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CLOSEOUT

CLOSEOUT. Mary Echols May 19, 2009. Topics. Importance of Closeout Requirements for Closeout Disposition of Equipment Record Retention Formal Closeout. Importance of Closeout. Systematic method of ensuring all technical work & administrative requirements have been met.

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CLOSEOUT

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  1. CLOSEOUT Mary Echols May 19, 2009

  2. Topics • Importance of Closeout • Requirements for Closeout • Disposition of Equipment • Record Retention • Formal Closeout

  3. Importance of Closeout • Systematic method of ensuring all technical work & administrative requirements have been met. • Ensures that any remaining unexpended funds are deobligated.

  4. Reminder Letter • 90 days prior to project expiration date • Reminder to recipient of the closeout requirements • Notify Award Official in writing 10 days prior to expiration date if more time is required

  5. Requirements for CloseoutSubmit all deliverables as required in assistance agreement. • Final Technical Report or Annual Summary Report • (Section 105 recipient submits the Annual Summary Report) • Final Financial Status Report (FSR) • EPA Form 269A short form • EPA Form 269 long form, to be used if you have program income • Minority Business Enterprise/Women Business Enterprise (MBE/WBE) • In transition, sometimes referred to as Disadvantaged Business Enterprise • EPA Form 5700-52A • Lobbying and Litigation Certificate • EPA Form 5700-53 • Check the Administrative Terms and Conditions – being phased out

  6. Final Technical Report • Send electronically to Technical and Administrative Project Officer • Section 105 • may attach in the APA Database • Annual Summary Report • Describe commitments not met • Due 90 days after the budget/project period ends

  7. Final Technical Report Con’t • 40 CFR 31.40 the recipient agrees to include in the performance report information on each of the following areas: • Comparison of actual accomplishments with anticipated outputs/outcomes specified in the assistance agreement work plan • Reasons for slippage if established objectives were not met • An analysis of why any anticipated outputs/outcomes were not met • Other pertinent info, including when appropriate, analysis and explanation of cost overruns or high unit costs

  8. Final Financial Status Report Within 90 days after the expiration of the budget/project period end date Submit to Las Vegas Finance Center (LVFC) Request extension and justification if more time is required LVFC will make adjustments, as necessary

  9. MBE/WBEReporting • Final reports must be submitted within 90 days after the budget/project period ends • Grant can not be officially closed without all MBE/WBE reports • Submit even if report is negative • EPA Form 5700-52A, available at WWW.epa.gov/osbp

  10. Disposition of Equipment • 40 CFR Part 31.32 • Recipient retains the equipment for continued use on the project or other federally funded projects • Recipient returns the equipment to EPA or transfer to another agency (not common; case by case basis)

  11. Record Retention • 40 CFR Part 31.42 • Record retention requirements begin with the date the recipient submits the final FSR • Recipients must retain records for three years after the date the final FSR is submitted

  12. Record Retension Con’t • If an audit is underway prior to closeout, all issues must be resolved prior to closeout. • Audit can take place after the assistance agreement has been closed.

  13. Formal Closeout • All parties satisfied with final product • All eligible costs have been accepted • All repayments have been received • All terms and conditions have been met • If an audit underway prior to closeout all issues must be resolved prior to closeout

  14. Formal Closeout Con’t Grants Management Office will prepare closeout letter to the recipient after all administrative and programmatic requirements have been met informing them that the assistance agreement has been closed.

  15. Recap • Importance of Closeout • Requirements for Closeout • Disposition of Equipment • Record Retention • Formal Closeout

  16. General Discussion

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