Health Center Planning Grants: An Overview of Final Reporting Requirements & Grants Close Out Avni Shridharani, MHS Senior Advisor Bureau of Primary Health Care Health Resources and Services Administration Travis J. Wright Grants Management Specialist Division of Grants Management Operations Health Resources and Services Administration

2 Health Center Planning Grants: Overview Competitive funding opportunity for public and private nonprofit organizations seeking Federal assistance to plan for the development of a comprehensive primary health care center under the Health Center Program. 2

3 Reporting Requirement  Per the Notice of Award (NOA), Planning grantees must submit a final progress report via the Electronic Handbooks (EHB) 90 days after the end of the project period. For FY11 HCPGs whose approved project periods ended on August 31, 2012, this deadline is on or before 11:59 PM ET, November 30, ed or faxed reports will not be accepted. 3

4 Reporting Requirements  The final progress report will be no more than 10 pages in length and must cover the entire project period.  Planning grantees are strongly encouraged to use the final narrative report template provided. Grantees are expected to enter their progress in the yellow-highlighted sections of the template. 4

5 Reporting Requirements  Per the NOA, the final narrative report must document the planning grantee’s: 1.successes in achieving the goals and objectives; 2.difficulties/challenges encountered in carrying out the project and how they were resolved; 3."lessons learned" during the past performance year; 4.final assessment of your organization’s ability to establish a section 330 compliant health center. 5

6 Electronic Handbooks Instructions  lanning/ lanning/ Navigating to Your Report Completing Your Report Submitting Your Report Viewing the Original Application 6

7 Close Out Definition Closeout is a process that takes place following the expiration or termination of the project period for a discretionary grant or cooperative agreement. The purpose of closeout is to ensure that final reports are received and evaluated, allowable costs are determined, and amounts due to either the Federal Agency or to the recipient are determined and payment arrangements made. 7

8 Closeout Responsibilities The grant closeout is a critical piece in the life cycle of a grant. Preparation for closeout should begin three months prior to the end date of the grant in order to accurately forecast expenses and any adjusting entries that need to be made. 8

9 Recipient Closeout Responsibilities  Within 90 Days Of Expiration of Grant Document: Reconcile financial expenditures Liquidate all obligations incurred Submit Final Financial Report to HRSA Submit Quarterly Federal Financial Report to Payment Management System Submit Final performance/progress report or other reports required by the terms and conditions of award to HRSA 9

10 Recipient Closeout Responsibilities  Account for any real and personal property acquired with federal funds  Return any funds due as a result of refunds, corrections, or audits  Final audit  Retain records for three (3) years 10

11 HRSA Closeout Responsibilities  Issue closeout communications to recipient  Provide closeout guidance and advice  Receive and evaluate all required final reports  Ensure reconciliation of financial reports  Make prompt payments to recipient for allowable reimbursable costs 11

12 Federal Financial Report  Final Federal Financial Report (FFR) must not include unliquidated obligations  Final FFR must account for all funds awarded within the grant document  Final FFR must reconcile with disbursement reporting to PMS 12

13 Non Federal Audits  Organization maintains accounting and internal control systems appropriate to the size and complexity of the organization.  An organization that expends over $500,000 of federal funds (all federal funds including HRSA funds) within a recipients’ fiscal year must have an Office of Management and Budget (OMB) Circular A-133 audit performed.  Annual independent financial audit must be performed in accordance with federal audit requirements, including submission of a corrective action plan addressing all findings, questioned costs, reportable conditions, and material weaknesses cited in the Audit Report. 13

14 Notice of Closeout Action  Recipient will receive a revised Notice of Award (NoA) specifying document is closed  Unobligated balance of funds will be de- obligated on closeout NoA  NoA will specify record retention instructions 14

15 Resources  Program-related questions: Contact the Project Officer (PO) listed on your most recent Notice of Award  Grants-related questions: Contact the Grants Management Specialist introduced to you by your PO 15

16 Resources  System-related issues and questions: Contact the BPHC Helpline  Toll Free: (877)   EHBs URL:

17 Contact Information Avni Shridharani, MHS Senior Advisor Travis J. Wright Grants Management Specialist