Glossary
Fund Accounting

Fund Closeout

By: Alec Hollingsworth
Updated:  
June 16, 2025

DEFINITION:

Fund closeout is the process of finalizing a fund's finances after its purpose is fulfilled, ensuring all transactions are complete and compliant.
Fund closeout is the process of finalizing and closing a specific fund within a nonprofit's accounting system once its designated purpose or grant requirements have been fulfilled. This involves ensuring all revenues and expenses have been accurately recorded, reconciling fund balances, making any necessary adjustments, and transferring any remaining balances according to organizational policies or grantor stipulations. Proper fund closeout helps maintain financial transparency, supports compliance with donor or grantor requirements, and ensures that the organization's overall financial statements remain accurate and up to date. It is a critical step in the fund accounting cycle, ensuring each fund's activity is properly concluded and documented.

Key Takeaways

  • Ensures all fund transactions are properly recorded
  • Supports compliance with donor or grant requirements
  • Keeps financial statements accurate
  • Transfers any remaining balances as needed

Why It Matters

Ensures compliance, transparency, and accurate reporting for restricted or special-purpose funds.

Real World Example

A nonprofit receives a $50,000 grant to run a summer youth camp. The organization sets up a separate fund to track the grant's income and all related expenses. After the camp concludes, all invoices are paid, and the grant report is submitted. The finance team reviews the fund, reconciles transactions, and confirms no outstanding obligations remain. They then close out the fund in their accounting system, transferring any small remaining balance according to the grantor's instructions. This process ensures the nonprofit meets reporting requirements and provides a clear audit trail for the grant.

How Aplos Helps

In Aplos, users can easily manage multiple funds and initiate the closeout process using built-in tools. The software allows you to track fund balances, reconcile activity, and generate reports that simplify closing out grants or designated funds, ensuring compliance and clear financial records.
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Frequently Asked Questions

What is a fund closeout?

A fund closeout is the process of finalizing and closing a specific fund once all its obligations are met, ensuring accurate and compliant records.

Why is fund closeout important in nonprofit accounting?

It ensures compliance with donor or grant requirements, maintains transparency, and keeps financial statements accurate.

How does Aplos help with fund closeout?

Aplos provides tools to track, reconcile, and report on fund activity, making the closeout process efficient and compliant.

What happens to remaining balances during fund closeout?

Any remaining balances are transferred according to grantor or organizational policies, ensuring proper allocation of resources.

When should a fund be closed out?

A fund should be closed once all transactions are complete, and reporting or compliance requirements are fulfilled.