Grant Closeout and the Federal Financial Report Grants Technical Assistance Workshop October 12-13, 2010 Kelly Long and Jamie King Department of Health and Human Services Health Resources and Services Administration Office of Federal Assistance Management Division of Grants Management Operations

Agenda Overview and References Closeout Responsibilities Final Progress Reports Financial Reconciliation Notice of Closeout Action Questions

Closeout Closeout is a process that takes place following the expiration or termination of the project period for a discretionary grant or cooperative agreement. The purpose of closeout is to ensure that final reports are received and evaluated, allowable costs are determined, and amounts due to either the Federal Agency or to the recipient are determined and payment arrangements made.

References Code of Federal Regulations (CFR) Title 45 CFR Part – Title 45 CFR Part – 92.53

Closeout Responsibilities The grant closeout is a critical piece in the life cycle of a grant. Preparation for closeout should begin three months prior to the end date of the grant in order to accurately forecast expenses and any adjusting entries that need to be made.

Recipient Closeout Responsibilities Within 90 Days Of Expiration of Grant Document: Reconcile financial expenditures Liquidate all obligations incurred Submit Final Financial Report to HRSA Submit Quarterly Federal Financial Report to Payment Management System Submit Final performance/progress report or other reports required by the terms and conditions of award to HRSA

Recipient Closeout Responsibilities Account for any real and personal property acquired with federal funds Return any funds due as a result of refunds, corrections, or audits Final audit Retain records for three (3) years

HRSA Closeout Responsibilities Issue closeout communications to recipient Provide closeout guidance and advice Receive and evaluate all required final reports Ensure reconciliation of financial reports Make prompt payments to recipient for allowable reimbursable costs

Final Progress Reports Requirement from program guidance or reporting requirement on Notice of Award (NoA) HRSA responsible for ensuring the report meets agency requirements Describes the results of grant-supported activity Due date within 90 days of document end date

Financial Reconciliation Final Federal Financial Report (FFR) must not include unliquidated obligations Final FFR must account for all funds awarded within the grant document Final FFR must reconcile with disbursement reporting to PMS

Notice of Closeout Action Recipient will receive a revised Notice of Award (NoA) specifying document is closed Unobligated balance of funds will be de-obligated on closeout NoA NoA will specify record retention instructions

Questions???

GRANTS MANAGEMENT CONTACT HRSA, Division of Grants Management Operations Kelly Long (301) Jamie King (301)