Tribal Grant Closeouts in Region 10

EPA determines that all projects funded by a grant or cooperative agreement are completed and administrative requirements are met through the grant closeout. See below for a description of the reports that Region 10 tribal grant recipients need to submit and best practices to complete the process.

Reports required for closeout must be submitted no later than 120 days after the project period end date. Plan ahead to ensure that all materials are submitted on time.

For additional information, visit EPA’s Frequent Questions about Closeouts page, review the Administrative Terms and Conditions of the tribe's grant agreement, and review Module 6 of EPA's Grants Management Training for Applicants and Recipients.

Item	How to Submit
Final Payment Request In the final drawdown, ensure that the tribe or consortium has accounted for all expenditures over all 4* years of the grant.	Submit through Automated Standard Application for Payments (ASAP). Contact ASAP or the EPA Finance Center (rtpfc-grants@epa.gov) with questions.
SF-425 Federal Financial Report This report must cover all 4* years of the grant. If the tribe or consortium has an Indirect Cost Rate Agreement and billed indirect costs to the grant, fully outline the indirect cost rate percentage, dates applicable, and amount of indirect costs charged to the grant in Line 11 of the SF 425 for each rate and period for which indirect cost were incurred. Include all approved rates and years as an attachment to the SF 425. Please check that EPA has the final approved rate on file. SF-425 Form SF-425 Instructions	Email the EPA Finance Center and copy the EPA Tribal Coordinator.
Progress Reporting Review prior progress reports to ensure they are complete, then submit any remaining reports and deliverables to the EPA Tribal Coordinator	Email the EPA Tribal Coordinator.
Final Performance Report The final performance report is a written narrative of the tribe or consortium’s activities under the grant. While it is a grant requirement, it is also a written record of the accomplishments that may be a useful tool for the tribe or consortium when reporting to the community, in case of internal tribal staff changes, and when applying for grants. There is no required format for the narrative but the content must include a performance evaluation that describes the following: A discussion of accomplishments. A discussion of the effectiveness of the work performed. A discussion of remaining problem areas, that is, what other priorities still need to be addressed. Any suggestions for improvement. The grantee may wish to address the following questions in the report. The answers will help EPA better understand the community and may help the tribe or consortium identify future goals. Is the tribe or community better off now than when the grant started? Were the activities outlined in the original workplan carried out as planned? If not, why not, and/or what was accomplished? Were there external obstacles beyond your control that prevented completion of commitments? Have any of those obstacles been overcome? Does the tribe or consortium believe it has received sufficient technical assistance and guidance from EPA? Describe what the tribe or consortium would like to accomplish after completion of the grant. The report may be a Word document, a PowerPoint, or another format. The grantee's Tribal Coordinator may have an example or a template to share.	Email the EPA Tribal Coordinator.
Final Inventory Report This report is required if: Equipment was purchased under the agreement that originally cost $5,000 and has a useful life of more than 1 year. Unused supplies were purchased under the agreement totaling $5,000 or more. Real property was purchased under the agreement. Federal property was used under the agreement. The Final Inventory Report should include: A description of the equipment. The item’s current value, condition, and location. The item’s original purchase price. A description of how the item will continue to be used under future assistance agreements or otherwise be disposed of. Optional Final GAP Inventory Report Form (docx) (12.87 KB)	Email the EPA Tribal Coordinator.

*If the project period was extended to 5 years, the grantee should report on activities during all 5 years of the grant.

Tribal Grant Closeouts in Region 10

Region 10 Tribal Programs