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June 18, 2021 High Impact Partners on behalf of the Employment and Training Administration, DOL March 21, 2019

Danielle Kittrell, Ph. D. Workforce Analyst, U. S. Department of Labor, Employment and Training Administration 3

Your Presenters: § Avery Malone Resolution Specialist, U. S. Department of Labor ¡Kisha Toppin TA Coach High Impact Partners 4

Your Facilitators: ¡ Akeelah Harrell Ready to Work, Technical Assistance Lead § Erika Humphrey Technical Assistance Coach High Impact Partners ¡ Lyle Neumann Technical Assistance Coach, Performance Excellence Partners 5

Choose the answer that best reflects you (or your organization) 1. Authorized Representative 2. Program Director 3. Performance Specialist 4. IT Professional 5. Other 6

Today’s Objective In an effort to support grantees entering their Period of Performance Extension, this webinar will provide strategies and effective practices for addressing Programmatic and Federal Grant Closeout. Grantees will have the opportunity to ask questions. 7

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§ Make a determination regarding the key position(s) needed to close out the clients and grant § Conduct audits more frequently to ensure the collection of program data § Overlap in-house roles in preparation for positions potentially becoming vacant 9

Participant Services § Determine how many individuals can still be served and the last day new participants can be enrolled into the program, based on available funds and the length and cost of training. § Create a plan to inform current participants about the end of the RTW program. § Develop a transition plan to other programs for serving currently enrolled participants after RTW has ended. § Provide participants with resource Information to access supportive services and other helpful information 10

Partnerships § Decide when and how to share your plan and timelines for the end of the RTW program, including the end of new participant enrollment. § Determine who will be informed at partner agencies, and who from the RTW program staff will provide the information. § Consider the need/options for any new agreements for RTW participant follow-up activities. § Gauge the level of commitment of each employer partner to continue the work beyond the grant. 11

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Performance Reporting • Submit final quarterly performance, narrative, and financial reports as due no later than 45 days after the end of the last quarter of grant activities. Grantees can submit final quarterly performance, narrative, and financial reports as early as the day after the grant ends. • Be sure that the performance and narrative report submitted in HUB includes: 13

Performance Reporting Cont. o Quarterly and cumulative information on the grant activities. o A summary of project activities, employment outcomes and other deliverables, and related results of the project. o A thorough documentation of the training or labor market information approaches used by the grantee. o Participant records to support the aggregate data submitted. 14

Program Sustainability § Identify services, procedures, activities, and partnerships that will continue after the grant ends. § Meet with core partners to review and receive approval of plans for the continuation or termination of RTW activities. § In addition to looking for new funding from federal or foundation sources, you might want to consider alternative revenue development strategies. These include leveraging existing resources; approaching partners within your project or finding partners who offer related services, to strategize about how they might take on some of your program activities or tapping into local funding streams (state, county, or city) that could support part of your project. 15

Leaving Your Legacy Developing Your Program Success Story § Present your participant’s successes, performance data and community impact to the groups your project serves and those in positions to support your work. Policymakers and stakeholders want to know what problem your program addressed and you will have the data to back it up. https: //h 1 breadytoworkforcegps. org/events/2017/05/17/16/39/H-1 B-RTWSharing-Your-Program-Story *This link shares how to develop an effective program story 16

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DIVISION OF POLICY REVIEW AND RESOLUTION ETA OFFICE OF GRANTS MANAGEMENT

¡The completion of the grant life cycle ¡The official end of the government’s relationship with the grantee ¡ 2 CFR 200. 343 } Closeout ¡ 2 CFR 200. 344 } Post- closeout adjustment ¡ 2 CFR 200. 345 } Collection of Amounts Due ¡ 2 CFR 2900, Subpart D

¡Office of Grants Management } Division of Policy, Review and Resolution (Latonya Torrence) } Policy Unit } Audit Unit ê Grant Officer and 5 Resolution Specialists } Closeout Unit ê Grant Officer and 7 Resolution Specialists êClose approximately 700 – 1, 000 grants a year

¡We track anticipated workload one year out ¡Not less than quarterly, OIST runs a report that identifies grants whose period of performance end date is approaching ¡The OIST report is then compared against information identified in the E-Grants Closeout System ¡Not Less than 7 days prior to POP end date – Closeout specialist sends out initial closeout notification letter to grantee

¡Within 45 days after period of performance (Po. P) end date - Grantee must submit final 9130 for last quarter. Checks box 6 as “Final. ” ¡Approx. 70 -75 days after Po. P end date – Specialist sends follow up reminder to grantee to submit all documents. ¡Grantee must submit all remaining closeout documentation - No later than 90 calendar days after the end date of Po. P } 2 CFR 200. 343 • Grantee may not direct charge staff time to work on closeout of grant after Po. P end date.

¡ 91+ days after POP end – Compliance and reconciliation ¡All grants should be closed within 1 year of expiration (DLMS-2 Chapter 800) ¡Under new Uniform Guidance (UG), awards must be closed within one year of receipt and acceptance of all required final reports ¡Grants Oversight and New Efficiency Act (GONE Act) (Public Law 114 -117) requires agencies to report federal grant awards which have not yet been closeout for the period of performance has elapsed for more than two years.

¡September 30, 2019 – Grant expires, closeout begins. ¡December 14, 2019 – Final quarterly 9130 due. ¡January 30, 2020 – Closeout 9130 and remaining closeout documents due. Last day to draw down funds without permission from Closeout Unit. 24

Dear Grantee, This email is to notify you that your grant number HG 222441460 A 0 with the Employment and Training Administration (ETA) will expire/expired on 09/30/19. If you agreed with the expiration, as specified at 29 CFR 97. 40(b)(1), 97. 41(b)(1), 97. 50(b), you are required to submit electronically all the closeout forms in your specified closeout package in the Grant Closeout System (GCS) no later than 90 days from the expiration date. NOTE: After you have completed the final expenditure report(s) Form 9130, you must certify the closeout financial report(s) as well. The Grant Closeout System (GCS) is accessed via the following URL: http: //www. etareports. doleta. gov/grant_closeout. cfm Please enter the password assigned to you for your financial reporting to log into your Financial Reporting System home page, and then click on the Grant Closeout System menu on this page to go to the GCS system. You will receive the Grant Closeout System End User's manual in another email shortly. Please use the End User's Manual and the Closeout Instructions posted in the Grant Closeout System to assist you in doing your closeout reporting. Inquiries should be directed to the Resolution Specialist Sincerely 25

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Dear Grantee, ¡Please find the Grant Closeout System (GCS) End User’s Manual in the attachment and use it to assist you in doing your closeout reporting in the GCS system. the URL for GCS system is: }https: //www. doleta. gov/grants/grant_closeout. cfm ¡Inquiries should be directed to the Resolution Specialist.

¡Documents to be submitted: } Final Quarter 9130 and Closeout 9130 } Grantee’s Release } Government Property Inventory Certification êInventory List (if applicable) } Grantee’s Detail Statement of Costs êNICRA & breakdown (if applicable) } Grantee’s Assignment of Refunds, Rebates and Credits } Grantee’s Close-out Tax Certification

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¡In closeout, grantee may only liquidate obligations incurred during Po. P – not incur new obligations ¡The only liquidation that can occur during the closeout is the liquidation of accrued expenditures (NOT obligations) for goods and/or services received during the grant period. ¡Grantee may not direct charge staff time to work on closeout of grant after Po. P end date

¡Drawdowns & Administrative Costs There is a 10% limitation on administrative costs. 10% of grant award amount.

¡Indirect cost reporting line items have been added. ¡Indirect cost expenses are only to be reported by the non-federal entity receiving direct awards from DOL. ¡Indirect cost expenses are reported only on the FINAL ETA-9130 report. 35

¡Grantee provides written justification to FPO ¡FPO determines if appropriate ¡FPO sends justification to closeout specialist and documented in file

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From: etareporting. auto-email@dol. gov [mailto: etareporting. auto-email@dol. gov] Sent: Thursday, February 04, 2016 9: 27 AM To: Mathew, Joe - ETA Report Subject: Submission confirmation of Closeout Please do not respond to this message!!! Closeout Report Grant Number: HG 222441460 A 0 Has been successfully submitted on 02/01/19 09: 26 A. M. And is now certified 41

Dear Grantee, This letter is to notify you that the Department of Labor has closed grant number HG 222441460 A 0 and no further costs may be charged to this agreement. The total amount of allowed Federal cost at the time of close is $21963109. 4. At this time, no action is required by your organization. As specified at 29 CFR 95. 72, this closeout does not affect: 1) ETA's right to disallow costs and recover funds on the basis of a later audit or other review; or 2) Your obligation to return any funds due to the Federal Government as a result of later refunds, corrections, or other transactions; or 3) Your responsibilities for retention and access requirements, real property and equipment management, and audit requirements, as specified at 29 CFR 95. 53, 95. 32, and 95. 26 respectively. Inquires regarding this closeout may be directed to the Resolution Specialist. Sincerely, . 42

¡Expenditure amount higher than drawdown amount. § They need to match. ¡Completing the equipment form correctly. ¡All required forms and documents to be submitted.

¡ Non-responsive grantees ¡ Refunds ¡ Equipment disposition ¡ 9130 issues ¡ Administrative cost issues ¡ Indirect cost issues ¡ Question and disallowed costs/ID’s and FD’s ¡ Budget realignments 44

¡ 2 CFR 200. 343 (d) ¡Grant closeout does not affect recipients obligation to return funds due to DOL as a result of refund. ¡Prompt refund of any balances of unobligated funds. ¡Refunds may require revising final expenditure report. ¡Refunds can be electronically through PMS or Pay. gov.

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Choose the answer that best reflects you (or your organization) 1. Yes 2. No

Grant ends September 31, 2019, when does the grantee need to submit the final 9130 and the Closeout 9130? Choose the answer that best reflects you (or your organization) 1. December 14, 2019/January 30, 2020 2. October 31, 2019/ December 31, 2019 3. December 1, 2019/ January 1, 2020

When is the last time I can draw down funds? January 30, 2020 Choose the answer that best reflects you (or your organization) 1. January 30, 2020 2. December 31, 2019 3. October 31, 2019

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Choose the answer that best reflects you (or your organization) • Programmatic Choose Categories Below • Staffing • Participant Services • Partnerships • Performance Reporting • Program Sustainability • Grant Closeout Process 51

¡Grant Closeout Process ¡H-1 B Staff Transitions Tip Sheet ¡H-1 B RTW Grant Wrap-up Checklist ¡Ready to Work Community of Practice } Your home for all of Ready to Work online resources êhttps: //h 1 breadytoworkforcegps. org/ 52

U. S. Department of Labor RTW@dol. gov

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