sw 2013 closing out your cncs grant
TRANSCRIPT
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
1/22
Closing Out
Your CNCS Grants
12013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
2/22
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.
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
2
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
3/22
Session Objectives Understand the closeout process
Learn about closeout requirements
Understand the roles & responsibilitiesduring the closeout process
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
3
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
4/22
4
Record retention
Grantreconciliation
DiscussionTopics
Close out process& documents
Refund &de-obligation
Notification & audit
Topics of Discussion
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
5/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
5
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
6/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
6
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
7/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
7
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
8/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
8
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
9/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
9
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
10/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
10
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
11/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
11
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
12/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
12
FinalDrawdown
FFR
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
13/22
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
2013 Southwestern National Service TrainingConferenceJuly 24 25, 2013
13
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
14/22
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
14
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
15/22
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
2013 Southwestern National Service TrainingConference
July 24 25, 2013
15
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
16/22
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
2013 Southwestern National Service TrainingConference
July 24 25, 2013
16
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
17/22
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
2013 Southwestern National Service TrainingConference
July 24 25, 2013
17
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
18/22
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
2013 Southwestern National Service TrainingConference
July 24 25, 2013
18
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
19/22
Retaining Records
Retain all records for three years fromsubmission of the final FFR
Requirement is included in the CNCSRegulations
Electronic recordkeeping is acceptable
2013 Southwestern National Service TrainingConference
July 24 25, 2013
19
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
20/22
2013 Southwestern National Service TrainingConference
July 24 25, 2013
20
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
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
21/22
2013 Southwestern National Service TrainingConference
July 24 25, 2013
21
Questions?Open
Wrap Up
Evaluation
-
7/28/2019 SW 2013 Closing Out Your CNCS Grant
22/22
2013 Southwestern National Service TrainingConference
July 24 25 2013
22
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