Nonprofit Grant Closeout and Final Reporting
Proper grant closeout protects the organization from audit findings, preserves funder relationships, and ensures program accomplishments are documented. This checklist guides the complete closeout process from final financial reconciliation through record retention.
- Industry: Nonprofit
- Frequency: Per grant expiration
- Estimated Time: 4-6 hours
- Role: Grants Manager
- Total Items: 27
Financial Closeout
Complete financial closeout.
- All allowable grant expenditures incurred within grant period?
- Final expenditure reconciliation completed against grant budget?
- Unspent grant funds identified and return process initiated?
- Final reimbursement request or invoice submitted?
- Indirect costs finalized at approved rate?
Programmatic Final Reporting
Prepare final programmatic report.
- All outcome and performance data compiled for grant period?
- Final programmatic report narrative drafted?
- All performance targets compared to actual achievements documented?
- Explanations for any unmet targets included in narrative?
- Lessons learned documented for future programming?
Federal Reporting Requirements
Complete federal reporting if applicable.
- Federal Financial Report (SF-425) prepared for federal grants?
- Final performance report submitted per federal agency requirements?
- Required matching funds or cost share fully documented?
- All prior approval items resolved and documented?
Equipment and Property
Address equipment disposition.
- Final inventory of grant-funded equipment completed?
- Disposition instructions obtained from federal agency for equipment over $5,000 FMV?
- Real property purchased with grant funds disposition addressed?
- Equipment records retained per 3-year minimum requirement?
Record Retention
Archive grant records for required retention period.
- Record retention period (3 years from final expenditure report per 2 CFR 200.333) applied?
- All grant financial records, contracts, reports, and correspondence archived?
- Electronic records backed up and access-controlled?
- Records accessible for audit for the required retention period?
Funder Relationship Management
Manage funder relationship through closeout.
- Thank-you communication sent to program officer?
- Grant impact highlighted in final communication to funder?
- Renewal or follow-on funding discussion initiated if appropriate?
- Funder relationship notes updated in development database?
- Lessons from this grant informing future application strategy documented?
Related Nonprofit Checklists
- Nonprofit Grant Pipeline and Prospect Research Management
- Nonprofit Grant Reporting Calendar and Deadline Management
- Nonprofit Federal Grant Subrecipient Monitoring
- Nonprofit Grant Application Readiness Review
- Nonprofit Tax-Exempt Status Protection Annual Review
- Nonprofit Youth Program Safety and Child Protection Audit
- Nonprofit Youth Program Field Trip Safety and Compliance
- Nonprofit After-School Program Daily Operations
Related Grant Management Checklists
- Nonprofit Grant Application Readiness Review - FREE Download
- Nonprofit Grant Compliance Monitoring and Reporting - FREE Download
- Nonprofit Grant Pipeline and Prospect Research Management - FREE Download
- Nonprofit Grant Reporting Calendar and Deadline Management - FREE Download
- Nonprofit Federal Grant Subrecipient Monitoring - FREE Download
Why Use This Nonprofit Grant Closeout and Final Reporting?
This nonprofit grant closeout and final reporting helps nonprofit teams maintain compliance and operational excellence. Designed for grants manager professionals, this checklist covers 27 critical inspection points across 6 sections. Recommended frequency: per grant expiration.
Frequently Asked Questions
What does the Nonprofit Grant Closeout and Final Reporting cover?
This checklist covers 27 inspection items across 6 sections: Financial Closeout, Programmatic Final Reporting, Federal Reporting Requirements, Equipment and Property, Record Retention, Funder Relationship Management. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed per grant expiration. Each completion takes approximately 4-6 hours.
Who should use this Nonprofit Grant Closeout and Final Reporting?
This checklist is designed for Grants Manager professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.