Final Close-out

The primary responsibility to fiscally close-out a AFA project lies with the TxDOT district. The district maintains cost data throughout the project and should determine the actual shared cost at the conclusion of the work on the project. The
LGPM Guide
provides more information regarding the procedures for final close-out of the project. The district should prepare a statement of cost detailing the necessary information that would allow the TxDOT Finance Division (FIN) to refund money or notify FIN that additional funds must be being collected. FIN will submit
FHWA Form PR-20
to the Federal Highway Administration (FHWA).
Federal Requirements
  1. 2 CFR §200.211(b)(5)
    – Requires a period of performance start and end dates to be established in the federal award documents. All requests for reimbursable costs must be submitted no later than 90 days after the project completion end date.
  2. 2 CFR §200.344(a)
    – Requires the LG to submit, no later than 90 days after the end date of the period of performance, all financial, performance and other reports as required by the terms and conditions of the federal award.
  3. 2 CFR §200.344(g)
    – Requires the federal awarding agency or pass-through entity to complete all closeout actions no later than one year from the receipt and acceptance of all required final reports.