Grant Closeout

2014 Project Director Training & Annual Meeting 1

Session Objectives Learn what is required to closeout an

AmeriCorps grant

2014 Project Director Training & Annual Meeting 2

3

Record retention

Grantreconciliation

DiscussionTopics

Closeout process & documents

Refund &de-obligation

Notification & audit

Topics of Discussion

2014 Project Director Training & Annual Meeting

Overview of the Closeout ProcessGrantee Responsibility: Complete grant closeout within 90 days of the end of

the project period Seek a no-cost extension from the CNCS for

activities that will extend beyond the project period end dates As a subgrantee, you must go through your

Commission, Parent, or other primary organization

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Grantee ResponsibilitiesComplete the following steps: Pay outstanding obligations Closeout subgrants Submit closeout documents as necessary Enter final Federal Financial Report (FFR) in eGrants Return unobligated funds Ensure all final amounts are equal

2014 Project Director Training & Annual Meeting 5

CNCS Role

CNCS takes the following steps: Verifies completion of program & financial

requirements by grantee De-obligates unobligated funds Accounts for equipment & supplies as

necessary Reviews final amounts for reconciliation

2014 Project Director Training & Annual Meeting 6

Gathering Required Documentation Final FFR

In eGrants In PMS Commission

Equipment inventory form, as necessary Residual supplies form, as necessary Subgrantee certification, as necessary

Available in PDF format at:http://

www.nationalservice.gov/sites/default/files/documents/Instructions%20for%20Closing%20CNCS%20Grants_0.pdf

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Equipment & Supply Inventory Forms Required for individual equipment with

current market value of $5,000 or more, purchased with CNCS funds

If “Not Applicable” – no need to submit

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2014 Project Director Training & Annual Meeting 9

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Subgrantee Certification Required for grantees with subgrants Procedures for subgrant closeout are the

same as for grantee’s closeout Grantee submits one certification to

CNCS that covers all subgrant Establish written procedures for

subgrantees to follow with closing out grants

2014 Project Director Training & Annual Meeting 11

2014 Project Director Training & Annual Meeting 12

Reconciling the Grant Reconcile all expenditures and reimbursements

so that funds expended are equal to funds disbursed and advanced

If these reports do not reflect the same amounts, CNCS cannot close your grant until you make adjustments

2014 Project Director Training & Annual Meeting 13

FinalDrawdown FFR

Handling Match Deficiency Federal Share of Award is reduced by

proportion of match that is below the required level

Refund Amount = Difference between original and reduced award when match deficiency exists

If necessary, submit written request for waiver, including reasons for failure to meet match

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Refunding Unobligated Funds Review all obligations at closeout to ensure funds

have been drawn to cover the obligations Return unobligated grant funds at end of project

period Accompany refund check with a letter stating that the

money reflects a refund Send refund checks directly to:

HHSDivision of Payment ManagementPO Box 6021Rockville, MD 20852

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Refunding Unobligated Funds Include the following information in the refund letter

PMS account and subaccount numbers CNCS grant number to be credited Amount of interest included (if any)

Send a copy of the refund letter & check to CNCS with closeout documents OGM or FFMC will initiate a refund request with

correspondence that explains reason for collection

2014 Project Director Training & Annual Meeting 16

De-obligating Funds CNCS will de-obligate any authorized grant

funds not drawn down at the end of the project period

De-obligation reduces the amount of authorized funds to equal the amounts disbursed and drawn down

Grantees do not have access to de-obligated funds

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Notification of Closeout Grantee receives written notice from

CNCS when a grant is officially closed Notification is sent when a grantee has

met all programmatic and fiscal requirements

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Retaining Records

Retain all records for 3 years from submission of the final FFR

Requirement is included in the CNCS Regulations

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Subsequent Audit Commission & CNCS retain the right to

conduct a subsequent audit or other review of a grant—closeout does not change this right

Notice of audit may extend the 3 year record retention requirement Commission will let you know if audit is

pending

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New York State Commission:Annual Program Closeout New York State Commission conducts a

program closeout at the end of each program year: Required to submit documentation relating to

Financial Report Program Progress Report

Must submit 1 time a year, the last one is the Final for that program year

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New York State Commission:Final Grant Closeout

At the end of the 3 year Grant Period, subgrantees must submit

Final Project Report Final Federal Financial Report Equipment Inventory Form Residual Supplies Form Certification of subgrant closeout

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New York State Commission - Program closeout documents are due 60 days after the close of the grant

New York State Commission:Final Grant CloseoutNew York State Commission must:

1. Pay outstanding obligations

2. Close subgrants

3. Ensure FFR and Federal Cash Transactions Report [PSC-272] are equal

4. Enter final FFR in eGrants

5. Submit closeout documents to CNCS

6. Return unobligated funds

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New York State Commission cannot fix problems or return funds after funds have been returned to the Federal Government

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Questions?