UTC Grantees’ Meeting    PLANNING FOR   GRANT CLOSEOUT      Portland, Oregon       June 13, 2011                         1
Which Situation Are You In? SAFETEA-LU initially authorized 60 UTCs One UTC was authorized to receive funds only from Fe...
Situation Sooner (got FFY10 funds in 2010)                                             3
Situation Sooner (got FFY10 funds in 2010)Note: This information will also apply to Situation Later UTCs in 2012-2013 Gra...
Situation Sooner (got FFY10 funds in 2010)As RITA Administrator Peter Appel said during his June 7 telecon, RITA will prov...
Situation Sooner (got FFY10 funds in 2010) Invoices  □ During the closeout year, invoices need to show clear progress    ...
Situation Sooner (got FFY10 funds in 2010) Reporting Requirements  □ During closeout period, RITA will reduce reporting a...
Situation Later (getting FFY10 funds in 2011)                                                8
Situation Later (getting FFY10 funds in 2011) Grant continues as normal for your 2011-2012 Grant Year  □ Grant Year timin...
Situation Later (getting FFY10 funds in 2011) Budgeting for Closeout Year  □ A couple of Situation Later UTCs have alread...
Questions?             11
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UTCs Planning for Grant Closeout

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UTCs Planning for Grant Closeout

  1. 1. UTC Grantees’ Meeting PLANNING FOR GRANT CLOSEOUT Portland, Oregon June 13, 2011 1
  2. 2. Which Situation Are You In? SAFETEA-LU initially authorized 60 UTCs One UTC was authorized to receive funds only from Federal FY06 and -07, so there are now 59 active grants 43 of the current 59 UTCs got what has now turned out to be their last year of funding, Federal FY10, in summer 2010 □ Let’s call this Situation Sooner 16 of the current 59 UTCs are getting their last year of funding, Federal FY10, in summer 2011 □ Let’s call this Situation Later 2
  3. 3. Situation Sooner (got FFY10 funds in 2010) 3
  4. 4. Situation Sooner (got FFY10 funds in 2010)Note: This information will also apply to Situation Later UTCs in 2012-2013 Grant Termination Date □ Termination Date = last date on which expenses may be incurred, and matching funds applied, to the grant □ All 43 Situation Sooner UTCs have Termination Dates a year from now, in Summer/Fall 2012* (exact date aligns with the end date of your Grant Year) which allows for a one-year closeout period □ RITA will consider requests to extend the Termination Date when the existing date nears and for good cause ▪ Good cause typically includes such things as finishing Final Research Reports on completed projects or funding students ▪ It does not include more time simply to use up uncommitted funds, so plan to use funds in a timely manner *2013 for Situation Later UTCs 4
  5. 5. Situation Sooner (got FFY10 funds in 2010)As RITA Administrator Peter Appel said during his June 7 telecon, RITA will provide maximum flexibility to reallocate any remaining funds to support students and meet other allowable commitments made during the time when the future of your grant was unknown. Rebudgeting □ Federal grant regulations allow you to move funds between categories of your approved budget until those changes amount to 10% of the total value of the grant (all years, Federal+match) ▪ Within that allowable 10%, you are free without obtaining RITA approval to move funds to any activity that is consistent with your approved Strategic Plan □ If you need to move funds in excess of the allowable 10%, please work with your RITA Grant Manager to revise your budget 5
  6. 6. Situation Sooner (got FFY10 funds in 2010) Invoices □ During the closeout year, invoices need to show clear progress toward meeting non-Federal match requirement (if applicable) □ Match requirement must be fully met on final invoice ▪ if it is not, RITA will withhold payment and request that unmatched Federal funds be returned 6
  7. 7. Situation Sooner (got FFY10 funds in 2010) Reporting Requirements □ During closeout period, RITA will reduce reporting as much as possible ▪ All three parts of your 2010-2011* Annual Report should be submitted on time ▪ Semi-annual Federal Financial Reports (SF425s) must continue to be submitted until the grant closes ▪ Final Research Reports must continue to be submitted as research projects finish ▪ Any newly selected research projects during the closeout year would need project descriptions to be done as required ▪ No newsletters are required during the closeout year ▪ No Annual Report is required covering the closeout year ▪ RITA plans to maintain a link from the UTC Program website to your UTC’s website for as long as information on your site remains current *2011-2012 for Situation Later UTCs 7
  8. 8. Situation Later (getting FFY10 funds in 2011) 8
  9. 9. Situation Later (getting FFY10 funds in 2011) Grant continues as normal for your 2011-2012 Grant Year □ Grant Year timing stays the same as in prior years □ RITA will aim to award FFY10 funds in the month prior to the start date of your Grant Year (assuming your on-time submission of application and prior-year reporting requirements) □ All Reporting Requirements continue to apply Grant Termination Date □ RITA’s custom is to make a grant’s Termination Date one year from the end date of the last funded Grant Year ▪ Example: if your Grant Year funded by FFY10 money is July 1, 2011-June 30, 2012, the Termination Date will be extended to June 30, 2013 9
  10. 10. Situation Later (getting FFY10 funds in 2011) Budgeting for Closeout Year □ A couple of Situation Later UTCs have already done two-year budgets for their FFY10 funds to include the closeout year □ If you did not do that, please work with your RITA Grant Manager to revise your budget to include closeout-year costs ▪ You should budget for key staff to remain onboard to complete reporting and closeout ▪ You may wish to reserve funding for student support during the closeout year Grant closeout takes place as described above in 2012-2013 10
  11. 11. Questions? 11

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