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2018-2019 Federal Programs Closeout Process in the Grants Management System (GMS)

2018-2019 Federal Programs Closeout Process in the Grants Management System (GMS). Close Out Process in GMS.

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2018-2019 Federal Programs Closeout Process in the Grants Management System (GMS)

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  1. 2018-2019 Federal Programs Closeout Process in the Grants Management System (GMS)

  2. Close Out Process in GMS After July 1, 2019, once an LEA has completely finished expending funds and received reimbursement for the 2018-2019 fiscal year, the LEA will need to perform the closeout process in the Grants Management System (GMS). This process will need to be performed for each of the grant programs the LEA received funds for in the 2018-2019 fiscal year. Title programs that receive transferred/contribution funds (i.e. REAP, CAC,and Schoolwide Consolidated for Funds etc.) must be closed before closing out the Title programs where those funds originated. Example- An LEA transfers Title I and Title II funds to Consolidated Administrative Costs (CAC). CAC would need to be closed out before Title I and Title II. Originating programs may be closed out in any order after the destination fund has been closed out.

  3. Step #1 Log on the Single Sign On System and enter your username and password.

  4. Step #2 Select the Grants Management System.

  5. Step #3 Select GMS Access/Select.

  6. Step #4 Make sure the Year is 2019. 01-I001 LEA Name

  7. Step #5 Select the “Payments” tab for the program that is closing out.

  8. Step #6 Ensure that there are no pending expenditure reports listed (red box). If there is an amount listed greater than zero, the LEA cannot closeout that program. If amount is $0.00, select “View Summary Expenditure / Closeout Reports.” Step 2 Step 1

  9. Step #7 Select the program being closed out. Make sure all claims state “Approved” in the Status box. If all claims are not in approved status, the LEA cannot close out. Scroll to the bottom of the page. Step 2 Step 1

  10. Step #8 Select “Create Closeout Rep” tab to perform closeout at the bottom of the page. Again, you must ensure that all Summary Expenditure Reports have been approved before taking this step.

  11. Step #9 Verify that all the amounts in OSDE payment column are accurate. These two columns should be equal

  12. Step #10 Ensure that the amounts match exactly what the LEA has on record of actually being reimbursed by OSDE.

  13. Step #11 If all information is correct, select the Expenditure Period End Date of “6-30-2019”.

  14. Step #12 The “Final Expenditure” box will automatically be checked and carryover amount will appear (if funds remain). This screen indicates what the LEA had available to them in the grant program in the 2018-2019 fiscal year and what funds are eligible to carryover into the 2019-2020 fiscal year, in whole or in part, depending on the specific carryover limitations of the grant.

  15. Step #13 Once all previous steps have been completed and the LEA has verified that all figures are accurate, the LEA will need to select “Save Page” and, after the page refreshes, select the “Submit to OSDE” tab. The Closeout Report will be forwarded to OSDE staff for review. Once the submitted report is approved, the LEA will be ready to begin the 2019-20 fiscal year application and budgeting process for the particular grant program upon release of the FY2019-2020applications. Step 2 Wait for refresh… Step 1

  16. Office of Federal Programs Contact Information OFP Main Phone Number 405-521-2846

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