Grant Closing February 4, 2015

Grant funds ending vs. program ending Usually happens at the end of the grant cycle On rare occasions can happen before the end of the grant cycle Closing Out

Program Sustainability

Procedures/Guidelines EDGAR 34 CFR, Part 74 & Part 80 Records Retention Equipment and Supplies Other Closing Out

Records Retention

Retain 5 years after grant ends Retention starts upon submission of Final Expenditure Report Made available for auditing and monitoring purposes Records Retention

Records include programmatic and contractors agreements Fiscal records including records that justify expenditures Records Retention

Inventory Process

Equipment Tangible Non-expandable Useful life of more than one year Acquisition cost of $5,000 or more

Equipment Retains shape and appearance Does not lose identity

Equipment Disposition If program continues to operate, equipment can be kept

Equipment Disposition If program closes: Offer to other program/project currently or previously supported by federal funds Transfer of equip cannot interfere with use by original program

Equipment Disposition Disposition requests may include retention or sale at auction

Sample Equipment Inventory and Disposition Record Serial/ID Number Item Description Item Location

Sample Equipment Inventory and Disposition Record Purchase Price Purchase Date Percentage of Federal Funds used for Purchase

Sample Equipment Inventory and Disposition Record Current Per Unit Fair Market Value Condition Disposition Status

Sample Equipment Inventory and Disposition Record Auctioned Transferred

Supplies Consumed in use Lose appearance with use Expandable Inexpensive Loses identity

Supplies Disposition

Budget Revision Requests Must be submitted and approved by ODE via CCIP All Budget Revisions must have a status of Authorized Rep Approved prior to June 30 Future expenses only (Must obligate by June 30 & liquidate by Sept 30)

Child Nutrition Programs

Licensing

ODE Licensing Contacts Marlene Fields Diana Saunders

Ohio Department of Job and Family Services Help Desk

Transportation Providers Contact your transportation providers to stop transportation

Reports

Final Expenditure Report Desk audit

Reports Year 5, mandatory record review only of years 4 and 5 Profile and Performance Information Collection System

Later Disallowances and Adjustments

Evaluation Thinking and Design Drivers

Miscellaneous Items

Whom to Notify Staff Community Partners Parents/Families/Legal Guardians and Student Participants

Whom to Notify Governing Authority/Board(s) Sponsors (for community schools) Other Stakeholders

Referrals Advise parents/families/legal guardians of other program options, especially those nearby Advise other programs of possible new participants

Possible Agencies to Contact Unemployment Insurance Workers Compensation Employment Benefits

Possible Agencies to Contact Federal, State & Local Taxes (W-2 forms) COBRA Medical Benefits

Resources

Review the Grant Closing document provided today as a resource guide. Submit Grant Close-out Fiscal Review documents to ODE Grant Closing Guidelines

Important Dates Feb. 4 th – Mandatory Training June 30 – End of Fiscal Year Sept. 30 – Reporting Deadline Oct. 2 – Fiscal Review Deadline

education.ohio.gov

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