Minnesota Department of Transportation Office of Transit – Administrative Procedure #2013-09 (Replaces #2007-12 and #2010-03) Title: Federal Grant Closeouts Background: Administrative Procedure #2007-12 and #2010-03 were reviewed and revised in response to FTA’s State Management Review requirement that MnDOT submit a written procedure for more effectively administering its grants to close out projects in a timelier manner Policy/Objective: To comply with FTA grant management guidelines Description: Internal procedures for timely closure of grants upon completion of projects. Per FTA guidelines, grant closeout should be initiated within 90 days after all work activities for the projects are completed Definitions: FTA Federal Transit Administration – Forms: Grant Closeout Schedule: n:\transit\BarbK\FTA Grant Tracking\Close Out Schedule 5311 grants.xls Procedure: Step Responsible Action Partners Convene monthly meetings with Office Management to review Financial Manager; status of open grants that are two years old or older, monitor Program Directors; 1 Office Director grant progress towards meeting closure dates on Grant Closeout other appropriate Schedule, and identify grants that need additional attention staff Propose appropriate action for grants identified in Step 1 that Office Director; need additional attention so that Grant Closeout Schedule is Section Directors; maintained (Examples of proposed actions: recharge expenses to Federal Program 2 Financial Manager different grants, close contracts vs. amendments, request audit of Manager; Staff specific contract/s, request Civil Rights Office expedite final Attorney closeout documentation) Contact Audit or Civil Rights Offices with requests to expedite Management 3 Office Director closure process for specific contracts identified in Step 1 Team Approve/deny contract amendments that impact timely closure of Program Director; 4 Office Director grants identified in Step 1 that need additional attention Project Manager; Staff Attorney Update Grant Closeout Schedule monthly Program Directors; 5 Financial Manager Project Managers Report Grant Closeout Schedule to FTA per FTA’s direction FTA 6 Financial Manager Review Grant Closeout Schedule monthly to identify which grants Financial Staff 7 Financial Manager have all work activities for the program of projects completed Determine unobligated funds remaining in federal grant; if Financial Staff, necessary, move audited contracts with the same scope to oldest Federal Program 8 Financial Manager open federal grant to utilize funds Manager
Minnesota Department of Transportation – Office of Transit Administrative Procedure #2013-09 (Replaces #2007-12 and #2010-03) Title: Federal Grant Closeouts Background: Administrative Procedure #2007-12 and #2010-03 were reviewed and revised in response to FTA’s State Management Review requirement that MnDOT submit a written procedure for more effectively administering its grants to close out projects in a timelier manner Policy/Objective: To comply with FTA grant management guidelines Description: Internal procedures for timely closure of grants upon completion of projects. Per FTA guidelines, grant closeout should be initiated within 90 days after all work activities for the projects are completed Definitions: FTA – Federal Transit Administration Forms: Grant Closeout Schedule: n:\transit\BarbK\FTA Grant Tracking\Close Out Schedule 5311 grants.xls Procedure: Step Responsible Action Partners 1 Office Director Convene monthly meetings with Office Management to review status of open grants that are two years old or older, monitor grant progress towards meeting closure dates on Grant Closeout Schedule, and identify grants that need additional attention Financial Manager; Program Directors; other appropriate staff 2 Financial Manager Propose appropriate action for grants identified in Step 1 that need additional attention so that Grant Closeout Schedule is maintained (Examples of proposed actions: recharge expenses to different grants, close contracts vs. amendments, request audit of specific contract/s, request Civil Rights Office expedite final closeout documentation) Office Director; Section Directors; Federal Program Manager; Staff Attorney 3 Office Director Contact Audit or Civil Rights Offices with requests to expedite closure process for specific contracts identified in Step 1 Management Team 4 Office Director Approve/deny contract amendments that impact timely closure of grants identified in Step 1 that need additional attention Program Director; Project Manager; Staff Attorney 5 Financial Manager Update Grant Closeout Schedule monthly Program Directors; Project Managers 6 Financial Manager Report Grant Closeout Schedule to FTA per FTA’s direction FTA 7 Financial Manager Review Grant Closeout Schedule monthly to identify which grants have all work activities for the program of projects completed Financial Staff 8 Financial Manager Determine unobligated funds remaining in federal grant; if necessary, move audited contracts with the same scope to oldest open federal grant to utilize funds Financial Staff, Federal Program Manager
2013-09-Federal-Grant-Closeouts.doc.docx