1. Round Robin: Closing Out Your CNCS Grants
Grant Closeout
2014 Project Director Training & Annual Meeting
2012 Financial and Grants Management Institute

2. 2014 Project Director Training & Annual Meeting
Session Objectives
Learn what is required to closeout an AmeriCorps grant
2014 Project Director Training & Annual Meeting

3. Round Robin: Closing Out Your CNCS Grants
Topics of Discussion
Record retention
Refund &
de-obligation
Discussion
Topics
Grant
reconciliation
Closeout process
& documents
___________________________________________________________________________
Notification & audit
2014 Project Director Training & Annual Meeting
2012 Financial and Grants Management Institute

4. Overview of the Closeout Process
Round Robin: Closing Out Your CNCS Grants
Overview of the Closeout Process
Grantee 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
___________________________________________________________________________
2014 Project Director Training & Annual Meeting
2012 Financial and Grants Management Institute

5. Grantee Responsibilities
Complete 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

6. Round Robin: Closing Out Your CNCS Grants
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
2012 Financial and Grants Management Institute

7. 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:
s%20for%20Closing%20CNCS%20Grants_0.pdf
2014 Project Director Training & Annual Meeting

8. 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
2014 Project Director Training & Annual Meeting

9. 2014 Project Director Training & Annual Meeting

10. 2014 Project Director Training & Annual Meeting

11. 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

12. 2014 Project Director Training & Annual Meeting

13. 2014 Project Director Training & Annual Meeting
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
Final
Drawdown
FFR
Reconcile
2014 Project Director Training & Annual Meeting

14. 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
2014 Project Director Training & Annual Meeting

15. 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:
HHS
Division of Payment Management
PO Box 6021
Rockville, MD 20852
2014 Project Director Training & Annual Meeting

16. 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

17. 2014 Project Director Training & Annual Meeting
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
2014 Project Director Training & Annual Meeting

18. 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
2014 Project Director Training & Annual Meeting

19. 2014 Project Director Training & Annual Meeting
Retaining Records
Retain all records for 3 years from submission of the final FFR
Requirement is included in the CNCS Regulations
2014 Project Director Training & Annual Meeting

20. 2014 Project Director Training & Annual Meeting
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
2014 Project Director Training & Annual Meeting

21. 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
2014 Project Director Training & Annual Meeting
2014 Project Director Training & Annual Meeting

22. 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
New York State Commission - Program closeout documents
are due 60 days after the close of the grant
2014 Project Director Training & Annual Meeting

23. New York State Commission: Final Grant Closeout
New York State Commission must:
Pay outstanding obligations
Close subgrants
Ensure FFR and Federal Cash Transactions Report [PSC-272] are equal
Enter final FFR in eGrants
Submit closeout documents to CNCS
Return unobligated funds
New York State Commission cannot fix problems or return funds after funds
have been returned to the Federal Government
2014 Project Director Training & Annual Meeting
2014 Project Director Training & Annual Meeting

24. 2014 Project Director Training & Annual Meeting
Questions?
2014 Project Director Training & Annual Meeting