Process in EGMS 2 Important Dates Action DateTimeline End of DC fiscal year Sept 30 2018 Last day to submit reimbursements Nov 15 2018 Closeout reports due in EGMS Jan 15 2019 ID: 1028892
Download Presentation The PPT/PDF document "How to Complete the Closeout" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
1. How to Complete the Closeout Process in EGMS
2. 2Important DatesActionDate/TimelineEnd of DC fiscal yearSept. 30, 2018Last day to submit reimbursementsNov. 15, 2018Closeout reports due in EGMSJan. 15, 2019
3. Purpose and Overview EGMS Grant Closeout
4. 4Subgrantees have already been awarded funds.The DC fiscal year ended on Sept. 30, 2019. Reimbursement requests for funds obligated through Sept. 30, 2019 were due in the Enterprise Grants Management System (EGMS) by Nov. 15, 2019.Current grants will go through a closeout process.Closing out allows for a clean end to the DC fiscal year.All subgrantees should submit a closeout report, whether they have funds remaining or not.This verifies the records of the subgrantee with OSSE’s records.Purpose of EGMS Closeout Reports
5. 5Some grant programs allow for unexpended funds to be carried forward from one year to the next. These funds are generally referred to as “carryover funds.”In order to access carryover funds, EGMS needs confirmation from each subgrantee for each program, that all reimbursement requests from the prior year have been fully processed.Once complete, the unexpended funds are loaded into continuation applications.Closeout is completed for each grant individually. If you also have contracts with OSSE there is a separate process for procurement closeout. Closeout Process
6. 6In order to complete closeout, subgrantees will need to ensure:All amendments should have a status of “final approved.” All reimbursement requests are approved. They cannot be in the “returned for changes” or “not submitted” status. Please use the “Delete Request” to remove any reimbursement requests that will not be submitted. All approved reimbursement requests must be fully processed and paid by SOAR, DC’s financial system. The closeout report is saved and submitted.Closeout reports are due on January 15, 2019.Continuation applications and guidance will be released on xxx.Continuation applications will be due September 30, 2018.FY19 reimbursement requests may be submitted upon approval of the continuation application.Closeout Process, cont.
7. Steps to Submit a Closeout Report
8. 8Step 1: Logon to the EGMS with existing credentials at: http://grants.osse.dc.gov/ Step 2: After logging on, click the “GMS Access / Select” link (shown below) on from the Menu List: Submitting a Closeout Report
9. 9Step 3: From the GMS Access/Select Page, click the “Payments” button to open the Payments Summary page: Submitting a Closeout ReportClick the Payment button for the project to be closed out.
10. 10Step 4: Click “View Reimbursement Requests/Closeout Reports”:Submitting a Closeout ReportClick this button.Note that the status of the Closeout Request will display here on the Payment Summary page.
11. 11Step 5: Creating a Closeout Report:On the Reimbursement Request/Closeout Report Menu, the first section will display Reimbursement Requests (RRs) that have processed through the project period. All RRs must be in “Approved” status. Some RRs may be approved by OSSE, but not yet paid by SOAR, which will prevent the creation of the Closeout Request until those are paid by SOAR. Submitting a Closeout Report
12. 12Click the “Create Closeout Rep” button:Submitting a Closeout Report
13. 13Step 6: Completing a Closeout Report: Within a Closeout Report, there are two tables: The first table is a budget summary which is displayed only for informational purposes. The second table is where the subgrantee should indicate the total amount they have expended in the fiscal year, for each budget cell in the column “Expenditure Amount.” If the amount is different than the amount which has been paid, this amount will be summed with any other variances between OSSE payments and expenditure amount. Submitting a Closeout Report
14. 14Submitting a Closeout ReportSelect 9/30 from this dropdownSubgrantees MUST complete this column with actual expenditure amounts. ANY amount that differs from the OSSE Payments amount will highlight in yellow.
15. 15If there are any variances between OSSE payments and requested reimbursement/expenditure amounts, the subgrantee should enter comments to explain this variance. Files supporting unpaid expenditure amounts should be uploaded. Submitting a Closeout ReportIf the sum of variances indicates funds are due to the subgrantee, that amount will be displayed hereIf the sum of variances indicates the subgrantee has been paid more than it has expended, that amount will be displayed here. Grant managers will communicate how to handle this condition if it occurs (e.g. refund check or future payment offset)Subgrantees should click this checkbox to indicate that no further reimbursement requests will be submitted for the fiscal year.
16. 16After data entry on the page is complete, click the “Save Page” button at the bottom to save the updated values into the closeout report. Submitting a Closeout ReportAfter the page has been saved, a reminder will appear at the top of the page. This is NOT an error message.
17. 17Step 7: Submitting a Closeout Report:The report is not submitted until an authorized user clicks the “Submit to OSSE” button on the bottom of the page.Submitting a Closeout ReportYou will receive a notification at the top of the page confirming a successful submission.
18. Contact Information
19. 19Contact for questions about the grant including requirements, schedule, reporting, etc. Sam Ullery, School Garden SpecialistSchool Gardens Program C: (202) 341-0791E-mail:Sam.Ullery@dc.gov[program name] Program Point of ContactVoice over the types of questions that should go to program vs. to EGMS help desk. Program POC can always loop in EGMS if it is a technical/usability issue.
20. 20EGMS Technical SupportPlease contact the OSSE Customer Service team if you experience technical issues and/or have any questions regarding EGMS as follows:Office Hours: 7:30 a.m. – 5:30 p.m.(Monday through Friday)OSSE.Callcenter@dc.gov(202) 719-6500See sample dialogue in notes section below. Be sure to distinguish the types of questions that should come to you versus to EGMS Help Desk directly.