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CHAPTER 7-240

CLOSING A TECHNICAL STUDIES PROGRAM 

APPLIED SCIENCE COOPERATIVE AGREEMENT

7-240-00 What does this chapter do?

7-240-10 Where do these requirements come from?

7-240-20 When do we close out an applied science cooperative agreement?

7-240-30 When is your closeout package due?

7-240-40 How can you send your closeout package to us?

7-240-50 What information must you provide to close your cooperative agreement?

7-240-60 How will we review your reports and close your cooperative agreement? 

7-240-00 What does this chapter do?

This chapter explains to you, a recipient of an applied science cooperative agreement under our 

Technical Studies program, how to prepare and process your final reports. It also explains how 

we, the Office of Surface Mining Reclamation and Enforcement (OSMRE), will close your 

cooperative agreement. 

7-240-10 Where do these requirements come from?

The requirements for closeout procedures come from the Uniform Administrative Requirements, 

Cost Principles, and Audit Requirements for Federal Awards, at 2 CFR Part 200, subpart D. 

7-240-20 When do we close out an applied science cooperative agreement?

A. The closeout process begins at the end of the performance period of your cooperative 

agreement. We will normally close your agreement within 180 calendar days after the 

end of the performance period.

B. We may close your cooperative agreement without audit. However, we reserve the right 

to take additional administrative action resulting from the findings of a subsequent audit.

C. We will not close your cooperative agreement until you have paid all allowable costs and 

we have deobligated any excess funding.

D. We will not close your agreement if it is in litigation or under appeal.

E. If we terminate your agreement for any reason, we will not close it until all termination 

actions have been completed.

7-240-30 When is your closeout package due?

A. Your closeout package is due to us 90 days after the end of the performance period of 

your cooperative agreement. 
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B. However, you may send us a written request with justification for an extension of the due 

date. If we approve your request, we may require you to submit interim performance and 

financial reports.

7-240-40 How can you send your closeout package to us?

You may send us your closeout package by e-mail or by regular mail. 

7-240-50 What information must you provide to close your cooperative agreement?

Your closeout package must include the following information. 

A. Final Federal Financial Report, on the SF 425 form, as described in Chapter 7-230.

B. Final narrative performance report, on the optional OSMRE 51 form or plain paper, as 

described in Chapter 7-230. 

C. You must include all project deliverables. Project deliverables are unique to each award. 

They may include a final technical report, information for a fact sheet, electronic 

presentations, workshop presentations, peer-reviewed papers, and technical conference 

presentations. We may provide formats which you must follow for your deliverable 

reports.

D. Report of Government Property, if you acquired or held any property under this 

cooperative agreement. Use the Tangible Personal Property Report (SF-428) that allows 

for any inventory format acceptable to our awarding office. If we provide any Federally 

owned property to you under this cooperative agreement, list it in your inventory 

separately from grant-purchased property.

E. List any in-kind services and materials you received that directly contributed to the 

completion of your project. Include the value of in-kind materials and services in this list 

and in the total expenditures on your financial report.

7-240-60 How will we review your reports and close your cooperative agreement? 

A. We will ensure that you have submitted complete and acceptable deliverables and 

reports. We will work with you to obtain missing or revised documents.

B. We will verify that we have added all changes into your cooperative agreement by 

appropriate revisions or amendments.

C. We will resolve with you any disputes, suspensions, withholding of funds, and violations 

of agreement clauses and assurances.
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D. We will include a written evaluation of your performance under the cooperative 

agreement in our official file for this agreement.

E. We will approve the disposition of any property you may have purchased with 

cooperative agreement funds.

F. If you have any Federally owned property, we will reconcile it with our records.

G. We will deobligate any excess funds from your cooperative agreement.

H. We may use a closeout checklist to document our review and closeout actions. 

I. We will notify you in writing that your cooperative agreement is closed and remind you of 

our records retention and access requirements. See Chapter 2-260 for more information on 

record retention.