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Operational Advisory
Office of Operations
Bureau of State Accounting Operations

Advisory Number: 4
Advisory Name: Federal Grants Closing in September 2013
Date Issued: 09/20/2013 Date Last Updated: 09/20/2013
Subject:
Federal Grants Closing in September 2013

Guidance:
Many federal grants awarded to NYS agencies are scheduled to close on September 30, 2013. Cognizant state agencies are responsible for monitoring and reconciling their federal awards using the appropriate federal payment management system and SFS grant reports. Agencies should reconcile the amount drawn as displayed in the federal system to the LTD disbursements reported on the NYGR0010. In addition, cognizant agencies should coordinate final spending amounts if grant authorizations were sub-allocated to other agencies. 

All transactions related to these grants must be fully processed in SFS by September 26, 2013 so that the cognizant agency can perform a final reconciliation of these grants prior to September 30, 2013. 

More information related to the Closeout of Federal Grant Awards may be found in the Guide to Financial Operations, Chapter IX, Section 7.J - Final Reports, as outlined for Non-Onboarding agencies in the Guide to Financial Operations, Chapter IX, Section 3 – Establish & Maintain Federal Grants in SFS for Non-Onboarding Agencies and as outlined for Onboarding agencies in the Guide to Financial Operations, Chapter IX, Section 4 – Establish & Maintain Federal Grants in SFS for Onboarding Agencies.

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