Tribal Grant Closeouts in Region 10

Submit through Automated Standard Application for Payments (ASAP).

Contact ASAP or the EPA Finance Center ([email protected]) 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

Progress Reporting
Review prior progress reports to ensure they are complete, then submit any remaining reports and deliverables to 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.

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)

Disadvantaged Business Enterprise (also known as MBE/WBE) Form

A "Minority Business Enterprise/Women Business Enterprise Utilization Under Federal Grants, Cooperative Agreements and Interagency Agreements Report" is required if the combined total of funds budgeted over the four-year grant period exceeded $250,000 for procuring supplies, equipment, construction or services through GAP.  The vast majority of GAP grantees do not need to submit this form.  If the grantee meets the threshold, the report is due annually and within 120 days of the end of the project period. EPA cannot close the grant until all reports are on file.

EPA Form 5700-52A (fillable) (pdf) (477.53 KB)