N/A GrantSolutions

Submit final Reimbursement Request (SF‐270)  Liquidate all obligations

incurred during the PoP

no later than 120 days

after the PoP end date

Delphi invoicing

Module

Submit final Federal Financial Report (SF‐425)  Submit and receive

approval of final

reimbursement request

(SF‐270)

GrantSoIutions

Submit Final Performance Report (FRA F 33)  Submit and receive

approval of final SF‐270

and final SF‐425.

 Validate project

completion in

accordance with the

grant's Statement of

Work

Email

Submit an accounting of all real and personal property

acquired with Federal funds or received from the

Federal government, including a request for disposition

instructions if the property is no longer needed for the

purposes under the grant

 N/A Letter or Email

When applicable, refund any balances owed to FRA

(i.e., cash on hand because of unobligated advanced

funds, reimbursements required by audit or

monitoring findings, etc.)

 Submit and receive

approval of final SF‐270

and final SF‐425

 As soon as possible, but

no later than 3 business

days from the date the

balance owed is

identified

Check or Wire

Transfer*

* If the amount is $10,000 or more, the funds should be wired to FRA via FedWire.

  
III.							Implications for Grantee Non‐Compliance

In the event a grantee does not comply with closeout requirements or timelines, FRA reserves the right

to take actions including, but not limited to:   

 Withholding funds on other FRA awards until the grantee meets all requirements  

 Closing the award administratively, which may negatively affect future funding decisions