Mississippi Administrative Code › Title 18 - HUMAN SERVICES › Part 8 - MDHS Subgrant Manual › Chapter 1 - Introduction › Rule 18-8-1.1 - Repeal Prior Rules/Manuals › Section 18-8-1.1-8 - Closeout Procedures

Current through June 25, 2024
Overview
The closeout of a subgrant is the process by which
					 Mississippi Department of Human Services (MDHS) determines that all applicable
					 administrative actions and all required work of the subgrant have been
					 completed. Subgrantees are responsible for ensuring that orderly and timely
					 work of the subgrant have been completed. Subgrantees are responsible for
					 ensuring an orderly and timely programmatic phase out of subgrants and the
					 financial settlement of subgrantee and vendor claims. The subgrantee closeout
					 procedures describe the instructions to be followed to officially close
					 subgrants awarded by MDHS. Subgrantees should also refer to 45 C.F.R. Part 75
					 and/or Part 92, as applicable.
Due Date and Content of Closeout Packet
The Subgrantee closeout packet bearing original or
					 electronic authorized signatures of the Subgrantee organization
is due
					 and shall be received
by MDHS Subgrants Management Claims Unit
no later than forty-five (45) calendar days from the ending date
					 of a subgrant OR no later than forty-five (45) calendar days from expenditure
					 of all subgrant funds (if expenditure occurs prior to subgrant agreement end
					 date).
If the 45th calendar day
					 falls on the weekend, the closeout packet is due the Friday before. The
					 Subgrantee shall retain a copy of the closeout packet submitted to MDHS.
Note: Closeout packages that are not received in a timely
					 manner may result in the following:
(1) delay in processing any outstanding or
				  future subgrantee claims;
(2)
				  adversely affect upon MDHS approval for future subgrant funding; and/or
(3) MDHS Administrative Closeout of
				  the subgrant.
After timely receipt and review of the subgrant closeout
					 packet, MDHS may request further documentation and/or revisions to the subgrant
					 closeout packet.
Content of Closeout Packet
The Subgrantee Closeout Packet shall include, but not be
					 limited to, the following information which shall be accurately completed by
					 the Subgrantee:
1) Subgrantee Closeout
				  Checklist;
2) Certification of
				  Subgrant Compliance;
3) Outstanding
				  Claimant Form;
4) Final
				  Claim;
5) Final Expenditure
				  Report;
6) Inventory Control List
				  (for equipment/property);
7)
				  Request to Retain Equipment/Property (as applicable);
8) Refund Payment to MDHS (as applicable).
Closeout Refund Payment to MDHS
Indicate the amount of any unused funds plus any
					 outstanding claimants' amounts for each agreement and category. The amounts
					 listed as "unused funds" shall be refunded by check with the closeout package.
					 Refund checks are to be made payable to
Treasurer, State of
					 Mississippi
. The subgrant number(s) shall be included on the
					 check or check stub.
Refund checks are due as an attachment to the Closeout
					 package and shall be received no later than forty-five (45) days after the end
					 of the performance period. Any Refunds checks
not
					 included
as part of the closeout package, should be mailed to
					 the following address:
Mississippi Department of Human Services
Attention: Procurement Services - Subgrants Unit
Post Office Box 352
Jackson, MS 39205
Administrative Closeout
If a subgrantee fails to close out a program year sixty
					 (60) days after the grant ends or fails to properly adhere to established
					 closeout policies and regulations, MDHS may complete an administrative closeout
					 packet using fiscal information from the official subgrant file maintained by
					 MDHS. A copy of the administrative closeout will be provided to the subgrantee
					 to be maintained as a part of their official subgrant file.
Equipment Property Closeout
A subgrantee that desires to retain and continue using
					 equipment or property after the expiration date of the subgrant period shall
					 submit a written request to the MDHS Federal Property Division. It is the
					 established policy of MDHS to give consideration to the written request, to
					 allow federally and/or state purchased equipment or property to remain on the
					 premises of the organization, if the subgrantee continues to operate at the
					 same site, as long as, the organization continues to serve the implementation
					 and objective of the federal program under which the subgrant agreement
					 originated, and the subgrantee is in good standing at the time of
					 closeout.
Subgrantee written request to retain and continue using
					 subgrant equipment or property may be submitted to MDHS before the end date of
					 the subgrant agreement. The written request to retain and continue using
					 subgrant equipment and/or property shall include a copy of the Subgrantee
					 Inventory Control List for each item of equipment and/or property under the
					 subgrant. The written request should identify the equipment/property items
					 requested to be retained and adequately explain the continued use and purpose
					 for retention.
If the Subgrantee's request to retain property and/or
					 equipment is approved by MDHS, it shall be the responsibility of the Subgrant
					 Property Office in the MDHS Division of Property to monitor the utilization of
					 all items on a yearly basis. The final deadline for equipment and/or property
					 retention request is the same due date for the closeout packet.
Upon termination and/or expiration of a subgrant and as
					 part of the Subgrant Closeout Process, should the subgrantee determine that the
					 property purchased under the subgrant is no longer needed, or the request to
					 retain is denied, the subgrantee shall coordinate delivery of any property
					 purchased under the subgrant with the MDHS Federal Property Division. The
					 subgrantee shall deliver the property to MDHS no later than forty-five (45)
					 days from the subgrant end date.