The Closeout ProcessMaya Fryar, Management AnalystData Analytics and Compliance BranchDivision of Grants Management Operations (DGMO)Office of Federal Assistance Management (OFAM)

The Closeout ProcessIntroductions

• Who is here? (FRA, BO, AO, PD)• Program or Finance

• How long have you had a HRSA grant?• < 2 years• 2-5 years• 5 < years

• Expectations• What are you hoping to get out of this session?

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The Closeout ProcessAgenda

• Closeout Process• Policy• Types of closeout

• Recipient Responsibility• Financial Reconciliation• Programmatic Reporting• Notifications• Documentation• Questions

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The Closeout ProcessPolicy

• Closeout takes place following the expiration or termination of the project period for a grant or cooperative agreement.

• The purpose of closeout is to ensure:1. Final reports are received and evaluated;2. Allowable costs are identified; and3. Amounts due to the Federal Agency or to the

recipient are determined and payments are made.

[45 CFR 75.381]

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The Closeout ProcessTypes of Closeouts

• Document Closeout• The end of a

competitive segment of a grant (up to five years).

• Future funding

• Financial reconciliation required

• Grant Closeout• The end of the

performance period and there will be no further funding

• No future funding

• Financial reconciliation and programmatic reports required

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The Closeout ProcessRecipient Responsibility

Within 90 Days Of Expiration of Grant Document:

• Reconcile financial expenditures• Liquidate all costs incurred• Submit Final Financial Report• Submit Quarterly Federal Financial Report to

Payment Management System• Submit performance/progress report or other

reports required by the terms and conditions specified on NoA

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The Closeout ProcessRecipient Responsibility

• Account for any real and/or personal property acquired with federal funds

• Return any funds due as a result of refunds, corrections, or audits

• Retain records for three (3) years

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The Closeout ProcessFinancial Reconciliation – Payment Management System

• “A one-stop shop for grant payments”– https://pms.psc.gov

Recipient responsibilities: • Request/drawdown funds• Report cash disbursements• Maintain accounting records

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The Closeout ProcessFinancial Reconciliation – PMS Charge Advances

• Immediate disbursement and reimbursement

• 90-day liquidation period• Expired grant payment request

• Costs incurred• Allowable costs• Late payment explanation

[45 CFR 75.309]

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The Closeout ProcessFinancial Reconciliation – PMS Disbursements

• Cumulative

• Federal Cash Transaction Report (FCTR)• December 31 – due by January 30• March 31 – due by April 30• June 30 – due by July 30• September 30 – due by October 30

• REMINDER: Update every quarter!

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The Closeout ProcessFinancial Reconciliation

• Cumulative vs. reporting period-specific

• PMS disbursements = PMS drawdowns* = EHB Final FFR expenditures

• REMINDER: maintain financial records!

[45 CFR 75.361]

*Exception with pooled accounts

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The Closeout ProcessFinancial Reconciliation

• Final FFR must not include unliquidated obligations

• Final FFR must account for all funds awarded

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The Closeout ProcessProgrammatic Reporting – Requirements

• Requirement from program guidance or reporting requirement on Notice of Award (NoA)

• HRSA responsible for ensuring the report meets agency requirements

• Describes the results of grant-supported activity

• Due within 90 days of the project period end date

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The Closeout ProcessProgrammatic Reporting – Prior Approval Requests

Requesting an extension

• Deliverable extensions

• Grant extensions

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The Closeout Process Closeout Notifications

• Deliverable reminders• HRSA Closeout Notification• Closeout Notice of Award (NoA)

• Unobligated balance of funds will be de-obligated on closeout NoA

• NoA will specify record retention instructions

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The Closeout Process Closeout Resources

PROGRAM-SPECIFIC ISSUES/QUESTIONSContact information located on NoA• GMS: Administrative; financial; budget questions• PO: Project (e.g., goals; objectives; progress) questions

TECHNICAL ISSUES/SYSTEM QUESTIONS• PMS Issues: Contact the Help Desk

• ONE-DHHS Help Desk system supportPhone: (877) 614-5533Email: PMSSupport@psc.gov

• EHB Issues: HRSA Contact Center• HRSA Contact Center

Phone: (877) 464-4772Contact Us

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Questions?

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Contact Information

Maya FryarManagement AnalystData Analytics and Compliance BranchEmail: MFryar@hrsa.gov

Web: hrsa.gov/about/organization/bureausTwitter: twitter.com/HRSAgovFacebook: facebook.com/HRSAgov

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