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Grant Closeout Process Guidelines for Financial Points of Contact

Learn about the role of Financial Points of Contact in grant closeout, including requirements and steps to submit the final reports.

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Grant Closeout Process Guidelines for Financial Points of Contact

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  1. GMS GrantCloseout

  2. Grant Closeout GMS Overview for Financial Points of Contact

  3. Grant Closeout • Standard Closeout Timeline See section 3.18 of the 2015 DOJ Financial Guide GMS Overview for Financial Points of Contact

  4. Grant Closeout • FPOC Role in a Closeout • The role of an FPOC is important to ensure the Closeout is as complete and accurate. The FPOC is responsible for the Final Financial Status Report and Final Reconciliation of the Closeout package. GMS Overview for Financial Points of Contact

  5. Grant Closeout • Submit an Award Closeout • Click the “Closeouts” link from the GMS home page to begin the grant closeout process. GMS Overview for Financial Points of Contact

  6. Grant Closeout • Submit an Award Closeout • The default view will display all pending closeouts. Click on the award number to open the closeout. GMS Overview for Financial Points of Contact

  7. Grant Closeout • Closeout Requirements • The five requirements for a closeout package are: • Final Progress Report • Final Financial Status Report • Special Condition Compliance • Financial Reconciliation • Programmatic Requirements Certification • NOTE: The Special Conditions section does not have to be complete to submit the grant closeout package. GMS Overview for Financial Points of Contact

  8. Grant Closeout • Submit an Award Closeout • The Closeout Package Status page displays the requirements of the closeout package and their completion status. GMS Overview for Financial Points of Contact

  9. Grant Closeout • Submit an Award Closeout • Select the Final Progress Report hyperlink. GMS Overview for Financial Points of Contact

  10. Grant Closeout • Submit an Award Closeout • This is the Final Progress Report Requirements page for this award. The Final Progress Report must be both submitted and approved before the Standard Closeout can be submitted. GMS Overview for Financial Points of Contact

  11. Grant Closeout • Submit an Award Closeout • Select the Final Financial Status Report hyperlink. GMS Overview for Financial Points of Contact

  12. Grant Closeout • Closeout Requirements • The Financial Status Reports screen displays the reporting periods for all Financial Status Reports required for a grant. The last one is automatically designated the Final one, identified with a red asterisk (*). GMS Overview for Financial Points of Contact

  13. Grant Closeout • Submit an Award Closeout • The system will display the Final Financial Status Report page. This page contains all of the information that was submitted by the FPOC in the Final Report. GMS Overview for Financial Points of Contact

  14. Grant Closeout • Submit an Award Closeout • All special conditions attached to the award must be removed prior to closeout. If the status of the requirement reads “Incomplete”, click the “Special Condition Compliance” link to get more details. GMS Overview for Financial Points of Contact

  15. Grant Closeout • Submit an Award Closeout • Special conditions include integrity, confidentiality, performance and reporting requirements that must be met as part of the grant awards process. • The Special Conditions Not in Compliance page lists all special conditions that have not been met for the award. • The recipient should alert the program office if these requirements have been met to remove the Special Conditions. GMS Overview for Financial Points of Contact

  16. Grant Closeout • Submit an Award Closeout • For Financial Reconciliation, the recipient must document one of two results: • The money they have left to spend and the money left to draw from the grant are the same amounts. • These two amounts equal $0. • To get more details on the reconciliation, click the Financial Reconciliation link. GMS Overview for Financial Points of Contact

  17. Grant Closeout • Submit an Award Closeout • The Financial Reconciliation page. lays out financial information pertaining to the award being closed out. GMS Overview for Financial Points of Contact

  18. Grant Closeout • Submit an Award Closeout • Select the Programmatic Requirements Certification hyperlink. GMS Overview for Financial Points of Contact

  19. Grant Closeout • Submit an Award Closeout • This slide shows examples of programmatic requirements, or deliverables. • If an award has any other deliverables beyond standard progress reports and financial reports, it should be captured here in the “other” field. • Examples not listed could be training curricula, public service announcements, publications, etc. GMS Overview for Financial Points of Contact

  20. Grant Closeout • Submit an Award Closeout • The five closeout requirements have been met and the closeout can be submitted. GMS Overview for Financial Points of Contact

  21. Grant Closeout • Submit an Award Closeout • If there are questions about what should be submitted during the Closeout, select the Closeout Instructions button to the left to download helpful information GMS Overview for Financial Points of Contact

  22. 2014 OJP Financial Guide DOJ Grants Financial Guide • General Information • Pre-award Requirements • Post Award Requirements • Organization Structure • Appendices Financial Guide Electronic Access for either OJP/DOJ Guide via Internet http://www.ojp.usdoj.gov/financialguide

  23. OCFO Financial Questionsvia Telephone/Internet OCFO Customer Service Center Monday through Friday 8:30 a.m. - 6:00 p.m. est. 1-(800) 458-0786 or (202) 305-9988 FAX (202) 353-9279 OCFO e-mail Address: ask.ocfo@usdoj.gov

  24. Over 2,228 Programs 15 Types of Assistance 66 Agencies Search by Keyword http://www.cfda.gov HOW TO ACCESS GRANT $$ Catalogue of Federal Domestic Assistance (CFDA)

  25. For more information Call the Federal Service Desk: 1-866-606-8220 FEDERAL DOMESTIC ASSISTANCE CATALOG STAFF 307 - 7th Street, S.W. Room #101 WASHINGTON, D.C. 20407 HOW TO ACCESS GRANT $$

  26. Electronic Access to Circulars & Common Rules via Internet OMB Home Page: www.whitehouse.gov/omb/ http://ecfr.gpoaccess.gov Click “Code of Federal Regulations”

  27. THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END

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