Grant Closing
February 4, 2015
Closing Out
Grant funds ending vs. program ending
Usually happens at the end of the grant cycle
On rare occasions can happen before the end of
the grant cycle
Program
Sustainability
Closing Out
Procedures/Guidelines
EDGAR 34 CFR, Part 74 & Part 80
 Records Retention
 Equipment and Supplies
 Other
Records
Retention
Records Retention
 Retain 5 years after grant ends
 Retention starts upon submission of Final
Expenditure Report
 Made available for auditing and monitoring
purposes
Records Retention
 Records include programmatic and contractors
agreements
 Fiscal records including records that justify
expenditures
Inventory Process
Equipment
Tangible
Non-expandable
Useful life of more than one year
Acquisition cost of $5,000 or more
Equipment
Retains shape and appearance
Does not lose identity
Equipment Disposition
If program continues to operate, equipment
can be kept
Equipment Disposition
If program closes:
Offer to other program/project currently or
previously supported by federal funds
Transfer of equip cannot interfere with use by
original program
Equipment Disposition
Disposition requests
may include retention
or sale at auction
Sample Equipment Inventory
and Disposition Record
Serial/ID Number
Item Description
Item Location
Sample Equipment Inventory
and Disposition Record
Purchase Price
Purchase Date
Percentage of Federal Funds used for
Purchase
Sample Equipment Inventory
and Disposition Record
Current Per Unit Fair Market Value
Condition
Disposition Status
Sample Equipment Inventory
and Disposition Record
Auctioned
Transferred
Supplies
Consumed in use
Lose appearance with use
Expandable
Inexpensive
Loses identity
Supplies Disposition
Budget Revision Requests
Must be submitted and approved by ODE via
CCIP
All Budget Revisions must have a status of
Authorized Rep Approved prior to June 30
Future expenses only (Must obligate by June
30 & liquidate by Sept 30)
Child Nutrition Programs
Licensing
ODE Licensing Contacts
Marlene Fields
614-644-2604
Diana Saunders
614-644-2603
Ohio Department of Job and
Family Services
Help Desk
877-302-2347
Transportation Providers
Contact your transportation providers to stop
transportation
Reports
Reports
Final Expenditure Report
Desk audit
Reports
Year 5, mandatory record review only of
years 4 and 5
Profile and Performance Information
Collection System
Later Disallowances and
Adjustments
Evaluation Thinking
and Design Drivers
Miscellaneous
Items
Whom to Notify
Staff
Community Partners
Parents/Families/Legal Guardians
and Student Participants
Whom to Notify
Governing Authority/Board(s)
Sponsors (for community schools)
Other Stakeholders
Referrals
Advise parents/families/legal guardians of
other program options, especially those
nearby
Advise other programs of possible new
participants
Possible Agencies to Contact
Unemployment Insurance
Workers Compensation
Employment Benefits
Possible Agencies to Contact
Federal, State & Local Taxes (W-2 forms)
COBRA Medical Benefits
Resources
Grant Closing Guidelines
Review the Grant Closing document
provided today as a resource guide.
Submit Grant Close-out Fiscal Review
documents to ODE
Important Dates
Feb. 4th –
Mandatory
Training
June 30 –
End of
Fiscal
Year
Sept. 30 –
Reporting
Deadline
Oct. 2 –
Fiscal
Review
Deadline
education.ohio.gov
Social Media
Ohio Families and Education
Ohio Teachers’ Homeroom
ohio-department-of-education
storify.com/ohioEdDept
@OHEducation
OhioEdDept