5 Coordinate & Communicate Work with SubgranteesReview reports submitted by subgranteesDo they agree with the records over the 3 years?Take care of advances or over-paymentsDoes everything agree to the dollar?Review reports submitted by Sub-grantees● Work with Sub-grantees to reconcile differences● Sub-grantees may think this covers only the current yearCommunicate with prime grantee accounting staffReconcile subgrantee FFRs to prime grantee accounting dataDo the amounts agree with HHS draws?Review / prepare prime grantee final FFR for submission
6 Double-check grant number, start & end dates, authorized amounts! Finalize it all!!!Coordinate due dates between the subgrantees, prime grantee, and CNCSSubmit prime grantee reports to CNCSEquipment Inventory Form (or certification statement)Unused or Residual Supplies (or certification statement)Subgrant Closeout certification form (or certification statement)Final Prime Grantee FFRDue date is 90-days after the grant cycle endsDouble-check grant number, start & end dates, authorized amounts!
7 Deadline: 90 Days after award end Grantee ResponsibilitiesKey Steps to successful closeout:Close subgrantsReview outlays: costs reasonable, allowable, accurate; adequate matchSubmit final FFR* & certificationsReconcile FFR* to PSC-272 (HHS-PMS) report* FFR not required for Education Award grants_____________________________________________________________________________________________________________________________________________________Deadline: 90 Days after award end7
8 Complete correcting journal entries to resolve problems Review Grant OutlaysCumulative over the entire award periodMatch adequate & documentedCosts reasonable, allowable, accurate per OMB CircularsPayments to subgrantees equal total subgrant spending per their final FFRsComplete correcting journal entries to resolve problems
9 Submit Final FFR via eGrants Check before submission:Project period start & end datesAuthorized federal funding levelMatch percentagesFinal FFR checkbox marked___________________________________________________________________________Is report Complete, Correct & Reliable?9
10 HHS Connection: “272” Report HHS Payment Management System (PMS) is the “bank” for CNCS grant funds. Grantees submit quarterly report PMS-272 showing expenditures-to-date, by grant award.At closeout, cash balance must be $0Reported expenditures on 272 must equal FFRTotal draws per HHS-PMS must equal FFR outlaysCNCS monitors 272 reports online to ensure zero cash balance. Unspent funds are deobligated.___________________________________________________________________________10
11 Closeout Reconciliation CNCSHHSGranteeAward Amount- FFR OutlaysAward SurplusAward Amount- Net DrawsAvailableNet Draws- FFR Outlays$ 0.00HHS NET DRAWS = FFR OUTLAYSAWARD SURPLUS = HHS AVAILABLE = CNCS DEOBLIGATION
12 Submit Certification Statements Three statements requiredSubgrant closeout completeResidual equipment – over $5,000 current value per itemResidual or unused supplies – over $5,000 total value
13 Paper forms available from CNCS website Certification FormsPaper forms available from CNCS website_lsa_closeout.pdfor fax completed forms or certification statements to your assigned CNCS grants officer
14 No-Cost ExtensionsFile written request 30 days before end of grant award period; provide explanationAdds time only – no additional funds are approvedIntent is programmatic, not fiscal___________________________________________________________________________Repeated extension requests affect “risk rating” at CNCS Potential affect on future funding!14
15 Closeout Confirmation Confirm Award CloseoutCNCS issues written notice to grantee when award is officially closed:All programmatic requirements metRequired reports & certifications receivedFederal outlays = Federal drawsUnused grant funds deobligated___________________________________________________________________________15
16 Retain Records for Audit Three years from submissiondate of final FFR**Or closeout documents for Education Award ProgramRetention period extended if audit is pending, in progress, or unresolved findings___________________________________________________________________________Your state retention guidelines may be longer Check before you toss!16
17 When in doubt . . . contact your Grants Officer! Other Notes & RemindersSome prime grantees use a fiscal agentDoes NOT diminish grantee fiduciary responsibilitiesAgency Director and authorized representatives bear responsibilityDOES require additional coordination: who signs closeout documents, ongoing communication___________________________________________________________________________When in doubt contact your Grants Officer!17
18 Cash Balance Reconciliation Once you determine the correct amount of outlays through reconciliation of your accounting records, your Grants Officer can help you determine the course:Do I need to draw funds?If SF-272 reported outlays are higher than the amount of funds drawn, you will need to either revise the 272 (possibly the final FFR), or draw down the outstanding funds.___________________________________________________________________________ Cash Balance Reconciliation___________________________________________________________________________18
19 Cash Balance Reconciliation Do I need to write a check, or do a Reverse Draw?If the amount of funds drawn exceeds the outlays reported on the 272 and final FFR, you may need to revise the two reports, or write a check to the Dept. of HHS to reconcile the award. Include the grant number with the check.A Reverse Draw may be used when HHS has credited the funds drawn from one CNCS account to another. The funds must be deducted from the incorrect account and credited to the correct one or “Reversed.”
20 Cash Balance Reconciliation Do I need to do a revised final FFR, or draw funds and submit a revised 272?If the final FFR lists FEDERAL outlays greater than both the amount reported on the 272 and funds drawn……..….Consult your accounting reconciliation for exact outlays. That will tell you which reports or actions need to be taken.
21 CNCS Closeout Notices 30 DAYS PRIOR Expiration Advance Notice No-Cost Extension TicklerReconciliation ReminderExpiration NotificationCloseout InstructionsNon-Compliance NoticeAWARD ENDReconciliation Reminder1 DAY AFTERThese letters will all be addressed to whomever is reflected as the Authorized Rep in eGrants. If the Authorized Rep is not the person who should be getting these notices, that person will need to either update eGrants, or forward the notices to the appropriate staff.___________________________________________________________________________91 DAYS AFTER21
22 Learn & Serve grantees must still submit a final progress report! Final Progress Report Eliminated (Except Learn & Serve)Program officers now will review progress reports via eGrants to determine programmatic success.______________________________________________________________________________________________________________ New! Final Progress Report Eliminated (Except Learn & Serve) ________________________________________Learn & Serve grantees must still submit a final progress report!
23 E-mail Certification To: My Favorite Grants Officer From: Your Favorite Executive DirectorSubject: Closeout Certification for Grant 07ABCST001MFGO,This certifies that the Closemefast Commission has no residual Supplies or Equipment purchased with grant funds, with a value of $5000 or more. We also certify that all sub-awards have been closed successfully.Thank you,YFED___________________________________________________________________________
24 Final Questions & Comments I close U close We Close!???Questions?Final Questions & CommentsOther Best Practices?