CVPP Lead Agency Closeout Meeting Welcome

1. CVPP Lead Agency Closeout MeetingWelcome 7/2/2014 | Illinois Criminal Justice Information Authority | 1

2. Quarter Reports Changes • New template for Q3, Q4 and final closeout fiscal reports • Require Q3, Q4 reports from all leads and sub-grantees 7/2/2014 | Illinois Criminal Justice Information Authority | 2

3. Quarter Report Changes • Q3 and Q4 Fiscal Reports • Signature required by the lead agency on all sub-grantee reports. New signature line. • Q3 reports on the SFY 14 funds and all activities prior to July 1, 2014 • Q4 reports on the 318 Funds and all activities from July 1 – August 31st 7/2/2014 | Illinois Criminal Justice Information Authority | 3

4. Sections of New Report Third Quarter Final 14 Fiscal Property Inventory June Fourth Quarter Final Jul/August Fiscal Property Inventory August 7/2/2014 | Illinois Criminal Justice Information Authority | 4

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6. Q3 Instructions- different than Q2 • For reports being prepared by a sub-grantee an additional signature of approval is necessary by someone at the Implementing Agency (grantee) who is familiar with the program and has the responsibility of overseeing the activities of the sub-grantee. • Put in your request of what will be needed for the next period. Estimate the amount that will be needed to close-out the period of November – June and write this amount next to your request. 7/2/2014 | Illinois Criminal Justice Information Authority | 6

7. 7/2/2014 | Illinois Criminal Justice Information Authority | 7 Quarter 3 Report

8. What does the report mean? • Refund due. The grantee has a refund that is due to ICJIA. The refund amount is the cash balance amount of $73,816.61. This total amount is due to ICJIA on or before October 15, 2014. • Request for funds. Based on the report the grantee will require $128,739 for the next 60 days.

9. Can the full payment be provided to the grantee? • Amount of the total grant: $606,000 • Amount received to date: $545,500 • Amount remaining from designation: $60,500 • Amount being requested: $128,739 • Difference between remaining and requested: -$68,239 (this is the amount that needs to be returned to be able to obtain full payment)

10. What happens next? What do I need to do to obtain the funds I need? • ICJIA can issue a voucher for the amount remaining in the designation: $60,500 after receiving the Q3 report • For your agency to receive the additional $68,239 needed your agency must remit at least this amount to ICJIA to receive the funds. You MAY NOT USE funds from SFY14 to offset this payment.

11. Closeout- Part 1Due July 30th 7/2/2014 | Illinois Criminal Justice Information Authority | 11

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13. Property InventoryNovember - June 7/2/2014 | Illinois Criminal Justice Information Authority | 13

14. Refunds Voucher to Date >Total Program Expenditures = Refund! Refunds for the period of November – June are due ASAP, but no later than 45 days after the conclusion of the grant- October 15, 2014. 7/2/2014 | Illinois Criminal Justice Information Authority | 14

15. Quarter 4 ReportDue September 15th 7/2/2014 | Illinois Criminal Justice Information Authority | 15

16. Quarter 4 Instructions • This is like starting over the grant! • Column 1 of the Q4 report (Project Budget) will be carried over from the Final Fiscal 14 report- Column 5 (Unexpended Funds). • This is your new budget for the quarter. All expenses for July and August are tracked against the new amounts. 7/2/2014 | Illinois Criminal Justice Information Authority | 16

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18. Close-Out Part 2July – August 2014Due September 30 7/2/2014 | Illinois Criminal Justice Information Authority | 18

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20. Refunds Voucher to Date >Total Program Expenditures = Refund! Refunds for the period of July – August are due ASAP, but no later than 45 days after the conclusion of the grant- October 15, 2014. ALL funds are due now! Failure to submit the funds on or before October 15th will result in your agency being referred to Grant Fund Recovery proceedings. 7/2/2014 | Illinois Criminal Justice Information Authority | 20

21. Important Dates • July 10th: Q3 Report Due • July 30th: Close-out November – June Report Due • September 15th: Q4 Report Due • September 30th: Close-out Package Due • October 15th: All refunds due before this date 7/2/2014 | Illinois Criminal Justice Information Authority | 21

22. Reporting Requirements Recap July 10 • Q3 Reports from Leads and Subs • Q3 Progress Report • Conflict of Interest Forms • YEP data spreadsheet • Parent Program data spreadsheet 7/2/2014 | Illinois Criminal Justice Information Authority | 22

23. Reporting Requirements Recap (cont.) July 30th • Final 14 Fiscal Report and Property Inventory- leads and subs September 15th • Q4 Fiscal- lead and subs • Q4 Progress Report • YEP Spreadsheets • Parent Program Spreadsheets • Reentry database 7/2/2014 | Illinois Criminal Justice Information Authority | 23

24. Reporting Requirements Recap (cont.) September 30th • Final Jul/Aug Fiscal Report and Property Inventory- lead and subs • Final Progress Report • Site Visit Reports • Delinquent Reports October 15th • All funds returned from SFY14 and Fund 318 7/2/2014 | Illinois Criminal Justice Information Authority | 24

25. Questions?? Call your grant monitor for further information on the closeout procedures. 7/2/2014 | Illinois Criminal Justice Information Authority | 25