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  4. WIOA Title I-A & I-B
  5. Policy & Procedure Manual
  6. 3.5 Grant Closeout

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3.5 Grant Closeout

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3.5.1 Grant Closeout1

Effective date: February 18, 2026

Background

Recipients and subrecipients of DOL grant awards are responsible for developing a closeout process that will be used to close out their sub-awards and contract agreements. In accordance with the requirements of Uniform Guidance Section 200.344, this policy addresses the steps DWD-DET will take in order to close out a grant agreement. The WIOA closeout period refers to the 60-day period after a grant agreement has reached its term end date or its funding has been fully utilized.

The purpose of the financial reconciliation/closeout is to ensure allowable reportable costs and payments are equal.

In accordance with DWD policy and federal requirements, the recipient must take the following actions:

  1. Timely and Accurate Data. The recipient must submit accurate and timely data to DWD-DET according to the following deadlines:
    • All DWD-DET grant recipients must submit a closeout report, in the form of a final (FSR), to DWD-DET within 60 calendar days after the period of performance end date.
    • Recipients may request an early closeout by notifying DWD-DET at the time the grant funds are fully expended and preparing a closeout report at that time.
  2. Closure of Grant Accounts. If a final FSR is not accepted or needs modification, DWD-DET will notify the recipient. Upon submittal of the final FSR, the recipient should close the accounts for the affected grant. No further entries to the accounts will be allowed without prior written approval by DWD-DET.
  3. Liquidation. The recipient must liquidate all financial obligations incurred under a federal grant no later than 60 calendar days after the conclusion of the period of performance (or an earlier date as agreed upon with DWD-DET).2
  4. Refund. The recipient must promptly refund any obligated funds that DWD-DET paid and that are not authorized to be retained. See OMB Circular A-129 and 2 CFR 200.344(e).3
  5. Acquired Property. The recipient must account for any property acquired with federal grant money in accordance with 2 CFR 200.310 through 2 CFR 200.316 and 2 CFR 200.330.4

Closeout Procedures

To closeout a grant effectively and to avoid cost overruns and deficits, DWD-DET has established the following procedures:

  1. A final expenditure report must be submitted in COMET within 60 calendar days of the grant end date (final report date).
  2. Unless authorized by DWD-DET, subrecipients must liquidate all accruals incurred under DWD-DET's award(s) no later than 60 calendar days following the expiration of the grant term.
  3. A final invoice must be submitted to DWD-DET for any cash requests within 60 calendar days of the grant end date.
  4. Program income earned shall be fully expended or remitted to DWD-DET.
  5. DWD-DET will review each grant during the closeout period or once funding has been fully utilized and determine:
    1. Total expenditures reported in COMET
    2. Percentage of Administrative funds spent in relation to Program funds where applicable
    3. Reporting and performance of memo line activities
    4. Total cash requested in STAR
    5. Purchase Order balances
    6. Any un-obligated funds
  6. DWD-DET Contract Manager will initiate closeout procedures with all subrecipients by sending a closeout packet for review.
  7. Subrecipients must terminate all activities and reconcile all financial activity related to the grant/award prior to closing the grant with DWD-DET.
  8. Boards must review the closeout packet and reconcile with their records:
    1. If reconciliation ties out, the subrecipient must sign the grant closeout worksheet within ten (10) calendar days of receiving the closeout packet.
    2. If a discrepancy is noted, the subrecipient must respond to DWD-DET within 10 calendar days providing details and supporting documentation regarding the discrepancy.
  9. All refunds due to DWD-DET must be received by DWD-DET within fifteen (15) calendar days from when the refund is identified before the closeout can be completed.

Closeout Packet

The closeout packet will include:

  1. Grant Closeout Worksheet
  2. COMET Expenditure Report (FSR Report)
  3. STAR Payment Confirmation Report
  4. STAR Purchase Order Balance Report

Post Closeout

The closeout of an award does not affect the following:

  1. The right of DWD-DET to disallow costs and recover funds on the basis of a later audit or other review.
  2. The obligation of the grant recipient to return any funds due as a result of later refunds, corrections, or other transactions.
  3. Record retention requirements.

DWD-DET will not be liable for any costs the subrecipient failed to pay before the closeout date. Additionally, DWD-DET will not be liable for any late claims received by subrecipients. DWD-DET will not have funds available for those claims.

The subrecipient shall ensure that all program/grant liabilities are paid before the closeout date. No unpaid bill can be paid with the federal funds after closeout. Any such bills will have to be paid by the subrecipient from other non-federal funds.

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