Cohort 8 Grant Closeout Procedures

HEIDI SCHULTZ DEBRA APPLETON

Objectives

To Provide direction and clarification on protocols and procedures to close out a 5 th CCLC grant. year 21 st 1.

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Final Reports Closing Out Budgets, Federal Data Collection and Reporting Local Evaluations

Resources

Electronic Code of Federal Regulations: http://www.ecfr.gov/cgi-bin/text idx?SID=6214841a79953f26c5c230d72d6b70a1&tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl

Grant Award Reporting and Processes for Fiscal Year 2014–15 http://k12.wa.us/BulletinsMemos/Bulletins2014/B051-14.pdf

U.S. Department of Education 21st Century Community Learning Centers http://www2.ed.gov/programs/21stcclc/index.html

Records Retention Schedules for School Districts and Educational Service Districts http://www.sos.wa.gov/archives/RecordsManagement/Records-Retention-Schedules-for-School Districts-and-Educational-Service-Districts.aspx

Expenditure Reporting/Budget Closeout

Bulletin No. 051-41 Grants Management

In order for OSPI to meet federal deadlines, districts are required to report and be compensated for their FY 2014–15 expenditures no later than 3 months following the close of a grant. In order to meet that timeline, districts are required to meet the electronic expenditure deadline during the 3rd month following the end of the budget period. ◦ Final expenditure report is due by November 17, 2015. ◦ Any Budget Revision Requests need to be submitted to OSPI by July 31,2015 ◦ All unspent funds will be returned to OSPI

§200.343 Closeout.

The Federal awarding agency or pass-through entity will close-out the Federal award when it determines that all applicable administrative actions and all required work of the Federal award have been completed by the non-Federal entity. This section specifies the actions the non-Federal entity and Federal awarding agency or pass-through entity must take to complete this process at the end of the period of performance.

(a) The non-Federal entity must submit, no later than 90 calendar days after the end date of the period of performance, all financial, performance, and other reports as required by the terms and conditions of the Federal award. The Federal awarding agency or pass-through entity may approve extensions when requested by the non-Federal entity.

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§200.333 Retention Requirements For Records.

Applies to all financial and programmatic records, supporting documents, statistical records, and other records of grantees which are: o Required to be maintained by the terms of this part, program regulations of the grant agreement, or o Otherwise reasonably considered as pertinent to program regulations or the grant agreement.

o This section does not apply to records maintained by contractors of subcontractors. Length of retention period o Except as otherwise provided o Records bust be retained for

three years

from the starting date specified in paragraph (C) o Paragraph (C) Starting date of retention period-The retention period for the records of each funding period stars on the day the grantee submits to the awarding agency its single or last expenditure report for that period. Equipment Records-The retention period for equipment records starts from the date of the disposition

§200.313 Equipment.

Equipment means tangible, non-expendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. A grantee may use it’s own definition of equipment provided that such definition would at least include all equipment defined above. Use. Equipment shall be used by the grantee in the program or project for which it was acquired as long as needed, whether or not the project or program continues to be supported by federal funds. When no longer needed for the original program or project, the equipment may be used in other activities currently or previously supported by a federal agency. The grantee shall also make equipment available for use on other projects or programs currently or previously supported by the federal government, providing such use will not interfere with work on the projects or program for which it was originally acquired. First, preference for other use shall be given to other programs or projects supported by the awarding agency.

§200.313 Equipment.

Disposition. When original or replacement equipment acquired under a grant is no longer needed for the original project or program or for other activities currently or previously supported by a federal agency, disposition of the equipment will be mad as follows: 1.

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Items of equipment with current per-unit value of less than $5,000 may be retained, sold or otherwise disposed of with no further obligation to the awarding agency.

Items of equipment with a current per unit fair market value in excess of $5,000 may be retained or sold and the awarding agency shall have a right to an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency's share of the equipment In cases where a grantee fails to take appropriate disposition actions, the awarding agency may direct the grantee to take excess and disposition actions.

§200.314 Supplies.

Supplies means all tangible personal property other than equipment.

Disposition If there is a residual inventory of unused supplies exceeding $5,000 in total aggregate fair market value upon termination or completion of the award, and if the supplies are not needed for any other federally sponsored programs or projects, the grantee shall compensate the awarding agency for its share.

5

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Year Report

o In order for us to learn as much as possible from your five years’ experience operating CCLC programs, please answer the following questions and return to Heidi Schultz, as an attachment via email to: [email protected]

Due 9/1/2015

o Submit a final inventory of all equipment and the disposition plans to OSPI no later than 60 days after the final date of the program. Account for any real and personal property acquired with Federal funds. (Closure Activities Form)

Data and Evaluation Requirements

Data and Evaluation Obligations: All regular annual data and evaluation requirements must be completed.

o Submit as appropriate PQA self and external Assessments o Advanced Planning with Data Improvement Goals for 2014-15 o Submit Leading Indicator Surveys for Site Coordinators and Staff April 30, 2015 o Submit AIR Student Surveys May 30, 2015 o Submit Regular Attendee Module Data and validate accuracy July 15, 2015 o Submit Federal PPICs data for APR and Grantee Profile Modules to OSPI or the Federal Data Reporting System (Further Guidance to be Provided) Date to be determined.

o Submit Local Independent Evaluation Report to OSPI no later than November 2, 2015

For Grantees Applying for New Award in 2015-16

Note:

All close out and reporting requirements must be met before new or additional funding will be awarded to the prior grantee and their primary partners.

Questions?

Heidi Schultz, [email protected]

360-725-6059 Debra Williams-Appleton, [email protected]

360-725-6049