Karen Epps, ED Program Officer June 22, Technical Assistance Workshop

Grant Closeout Process 2016 Technical Assistance Workshop

Required Documentation Phases Notification Samples Notification Samples Program Officers Questions 2016 Technical Assistance Workshop

 Pre-expiration Letter(s)  Closeout Letters 2016 Technical Assistance Workshop

A recent review of the grant award with the U.S. Department of Education (ED) identified the PR/Award number above, shows that the project period end date is quickly approaching. This letter serves as a reminder that the final report(s) required under this grant award as specified on Attachment B of the Grant Award Notification (GAN) are due within 90 days after the project end date. In preparation for the end of the grant award, please ensure all remaining funds from your ED grant account are drawn as are necessary to pay off outstanding obligations for expenses incurred in the grant project. Funds may continue to be drawn down for liquidating obligations during the 90-day period immediately following the performance period end date for the grant award. However, no new obligations should be incurred during the 90-day liquidation period. Please note that as of today, our database indicates a current balance of $___________. Please feel free to contact me at (202) ___-____ or via at ____________________ should you have questions or need additional information Technical Assistance Workshop

Phases of closeout process  Liquidation - 90 days  Suspension – Six months  Manual Closeout – Six months  Closed - Complete

Grants are closed when:  The project period has ended  Submission of required reports  Zero funds available 2016 Technical Assistance Workshop

Compliance √ Non-Compliance ╳ ▶ Required documentation ▶ Missing documentation ▶ Satisfactory documentation ▶ Unsatisfactory documentation ▶ G5 acceptance of financial ▶ Failure to meet grants status terms ▶ Fulfillment of grant terms ▶ Unresponsiveness 2016 Technical Assistance Workshop

 Final Financial Report  Accounting of Property  Final Performance Report  Confirmation of Unspent Funds 2016 Technical Assistance Workshop Required documentation

Grantee: State: PR/Award Number: Program: Budget Period: DUNS: Date: Dear ___________________: Sincerely, Program Officer HBCU/Title III, Part B Program cc: President 2016 Technical Assistance Workshop

This letter is to inform you that the U.S. Department of Education (ED) has completed a final review of the grant or cooperative agreement identified by the PR/Award number above and determined that all of the terms and conditions of the grant were met. This grant is found to be in compliance with the Education Department General Administrative Regulations (EDGAR) §§74.71 and as applicable. Therefore, ED is officially closing this grant. Please be aware that, even after ED closes out a grant award, grantees are required by regulation to maintain records related to a grant project for a period of time after the award ends. The time period differs for different types of records. Further information on retention and access requirements for records can be found in EDGAR at § and § In addition, ED grant projects are also subject to post-grant Federal audit and various after-the-grant requirements, found in EDGAR at §§ and §§ Technical Assistance Workshop

The project period for the Historically Black Colleges and Universities (HBCUs) Title III, Part B grant award identified by PR Award Number above, with the U.S. Department of Education has ended. We are required under the Education Department Grants Administrative Regulations (EDGAR) Sections 74.71and to officially close out the grant at this time. Closing the grant means that funds are no longer available for any purpose. A recent review of this grant revealed that there are Federal funds that remain unspent. Federal funds that remain unspent and are no longer required for this project’s successful completion will be deobligated and returned to the U.S. Department of Treasury in accordance with 34 CFR §608.41(d). Please review your records to determine if there are any unpaid obligations and check the appropriate statement below. Please respond to me by at: _________________________ within five business days from the date of this letter. If any additional information is needed, please contact me by . We appreciate your attention to this very important matter. Authorizing Official: _____I am aware that funds are available; however, all obligations have been paid. OR; _____I am aware that funds remain available and are needed to pay unliquidated obligations. I am including a narrative explaining why obligations have not been paid and copies of bills and invoices to support the request. Print Name/Title:_______________________________________________________________________ Signature___________________________________________Date:____________________________ 2016 Technical Assistance Workshop 2016 Technical Assistance Workshop S

This letter is to inform you that the U.S. Department of Education (ED) has closed the grant or cooperative agreement identified by the PR/Award number above in noncompliance for one of the following reason: _____1. Failure to submit the required final report(s). _____2. The report submitted was determined to be of unacceptable quality. _____3. There was a material failure to comply with the requirements of this grant. If either of reason 2 or 3 is checked, an explanation for this determination is attached. In accordance with the Education Department General Administrative Regulations (EDGAR) at 34 CRF §75.217(d)(3), we will consider your noncompliance in determining your eligibility for future funding under any ED program. Please be aware that even after ED closes out a grant award in noncompliance, grantees are required by regulation to maintain records related to a grant project for a period of time after the award ends. The time period differs for different types of records. Further information on retention and access requirements for records can be found in EDGAR at §74.3 and § In addition, ED grant project are also subject to post- grant Federal audit and various after-the-grant requirements, which are found in EDGAR at §§ and §§ If you have questions, please telephone me directly at (202) XXX-XXXX Technical Assistance Workshop

The PR/Award number shown above identifies a U.S. Department of Education (ED) grant to your organization that has expired in the past few years. I am writing to remind you that final reports for ED grants were due within 90 days after the project period for the grant ended. However, a recent review of our records for the grant shows that we do not have one or more required reports about the project from your organization. Final reports are essential to ED in assessing grantee performance, verifying the proper use of Federal funds, determining the grant terms and conditions were met, and evaluating the effectiveness of our grant programs. In order to close out your grant in a manner consistent with its regulations and administrative policy, we ask that you send the item(s) checked below: ____ The final performance report (using the form specified by this program), with a discussion of activities, goals achieved, and performance measures information (as applicable); the report may include any information from interim budget periods not sent previously. ____ The Federal Financial Report (FFR), Standard Form 425 (SF 425). The government-wide standard form used to report grant financial data. Please send the required materials within the next ____ days, directly to my attention at: (Program Officer Address or Fax Number Please be aware that failure to submit the required report will result in ED closing your grant in noncompliance. In accordance with the Education Department General Administrative Regulations (EDGAR) §75.217(d)(3), ED will consider you noncompliance in determining your eligibility for future funding under any ED program. If you have questions, please telephone me directly at (Program Officer’s phone number) Technical Assistance Workshop

Grant award records must be retained for three years

2016 Technical Assistance Workshop

Darryl DavisSouth Carolina and Texas Karen EppsFlorida and Georgia Shanesia HadleyMissouri, Oklahoma and Pennsylvania Tara LawrenceTennessee Wendy LawrenceArkansas, Maryland, North Carolina and Ohio Bernadette Miles Delaware, District of Columbia, Kentucky, Mississippi and Virginia Winston Skerrett Alabama, Louisiana, Virgin Islands & West Virginia Darryl DavisSouth Carolina and Texas Karen EppsFlorida and Georgia Shanesia HadleyMissouri, Oklahoma and Pennsylvania Tara LawrenceTennessee Wendy LawrenceArkansas, Maryland, North Carolina and Ohio Bernadette Miles Delaware, District of Columbia, Kentucky, Mississippi and Virginia Winston Skerrett Alabama, Louisiana, Virgin Islands & West Virginia 2016 Technical Assistance Workshop

Darryl Davis(202) Karen Epps (202) Shanesia Hadley(202) Tara Lawrence(202) Wendy Lawrence (202) Bernadette Miles (202) Winston Skerrett(202) Director Donald Watson (202) Darryl Davis(202) Karen Epps (202) Shanesia Hadley(202) Tara Lawrence(202) Wendy Lawrence (202) Bernadette Miles (202) Winston Skerrett(202) Director Donald Watson (202) 2016 Technical Assistance Workshop

IMPORTANT DISCLAIMER This presentation has been prepared by Karen Epps, Program Officer with the U.S. Department of Education. The information contained in this presentation is believed to be accurate and represents the most current information on the subject. However, the preparer reserves the right to amend or replace the content of this presentation at her discretion. The information as outlined is the property of Program Officer Epps and should not to be changed or altered in any way without her expressed, written permission.