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Published byGabriella Price Modified over 9 years ago
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Grant Closing February 4, 2015
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Grant funds ending vs. program ending Usually happens at the end of the grant cycle On rare occasions can happen before the end of the grant cycle Closing Out
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Program Sustainability
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Procedures/Guidelines EDGAR 34 CFR, Part 74 & Part 80 Records Retention Equipment and Supplies Other Closing Out
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Records Retention
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Retain 5 years after grant ends Retention starts upon submission of Final Expenditure Report Made available for auditing and monitoring purposes Records Retention
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Records include programmatic and contractors agreements Fiscal records including records that justify expenditures Records Retention
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Inventory Process
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Equipment Tangible Non-expandable Useful life of more than one year Acquisition cost of $5,000 or more
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Equipment Retains shape and appearance Does not lose identity
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Equipment Disposition If program continues to operate, equipment can be kept
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Equipment Disposition If program closes: Offer to other program/project currently or previously supported by federal funds Transfer of equip cannot interfere with use by original program
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Equipment Disposition Disposition requests may include retention or sale at auction
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Sample Equipment Inventory and Disposition Record Serial/ID Number Item Description Item Location
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Sample Equipment Inventory and Disposition Record Purchase Price Purchase Date Percentage of Federal Funds used for Purchase
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Sample Equipment Inventory and Disposition Record Current Per Unit Fair Market Value Condition Disposition Status
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Sample Equipment Inventory and Disposition Record Auctioned Transferred
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Supplies Consumed in use Lose appearance with use Expandable Inexpensive Loses identity
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Supplies Disposition
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Budget Revision Requests Must be submitted and approved by ODE via CCIP All Budget Revisions must have a status of Authorized Rep Approved prior to June 30 Future expenses only (Must obligate by June 30 & liquidate by Sept 30)
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Child Nutrition Programs
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Licensing
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ODE Licensing Contacts Marlene Fields 614-644-2604 Diana Saunders 614-644-2603
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Ohio Department of Job and Family Services Help Desk 877-302-2347
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Transportation Providers Contact your transportation providers to stop transportation
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Reports
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Final Expenditure Report Desk audit
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Reports Year 5, mandatory record review only of years 4 and 5 Profile and Performance Information Collection System
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Later Disallowances and Adjustments
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Evaluation Thinking and Design Drivers
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Miscellaneous Items
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Whom to Notify Staff Community Partners Parents/Families/Legal Guardians and Student Participants
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Whom to Notify Governing Authority/Board(s) Sponsors (for community schools) Other Stakeholders
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Referrals Advise parents/families/legal guardians of other program options, especially those nearby Advise other programs of possible new participants
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Possible Agencies to Contact Unemployment Insurance Workers Compensation Employment Benefits
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Possible Agencies to Contact Federal, State & Local Taxes (W-2 forms) COBRA Medical Benefits
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Resources
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Review the Grant Closing document provided today as a resource guide. Submit Grant Close-out Fiscal Review documents to ODE Grant Closing Guidelines
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Important Dates Feb. 4 th – Mandatory Training June 30 – End of Fiscal Year Sept. 30 – Reporting Deadline Oct. 2 – Fiscal Review Deadline
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education.ohio.gov
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Social Media @OHEducation ohio-department-of-education Ohio Families and Education Ohio Teachers’ Homeroom OhioEdDept storify.com/ohioEdDept
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