Treasury/Contributions Unit. The grant period should be recorded in the Project “End Date” field at the time the project is setup in Atlas. No income will be allocated to a project by Contributions Unit without receipt of a copy of the signed grant agreement and project document (see below). US grant income MUST NOT be transferred in Atlas from one project ID to another project ID without prior clearance from Contributions Unit. Country Offices should notify the Contributions Unit of agreements to extend the grant expiry date. The notification (including signed modification agreement) must be sent to Contributions Unit within 10 working days of such extension being granted. The Contributions Unit will inform Country Offices of grants expiring within 60 days to grant expiry. Country Offices are responsible for confirming to Contributions Unit the current status of the grant i.e. whether the project is complete, whether expenditure has been reported, and whether a no-cost extension has been requested and granted. In entering the project in Country Offices must ensure that the GMS rate, as agreed with the US Federal Government Agency, in the agreement is entered accurately. Contributions Unit is responsible for filing the Final FFR-425 reports (upon grant expiry and project completion), which must be submitted within 90 days of the grant expiry date. Contributions Unit is also responsible for filing quarterly FFR-425 reports for cumulative expenditure of all grants. Country offices are required to submit to Contributions Unit quarterly grant within 30 days of the quarter close. Country offices are responsible for submitting interim FFR-425 10(d) to 10(o)} to the local Contract/Agreement Officer’s Technical Representative (COTR/AOTR) for on-going grants. This should be done within the time frame agreed with the COTR/AOTR (usually quarterly) using expenditure data from official financial records contained in the General Ledger and expenditure certification submitted to Contributions Unit. Contributions Unit will close out grants with the US Federal Government Agency HQ upon timely certification by the Country Office that the activities related to the grant have been completed.
Operating Guidelines for use of Letter of Credit-MATRIX Step Timeframe/Report Responsibility Signed agreements at CO level (agreement with the US Federal Government Agency) CO from date of signing the Agreement CO Agree on frequency of interim reporting requirements and deadline with local COTR/AOTR Prior to signing agreement CO Submit a copy of signed grant agreement to HQ As soon as agreement is signed CO Creation of Project in Atlas As soon as the project budget is finalized CO Credit project income in Atlas Upon receipt of executed agreement or amendment HQ File quarterly FFR-425 to US Federal Government Agency office As agreed with COTR / AOTR CO Manage agreement against required filing dates and expiry date As per agreement requirements CO File final FFR-425 (individual grant) Within 90 days of grant expiry following expenditure certification by CO HQ File quarterly FFR-425 (consolidated for all grants) Within 30 days of quarter’s end following expenditure certification by CO HQ Step Timeframe/Report Responsibility Project Operational Close Before the expiry date CO Project Financial Close After operational closure but not more than 90 days after grant expiry CO Cash Draw-Down Quarterly or other period TBD by HQ. HQ Extension Notification to HQ CO within 10 working days of extension. CO Notification of Grant Expiry 60 days prior to grant expiry date. HQ