As we approach the end of Grant Year 4, you and your fellow grantees are in the thick of a bustling season, balancing day-to-day service delivery, managing reporting requirements, tackling staffing challenges, and exploring strategies for sustainability. While it may seem like a distant milestone, the grant close-out in March 2027 is just around the corner. This upcoming grant year presents a golden opportunity to start preparing early, turning what could be a frantic last-minute scramble into a thoughtful and organized process.

Looking ahead, the close-out at the end of Grant Year 5 might feel like just another checkbox to tick off, but it’s much more than that. It’s a chance to fully embrace and articulate the incredible impact of your BH2I investment. Consider how this initiative has transformed your program, what essential elements have become ingrained in your operations, and the valuable lessons you’ve learned along the way. This is your moment to reflect on your journey and share the story of your impactful work. Embrace it!

Using Close-Out to Tell the Full Story

Final reports and deliverables are not just about compliance; they also capture the heart of your BH2I experience. This is an opportune time for you to illustrate how integrated behavioral health services have been developed, adapted, and embedded in your agencies. As you document your progress, some things to think about are:

  • How your integrated workflows have progressed over time, i.e., how warm handoffs, screenings, referral paths, and team communication shaped practice over time.
  • Which activities required the most effort from you and your team, and which brought the most value in return?
  • How factors such as community, culture, staffing dynamics, or infrastructure influence your approach to IC.
  • It’s essential to capture both your successes and challenges, as this creates a more genuine and helpful record for leadership, future funders, or new staff who might step into BH2I-related roles in the future.

Key Areas to Focus on During Close-Out

Program Activities & Infrastructure

When I think about what you’ve built with BH2I funding, it’s important to detail everything, staffing processes, policies & procedures, clinical workflows, internal and external partnerships, and technological advancements. Even if some activities are no longer funded, their impact on current practices is still worth documenting.

Sustainability Conversations

Close-out is a perfect time to determine which aspects of BH2I are most realistic to maintain. This could include certain staff positions, screening practices, care coordination processes, or data collection efforts. It may be helpful to categorize these into “must-keep,” “nice-to-keep,” and “not sustainable without funding” items.

Data and Evaluation Lessons

If there is one thing we have continuously emphasized, it’s the need to capture and utilize the data you have collected. Recognizing data limitations is just as crucial as showcasing data outcomes. By pairing quantitative data with real stories, be it patient experiences, provider feedback, or system-level improvements, you can more clearly convey the impact of your work.

Staff Transitions and Recognition

The success of BH2I has often relied on your team’s adaptability, creativity, and commitment beyond their initial (primary) roles. Close-out is a meaningful time to acknowledge those contributions, clarify how roles may shift, and communicate openly about what’s coming next. Even small gestures of recognition can do wonders for morale during uncertain times.

Looking Beyond the Grant

Many programs may find during close-out that BH2I has changed how care is delivered, regardless of continued funding. Integrated practices such as cross-departmental collaborations and community-responsive approaches often persist long after the grant concludes. For others, close-out serves as a prompt to have broader conversations about replication, expansion, or preparing for future funding opportunities. Thoughtful documentation and reflection can significantly smooth your transition.

What Close-Out Preparation Looks Like in Practice

Preparing for the close-out (March 2027) is most manageable when it begins before the grant end date. Rather than viewing close-out as a single task at the end of the funding period, many programs find it helpful to follow a general timeline that breaks requirements into manageable steps. A suggested close-out timeline is included in this issue to help you plan ahead, coordinate with program and grants management staff, and avoid last-minute challenges. Starting early allows your teams to review award requirements, compile evaluation data, and ensure financial reports are accurate and aligned.

Suggested Closeout Timeline

Timeframe
(estimated dates, check with IHS and PMS)		Action Item
60 Days Before End
(Jan. 29, 2027)		Review award terms and begin compiling final data
30 Days Before End
(Feb. 28, 2027)		Communicate with the IHS program officer to confirm expectations
End Date
(March 31, 2027)		Stop all grant-related spending
+30 Days
(April 30, 2027)		Draft and review final reports
+90 Days
(June 29, 2027)		Submit all final reports and financials to IHS and PMS

Helpful Resources

  • IHS Division of Grants Management – Closeout Information
  • Payment Management System (PMS)
  • Federal Financial Report (SF-425) Instructions (Grants.gov)

Needing Support?

For technical assistance or questions:

  • Programmatic Questions: Contact your IHS BH2I Program Officials
  • Financial or Reporting Questions: Reach out to your IHS Grants Management Specialist or visit https://www.ihs.gov/dgm/

Ultimately, BH2I grant close-out isn’t just about tying up loose ends. Following a clear timeline can help teams stay organized, reduce last-minute pressure, and ensure that key accomplishments and lessons learned are thoroughly captured. With intentional reflection and documentation, your upcoming close-out in March 2027 can serve as a bridge to what your program has in store next.

References

Closeout Requirements | Grants training tools. (n.d.). Division of Grants Management. https://www.ihs.gov/dgm/training1/closeout-requirements/

Grant closeout. (n.d.). SAMHSA. https://www.samhsa.gov/grants/grants-management/grant-closeout