Grant management services for local governments: what's involved

Winning a federal grant is the start of the paperwork, not the end. Once the award is made, your government has to report on the money and the results, keep its SAM.gov registration current and close the award out on time. This page sets out what the federal rules in 2 CFR ask for, so you can decide whether your staff handle it or you bring in help.

Financial reports (SF-425)

Under 2 CFR 200.328, federal agencies collect financial reports using OMB-approved data elements, which at the moment means the Federal Financial Report (SF-425).

• Financial reports are collected at least once a year and not more often than quarterly, unless the agency has added a specific condition to the award.
• Annual reports are due within 90 calendar days after the reporting period. Quarterly or semiannual reports are due within 30 calendar days.
• The final financial report is due within 120 calendar days after the period of performance ends.

Performance reports

Under 2 CFR 200.329, you have to monitor the work the award pays for and report on it as the award requires. The deadlines match the financial reports: 90 days for annual reports, 30 days for quarterly or semiannual ones, and 120 days for the final report. Performance reports should compare what was achieved with the award's objectives and explain any goals that weren't met or any cost overruns.

If something significant happens between reports, such as a delay that affects your milestones, you have to tell the agency or pass-through entity, along with your plan to fix it.

SAM.gov registration

Under 2 CFR 25.200, an applicant has to be registered in SAM.gov before applying, and has to keep the registration active while it has an active federal award or an application under consideration. The information has to be reviewed and updated every year from the date of the last registration or update.

Closeout

Under 2 CFR 200.344:

• All financial, performance and other reports required by the award are due within 120 calendar days after the period of performance ends. If you received the money as a subrecipient, through a state agency for example, the deadline to the pass-through entity is 90 days, unless an earlier date is agreed.
• All financial obligations have to be paid off within the same 120 days.
• If the final reports aren't submitted, the federal agency must report the failure in SAM.gov.

The single audit threshold

Under 2 CFR 200.501, a government that spends $1,000,000 or more in federal awards in its fiscal year must have a single audit (or, in some cases, a program-specific audit) for that year. Below that, it is exempt from the federal audit requirement, but its records must still be available for review.

Who does the work

Some governments keep this in-house with finance and grants staff. Others hire a consultant for post-award reporting, or add it to the help they already have with applications. Whoever does it, the deadlines above apply unless the agency or pass-through entity agrees an extension.

Get a free list of open grants

Your Evenings runs a done-for-you grant desk for local governments. Each month we find the grants your government is eligible for, draft the applications for your staff to review and submit, and keep track of the deadlines. It's a flat $2,500 a month, with no success fee. Everything is done by email and shared documents, so there are no calls to schedule.

We also offer an optional add-on for $1,000 a month. Post-award reporting: SF-425 and performance reports, drawdown packages, SAM.gov renewals and closeout files, all prepared for your sign-off.

Funders decide which applications are awarded, so we can't promise that any application will be funded.

Email us for a free list of open grants · See the grant desk

Sources

All read on 30 October 2026, from the Electronic Code of Federal Regulations (current version):

• 2 CFR 200.328, Financial reporting
• 2 CFR 200.329, Monitoring and reporting program performance
• 2 CFR 200.344, Closeout
• 2 CFR 200.501, Audit requirements
• 2 CFR 25.200, Requirements for notice of funding opportunities, regulations, and application instructions (SAM.gov registration)

This page summarizes the federal rules above. It isn't legal or accounting advice. Check the terms and conditions of each award, which can set different reporting dates.

Written with AI assistance by Your Evenings. Last updated October 30, 2026.