Session Objectives Learn what is required to closeout an
AmeriCorps grant
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3
Record retention
Grantreconciliation
DiscussionTopics
Closeout process & documents
Refund &de-obligation
Notification & audit
Topics of Discussion
2014 Project Director Training & Annual Meeting
Overview of the Closeout ProcessGrantee 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
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Grantee ResponsibilitiesComplete 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
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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
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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:http://
www.nationalservice.gov/sites/default/files/documents/Instructions%20for%20Closing%20CNCS%20Grants_0.pdf
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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 grantee’s closeout Grantee submits one certification to
CNCS that covers all subgrant Establish written procedures for
subgrantees to follow with closing out grants
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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
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FinalDrawdown FFR
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
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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:
HHSDivision of Payment ManagementPO Box 6021Rockville, MD 20852
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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
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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
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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 has
met all programmatic and fiscal requirements
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Retaining Records
Retain all records for 3 years from submission of the final FFR
Requirement is included in the CNCS Regulations
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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
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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
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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
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New York State Commission - Program closeout documents are due 60 days after the close of the grant
New York State Commission:Final Grant CloseoutNew York State Commission must:
1. Pay outstanding obligations
2. Close subgrants
3. Ensure FFR and Federal Cash Transactions Report [PSC-272] are equal
4. Enter final FFR in eGrants
5. Submit closeout documents to CNCS
6. Return unobligated funds
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New York State Commission cannot fix problems or return funds after funds have been returned to the Federal Government