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<br />Closeout <br /> <br />Advances and <br />Interest Earned <br />on Advances <br /> <br />Payment <br />Request <br />Process <br /> <br />The State will close a sub grantee award after: <br /> <br />· Receiving a subgrantee Performance Report indicating that all approved <br />work has been completed, and all funds have been disbursed; <br />· Completing a review to confirm the accuracy of reported information; <br />and, <br />· Reconciling actual costs to awards, modifications and payments. <br /> <br />If the closeout review and reconciliation indicates that the subgrantee: <br /> <br />· is owed additional funds, the state will send the final payment <br />automatically to the subgrantee. <br />· did not use all funds received, the state will issue an Invoice or Grant <br />Modification letter to recover unused funds. <br /> <br />In the Grant Closeout letter, the state will notify the sub grantee of the start <br />of the record retention period for all programmatic and financial grant related <br />records. <br /> <br />NOTE: Failure to maintain all grant records for the required retention period <br />could result in a reduction of eligible grant activities, and an invoice to return <br />costs associated with the unsupported activities. <br /> <br />The U.S. Department of Homeland Security allows subgrantees to request FY <br />07 HSGP funds up to 120 days prior to expenditure/disbursement, or on a <br />reimbursement basis. The federal guide requires that advances must be <br />deposited in interest-bearinl! accounts, and describes how interest earned <br />should be returned quarterly to the federal government. <br /> <br />In addition to returning interest in accordance with the prescribed federal <br />guidance, subgrantees must also inform the grantees Program Representative <br />in the Grant Administration Unit at the Governor's Office of Homeland <br />Security, of any interest returned on program funds. <br /> <br />To request advance or reimbursement payment ofFY 07 HSGP funds, <br />complete a payment request form using the OHS Financial management <br />Forms Workbook and return it to the appropriate Program Representative in <br />the Grant Administration Unit at the Governor's Office of Homeland <br />Security . <br /> <br />OHS Financial Management Forms Workbook V 1.07 <br /> <br />http://www.homeland.ca.gov/grants.html <br /> <br />NOTE: Payments can only be made if the subgrantee has an approved <br />application, valid Governing Body Resolution and valid Grant Assurance <br />form. <br /> <br />FY07 Homeland Security Grant Program <br /> <br />Page 16 <br />