Voca Assistance Grant Closeout Policy

VOCA ASSISTANCE GRANT CLOSEOUT POLICY

GRANT #________________

Pursuant to Special Condition #_____ of the OVC FY 09 VOCA Victim Assistance Formula Grant, the AGENCY NAME submits the following grant closeout policies and procedures:

It is the policy of the AGENCY NAME to perform the following tasks in order to properly closeout a VOCA grant:

1) One month prior to the grants end date, the Program Specialist will send close out notices to the subgrantees.

2) After the end of the 5th quarter of the grant, or the quarter following the end of the grant period, the Program Specialist will prepare final spreadsheets listing subgrant expenditures, match, and administrative costs.

3) The Program Specialist will ensure all requests for funds, quarterly financial reports, and final performance reports are received, and that all data is accurately recorded.

4) Reimbursements of unexpended funds will be allocated to new subrecipients if unexpended funds are returned during the federal grant project period specified by DOJ.

5) Deobligated funds received after the federal grant project period will be returned to DOJ within ten calendar days of receipt of the funds, using procedures set forth by DOJ.

6) SF 269/SF 425 reports will be accurately completed through the GMS system prior to the final deadline required by the federal granting agency.

7) The AGENCY NAME will do all required grant close out procedures in the GMS system 30 days after all grant and match funds are expended and prior to the end of the federal grant project period.

8) A grant will be deemed closed by the AGENCY NAME when all funds have been drawn down and expended, and all audits are complete.