1 CLOSEOUT Mary Echols Mary Echols May 19, 2009 May 19, 2009

2 Topics Importance of Closeout Importance of Closeout Requirements for Closeout Requirements for Closeout Disposition of Equipment Disposition of Equipment Record Retention Record Retention Formal Closeout Formal Closeout

3 Importance of Closeout Systematic method of ensuring all technical work & administrative requirements have been met. Systematic method of ensuring all technical work & administrative requirements have been met. Ensures that any remaining unexpended funds are deobligated. Ensures that any remaining unexpended funds are deobligated.

4 Reminder Letter 90 days prior to project expiration date 90 days prior to project expiration date Reminder to recipient of the closeout requirements Reminder to recipient of the closeout requirements Notify Award Official in writing 10 days prior to expiration date if more time is required Notify Award Official in writing 10 days prior to expiration date if more time is required

5 Requirements for Closeout Submit all deliverables as required in assistance agreement. Final Technical Report or Annual Summary Report Final Technical Report or Annual Summary Report –(Section 105 recipient submits the Annual Summary Report) Final Financial Status Report (FSR) Final Financial Status Report (FSR) –EPA Form 269A short form –EPA Form 269 long form, to be used if you have program income Minority Business Enterprise/Women Business Enterprise (MBE/WBE) Minority Business Enterprise/Women Business Enterprise (MBE/WBE) –In transition, sometimes referred to as Disadvantaged Business Enterprise –EPA Form A Lobbying and Litigation Certificate Lobbying and Litigation Certificate –EPA Form –Check the Administrative Terms and Conditions – being phased out

6 Final Technical Report Send electronically to Technical and Administrative Project Officer Send electronically to Technical and Administrative Project Officer –Section 105  may attach in the APA Database  Annual Summary Report  Describe commitments not met Due 90 days after the budget/project period ends Due 90 days after the budget/project period ends

7 Final Technical Report Con’t 40 CFR the recipient agrees to include in the performance report information on each of the following areas: 40 CFR the recipient agrees to include in the performance report information on each of the following areas: –Comparison of actual accomplishments with anticipated outputs/outcomes specified in the assistance agreement work plan –Reasons for slippage if established objectives were not met –An analysis of why any anticipated outputs/outcomes were not met –Other pertinent info, including when appropriate, analysis and explanation of cost overruns or high unit costs

8 Final Financial Status Report Within 90 days after the expiration of the budget/project period end date Within 90 days after the expiration of the budget/project period end date Submit to Las Vegas Finance Center (LVFC) Submit to Las Vegas Finance Center (LVFC) Request extension and justification if more time is required Request extension and justification if more time is required LVFC will make adjustments, as necessary LVFC will make adjustments, as necessary

9 MBE/WBE Reporting Final reports must be submitted within 90 days after the budget/project period ends Final reports must be submitted within 90 days after the budget/project period ends Grant can not be officially closed without all MBE/WBE reports Grant can not be officially closed without all MBE/WBE reports Submit even if report is negative Submit even if report is negative EPA Form A, available at EPA Form A, available at

10 Disposition of Equipment 40 CFR Part CFR Part Recipient retains the equipment for continued use on the project or other federally funded projects Recipient retains the equipment for continued use on the project or other federally funded projects Recipient returns the equipment to EPA or transfer to another agency (not common; case by case basis) Recipient returns the equipment to EPA or transfer to another agency (not common; case by case basis)

11 Record Retention 40 CFR Part CFR Part Record retention requirements begin with the date the recipient submits the final FSR Record retention requirements begin with the date the recipient submits the final FSR Recipients must retain records for three years after the date the final FSR is submitted Recipients must retain records for three years after the date the final FSR is submitted

12 Record Retension Con’t If an audit is underway prior to closeout, all issues must be resolved prior to closeout. If an audit is underway prior to closeout, all issues must be resolved prior to closeout. Audit can take place after the assistance agreement has been closed. Audit can take place after the assistance agreement has been closed.

13 Formal Closeout All parties satisfied with final product All parties satisfied with final product All eligible costs have been accepted All eligible costs have been accepted All repayments have been received All repayments have been received All terms and conditions have been met All terms and conditions have been met If an audit underway prior to closeout all issues must be resolved prior to closeout If an audit underway prior to closeout all issues must be resolved prior to closeout

14 Formal Closeout Con’t Grants Management Office will prepare closeout letter to the recipient after all administrative and programmatic requirements have been met informing them that the assistance agreement has been closed.

15 Recap Importance of Closeout Importance of Closeout Requirements for Closeout Requirements for Closeout Disposition of Equipment Disposition of Equipment Record Retention Record Retention Formal Closeout Formal Closeout

16 General Discussion