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Closing Out Your Illinois Reading First Grant Program:

This guide provides critical information about the closeout process for the Illinois Reading First Grant Program. Key deadlines include the completion of project activities by August 31, 2010, submission of final reports by September 15, and final expenditure reports by September 30. It emphasizes the importance of retaining records for three years and outlines what documents to keep, including financial records and correspondence with the Illinois State Board of Education (ISBE). Ensure compliance to facilitate effective auditing and proper use of grant funds.

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Closing Out Your Illinois Reading First Grant Program:

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  1. Closing Out Your Illinois Reading First Grant Program: What You Need to Know Geri Marion, Supervisor Illinois Reading First Program Illinois Summer Reading Conference August 10-12, 2010 (Tinley Park, IL)

  2. Grant Components • Performance Period • Project End Date 08/31/10 • Final Reports Due • 09/15/10 Professional Development • 09/30/10 Final Expenditure Report • IF outstanding obligations are reported on 09/30/10, liquidation of those obligations must be reported by 11/30/10

  3. Crucial Goals - • Performance period • Finish all project Activities by 08/31/2010 • Closeout period • Report final results • Submit final expenditure reports • Submit final Professional Development reports • Retain records

  4. Performance period • Complete all project Activities • Review your grant’s Work Plan • Identify remaining unfinished activities • Make sure all activities are completed by 08/31/2010

  5. Closeout period • Report Final results to ISBE • Professional Development reports (ROE/ISC 4337 grants) due by: • September 15, 2010 • Final Expenditure reports (District 4334 and ROE/ISC 4337 grants) due within 30 days of Project End Date • September 30, 2010

  6. Retain Records • Reading First falls under the record retention provisions of the General Education Provisions Act (GEPA) and EDGAR • Grant Records must be kept for three (3) years after the submission date of all required reports

  7. Which Records do I keep? • Your copy of the approved application and all approved amendments • Financial records showing amount and source of all funds spent on grant • Must document how all Federal funds were used • Records of program participants • Source data used to report on performance measures

  8. Which Records do I keep? (cont.) • Equipment purchases: • Maintain Inventory records through end of grant period, then request disposition instructions from ISBE • Copies of all Correspondence with ISBE regarding the project • See GEPA (20 U.S.C. 31) and EDGAR (34 CFR 75.730-732) regulations for more specific requirements for record retention

  9. GEPA – Maintain Records related to: • Grant funds • Amount of funds • How grantee uses funds • Total cost of project • Share of cost provided by other sources • Other records to facilitate an effective audit

  10. GEPA – Maintain Records related to: • Compliance • How grantee complies with program requirements • Performance • Records of significant project experiences and results • Grantee should use above records to: • Determine progress in accomplishing project objectives

  11. What should be done with any leftover funds? • All fundsmust be expended and/or obligated by the project end date (08/31/10) • When Final Expenditure Report/ Liquidation Report reflects unobligated funds, all funds must be returned • ISBE will send you a Refund Due Letter • Submit check with Refund Due Letter to: • Illinois State Board of Education Funding & Disbursements Division (E-320) 100 North First Street Springfield, IL 62777-0001

  12. Deadlines to Remember: • August 31, 2010 - • All FY2010 Illinois Reading First grant activities must be completed by this date – NO EXCEPTIONS & NO EXTENSIONS • September 15, 2010 – • All FY2010 RF ROE/ISC PD Report 2s due • September 30, 2010 - • All FY2010 RF Expenditure reports must be submitted to ISBE by this date • IF outstanding obligations are reported on 09/30/2010 Expenditure Report, Liquidation Report is due November 30, 2010

  13. Programmatic: Geri Marion, Supervisor gmarion@isbe.net Agurann Bates, Principal Consultant (North) abates@isbe.net Vicki Hodges, Principal Consultant (South) vhodges@isbe.net Illinois Reading First Program Division of Curriculum and Instruction Illinois State Board of Education 217.557.7323 phone 217.782.7937 fax Fiscal: Sally Cray scray@isbe.net Diann Gragg dgragg@isbe.net Funding and Disbursements Division of Fiscal Support Services Illinois State Board of Education 217.782.5256 phone 217.782-3910 fax Questions? Just ask!

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