The Closeout ProcessMaya Fryar, Management AnalystData Analytics and Compliance BranchDivision of Grants Management Operations (DGMO)Office of Federal Assistance Management (OFAM)
The Closeout ProcessIntroductions
• Who is here? (FRA, BO, AO, PD)• Program or Finance
• How long have you had a HRSA grant?• < 2 years• 2-5 years• 5 < years
• Expectations• What are you hoping to get out of this session?
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The Closeout ProcessAgenda
• Closeout Process• Policy• Types of closeout
• Recipient Responsibility• Financial Reconciliation• Programmatic Reporting• Notifications• Documentation• Questions
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The Closeout ProcessPolicy
• Closeout takes place following the expiration or termination of the project period for a grant or cooperative agreement.
• The purpose of closeout is to ensure:1. Final reports are received and evaluated;2. Allowable costs are identified; and3. Amounts due to the Federal Agency or to the
recipient are determined and payments are made.
[45 CFR 75.381]
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The Closeout ProcessTypes of Closeouts
• Document Closeout• The end of a
competitive segment of a grant (up to five years).
• Future funding
• Financial reconciliation required
• Grant Closeout• The end of the
performance period and there will be no further funding
• No future funding
• Financial reconciliation and programmatic reports required
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The Closeout ProcessRecipient Responsibility
Within 90 Days Of Expiration of Grant Document:
• Reconcile financial expenditures• Liquidate all costs incurred• Submit Final Financial Report• Submit Quarterly Federal Financial Report to
Payment Management System• Submit performance/progress report or other
reports required by the terms and conditions specified on NoA
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The Closeout ProcessRecipient Responsibility
• Account for any real and/or personal property acquired with federal funds
• Return any funds due as a result of refunds, corrections, or audits
• Retain records for three (3) years
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The Closeout ProcessFinancial Reconciliation – Payment Management System
• “A one-stop shop for grant payments”– https://pms.psc.gov
Recipient responsibilities: • Request/drawdown funds• Report cash disbursements• Maintain accounting records
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The Closeout ProcessFinancial Reconciliation – PMS Charge Advances
• Immediate disbursement and reimbursement
• 90-day liquidation period• Expired grant payment request
• Costs incurred• Allowable costs• Late payment explanation
[45 CFR 75.309]
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The Closeout ProcessFinancial Reconciliation – PMS Disbursements
• Cumulative
• Federal Cash Transaction Report (FCTR)• December 31 – due by January 30• March 31 – due by April 30• June 30 – due by July 30• September 30 – due by October 30
• REMINDER: Update every quarter!
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The Closeout ProcessFinancial Reconciliation
• Cumulative vs. reporting period-specific
• PMS disbursements = PMS drawdowns* = EHB Final FFR expenditures
• REMINDER: maintain financial records!
[45 CFR 75.361]
*Exception with pooled accounts
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The Closeout ProcessFinancial Reconciliation
• Final FFR must not include unliquidated obligations
• Final FFR must account for all funds awarded
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The Closeout ProcessProgrammatic Reporting – Requirements
• 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 within 90 days of the project period end date
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The Closeout ProcessProgrammatic Reporting – Prior Approval Requests
Requesting an extension
• Deliverable extensions
• Grant extensions
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The Closeout Process Closeout Notifications
• Deliverable reminders• HRSA Closeout Notification• Closeout Notice of Award (NoA)
• Unobligated balance of funds will be de-obligated on closeout NoA
• NoA will specify record retention instructions
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The Closeout Process Closeout Resources
PROGRAM-SPECIFIC ISSUES/QUESTIONSContact information located on NoA• GMS: Administrative; financial; budget questions• PO: Project (e.g., goals; objectives; progress) questions
TECHNICAL ISSUES/SYSTEM QUESTIONS• PMS Issues: Contact the Help Desk
• ONE-DHHS Help Desk system supportPhone: (877) 614-5533Email: [email protected]
• EHB Issues: HRSA Contact Center• HRSA Contact Center
Phone: (877) 464-4772Contact Us
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Questions?
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Contact Information
Maya FryarManagement AnalystData Analytics and Compliance BranchEmail: [email protected]
Web: hrsa.gov/about/organization/bureausTwitter: twitter.com/HRSAgovFacebook: facebook.com/HRSAgov
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