SW 2013 Closing Out Your CNCS Grant

7/28/2019 SW 2013 Closing Out Your CNCS Grant

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Closing Out

Your CNCS Grants

12013 Southwestern National Service TrainingConferenceJuly 24 25, 2013


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You need to know . . .The information in this session is based onCNCS and Federal laws, rules, andregulations; CNCS grant terms and

provisions; and generally acceptedaccounting and financial principles and

practices.

Some state commissions, national grantees, orparent organizations may imposeadditional requirements.


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Session Objectives Understand the closeout process

Learn about closeout requirements

Understand the roles & responsibilitiesduring the closeout process


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Record retention

Grantreconciliation

DiscussionTopics

Close out process& documents

Refund &de-obligation

Notification & audit

Topics of Discussion



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Overview of the Close Out ProcessGrantee Responsibility:

Complete grant close out within 90 days of the endof the project period

Seek a no-cost extension from the OGM or FFMCfor activities that will extend beyond the projectperiod end dates

As a subgrantee, you must go through yourCommission, Parent, or other primary organization

Senior Corps no-cost extensions are rarity

Must request 90 days prior to end of 3 year grant end


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Grantee Responsibilities

Complete the following steps:

Pay outstanding obligations

Closeout sub-grants

Submit close out documents as necessary

Enter final Federal Financial Report (FFR) in eGrants

Return unobligated funds

Ensure all final amounts are equal FFR in eGrants

FFR in Payment Management System (PMS)

Drawdown in PMS


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CNCS RoleCNCS 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


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Gathering Required Documentation

Final FFR

In eGrants

In PMS Equipment inventory form, as necessary

Residual supplies form, as necessary

Subgrantee certification, as necessaryAvailable in PDF format at:

http://www.nationalservice.gov/forms/06_1204_ac_lsa_closeout.pdf


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Preparing Final FFR (SF-425)

FFR: Final & Cumulative

Covers entire project period

Usually 3 years Accounts for total funds awarded

Verifies that FFR figures are supported byaccounting system and documentation

Ensure amount you have drawn from PMSequals amount disbursed and expended


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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


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Subgrantee Certification Required for grantees with subgrants

Procedures for subgrant closeout are the

same as for grantees closeout Grantee submits one certification to

CNCS that covers all subgrant

Establish written procedures forsubgrantees to follow with closing outgrants


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Reconciling the Grant Reconcile all expenditures and draw downs, so

that funds expended are equal to fundsdisbursed and advanced

If these reports do not reflect the sameexpenditure amounts the Corporation cannotclose your grant until you make adjustments


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FinalDrawdown

FFR


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Handling Match Deficiency Federal Share of Award is reduced by

proportion of match that is below therequired level

Refund amount = difference betweenoriginal and reduced award when matchdeficiency exists

If necessary, submit written request forwaiver, including reasons for failure tomeet match


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Refunding Unobligated Funds Review all obligations at closeout to ensure that 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

2013 Southwestern National Service TrainingConference

July 24 25, 2013

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Refunding Unobligated Funds(contd) 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 the

Office of Grants Management or Field FinancialManagement Center with close out documents

OGM or FFMC will initiate a refund request withcorrespondence that explains reason for collection


July 24 25, 2013

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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


July 24 25, 2013

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Notification of Closeout Grantee receives written notice from

CNCS when a grant is officially closed

Notification is sent when a grantee hasmet all programmatic and fiscalrequirements


July 24 25, 2013

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Subsequent Audit CNCS retains right to conduct a

subsequent audit or other review of a

grantclose out does not change thisright

Notice of audit may extend the three yearrecord retention requirement


July 24 25, 2013

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Retaining Records

Retain all records for three years fromsubmission of the final FFR

Requirement is included in the CNCSRegulations

Electronic recordkeeping is acceptable


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July 24 25, 2013

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Taking it Home!

1. Ensure your grant records reconcile toyour accounting system

2. Complete all applicable closeout forms3. Retain and store all grant records for the

required amount of time


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July 24 25, 2013

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Questions?Open

Wrap Up

Evaluation


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July 24 25 2013

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For More Information Contact your State Commission

Contact your CNCS Grants Officer E-mail or call your Grants Officer

Visit the Resource Center Online tools and training www.nationalserviceresources.org/financial-and-grants-management

SW 2013 Closing Out Your CNCS Grant

Documents

Transcript of SW 2013 Closing Out Your CNCS Grant