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Grant Closing

Grant Closing. January 21, 2014. Grant funds ending vs. program ending Usually happens at the end of the fifth year of the grant On rare occasions can happen before the end of the fifth year. Closing Out. Program Sustainability. Procedures/Guidelines EDGAR 34 CFR, Part 74 & Part 80

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Grant Closing

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  1. Grant Closing January 21, 2014

  2. Grant funds ending vs. program ending Usually happens at the end of the fifth year of the grant On rare occasions can happen before the end of the fifth year Closing Out

  3. Program Sustainability

  4. Procedures/Guidelines EDGAR 34 CFR, Part 74 & Part 80 Records Retention Equipment and Supplies Other Closing Out

  5. Records Retention

  6. Retain 5 years after grant ends Retention starts upon submission of Final Expenditure Report Made available for auditing and monitoring purposes Records Retention

  7. Records include programmatic and contractors agreements Fiscal records including records that justify expenditures Records Retention

  8. Inventory Process

  9. Equipment Tangible Non-expandable Useful life of more than one year Acquisition cost of $5,000 or more

  10. Equipment Retains shape and appearance Does not lose identity

  11. Equipment Disposition If program continues to operate, equipment can be kept

  12. 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

  13. Equipment Disposition Disposition requests may include retention or sale at auction

  14. Sample Equipment Inventory and Disposition Record Serial/ID Number Item Description Item Location

  15. Sample Equipment Inventory and Disposition Record Purchase Price Purchase Date Percentage of Federal Funds used for Purchase

  16. Sample Equipment Inventory and Disposition Record Current Per Unit Fair Market Value Condition Disposition Status

  17. Sample Equipment Inventory and Disposition Record Auctioned Transferred

  18. Supplies Consumed in use Lose appearance with use Expandable Inexpensive Loses identity

  19. Supplies Disposition

  20. 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)

  21. Child Nutrition Programs

  22. Licensing

  23. ODE Licensing Contacts Marlene Fields 614-644-2604 Diana Saunders 614-644-2603

  24. Ohio Department of Job and Family Services Help Desk 877-302-2347

  25. Transportation Providers Contact your transportation providers to stop transportation

  26. Reports

  27. Reports Final Expenditure Report Desk audit

  28. Reports Year 5, mandatory record review only of years 4 and 5 Profile and Performance Information Collection System

  29. Later Disallowances and Adjustments

  30. Evaluation Thinking and Design Drivers

  31. Miscellaneous Items

  32. Whom to Notify Staff Community Partners Parents/Families/Legal Guardians and Student Participants

  33. Whom to Notify Governing Authority/Board(s) Sponsors (for community schools) Other Stakeholders

  34. Referrals Advise parents/families/legal guardians of other program options, especially those nearby Advise other programs of possible new participants

  35. Possible Agencies to Contact Unemployment Insurance Workers Compensation Employment Benefits

  36. Possible Agencies to Contact Federal, State & Local Taxes (W-2 forms) COBRA Medical Benefits

  37. Resources

  38. Grant Closing Guidelines Review the Grant Closing document provided today as a resource guide. Submit 5th Year Close-out Fiscal Review documents to ODE

  39. Important Dates

  40. education.ohio.gov

  41. Social Media Ohio Families and Education Ohio Teachers’ Homeroom ohio-department-of-education storify.com/ohioEdDept @OHEducation OhioEdDept

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