MARICOPA COUNTY_09CH7096_CLOSEOUT LETTER_04.15.16.PDF

DEPARTMENT OF HEALTH & HUMAN SERVICES
Office of Grants Management
Refer to: 09Q-17096/50 Region IX
90 - 7th Street, 9th floor
San Francgsco, CA 94103
APR
Clint Hickman, Board Chairperson
Maricopa County Human Services Department
234 North Central Ave, Suite 3201
Phoenix, AZ 85004-2256
Reference: Grant/Cooperative Agreement Number: 09C1-17096/50
Budget Period: July 1, 2015-June 30, 2016
Dear Mr. Hickman:
Our records indicate that the above-referenced grant is scheduled to end on June 30,
2016. In accordance with the terms and conditions of your award, you are required to
submit all required final reports for the budget period. The final Federal Financial Report
(SF-425 marked as "final"); the Property Inventory and Disposition Statement (original
and one copy of each) Standard Form 428, and the Real Estate Property, Standard Form
429 must be submitted by October 30, 2016. Forms and instructions may be found at
http://www.acf.hhs. ov/ _g -ar -mts_resources.html. The property and inventory forms
found at the link can be used; however, you may use your own template/form as long as it
contains the same level of information.
Please be aware that your final FFR (marked as "final") must indicate the exact balance
of unobligated funds and may not include any unliquidated obligations. Since this is the
final year of your indefinite grant, all funds that are unobligated revert to the U.S.
Treasury.
In addition, you must complete the electronic Federal Financial Report (SF-425), which
can be accessed at
http://www.dpmpçgov/ recipient/ffr information.asnx?explorer.event=true.
In accordance with the terms and conditions of your award, you are required to return to
HES any unobligated funds that you have drawn down from the Payment Management
Services. Also, the final FFR must reflect any required matching or cost sharing and
must agree with expenditures reported to the Division of Payment Management on the
Federal Financial Report (SF-425). Therefore, you are reminded that you are responsible
for the timely closeout of any subgrant(s) and/or contract(s) under the grant and the
financial settlement of any claims so that you can meet our closeout requirements. You
should establish a receipt date for your subrecipients/contractors to submit closeout data,
final reports, and final claims that allows you to meet our requirements for submission of
final reports.

In addition, if you have any federally owned property provided under this and/or you
purchased equipment (defined as a nonexpendable personal property whose original
acquisition cost exceeded $5,000) under this award, you must submit a final inventory
that lists all of that equipment. For acquired property for which you will have no further
need, you should request disposition instructions as part of closeout. We also may
exercise our right to transfer title of the property to a third party, as provided in 2 CFR
75.318, Real Property, and 75.320, Equipment. If no property was acquired under this
grant, please indicate no equipment acquired.
The specified reports and other documents should be submitted through the respective
electronic systems or Region IX office:
1) Submit your Close-Out Budget for our approval no later than 5/31/2016„
2) Update Children Records and ready for transfer to the new grantee no later than
6/30/2016.
3) Update Property Inventory and Real Property Records and ready for transfer to
the new grantee by 6/30/2016„
4) All Contract Services (lease of facilities, copier machines, utilities, and other
services) must be completed and terminated no later than 6/30/2016.
5) All Head Start and Early Head Start obligations must be liquidated no later than
9/30/2016.
6) SF-425 Federal Financial Report submitted in paper form to Region IX (due date
10/30/2016) which includes the SF-428 and SF-429:
Martin Tom, Grants Officer
Attn: Chris Pfiaumer
Office of Grants Management — Region IX
Administration for Children and Families
90 7th Street, 9th Floor
San Francisco, CA 94103
7) SF-425 Cash Transaction Report submitted electronically to the Division of
Payment Management.
Submission to any other office or official will result in your reports being considered
delinquent. Following receipt of your reports, we will review them and advise you of
their acceptability or any need for revision.
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Although there is no separate requirement for an audit as part of closeout, you are
reminded that you still are required to comply with the audit requirements of 45 CFR Part
75.501. In the event of an audit disallowance subsequent to close-out of this grant, the
Administration for Children and Families retains the rights to recover any amount
sustained.
If you anticipate not being able to meet the above time frames or requirements, you must
immediately notify your Financial Management Specialist in writing.
Sincerely,
Martin Tom, Grants Officer
Office of Grants Management — Region IX
cc: Bruce Liggett, Executive Director
Alecia Jackson, Program Director
Celeste Bautista, Chief Financial Officer
Cherilyn Secody, Policy Council Chairperson
Andrea Harvey, Program Specialist
Heather Thach, Financial Management Specialist
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