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FAA Grant Closeout Guidance FAA

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					Airports Division                               Federal Aviation
                                                Administration
Eastern Region

Grant Closeout
Guidance



Presented to: 33rd Annual Airports Conference
By: Patricia Henn, AIP/PFC Program Manager
Date: March 4, 2010
                Why do we need to discuss Grant Closeouts?
•       Trends in Grant Workload
•       FAA Internal Goals
•       Impacts to Sponsors and Consultants
•       Required by AIP Handbook 5100.38c Chapter 13 and
        Title 49 CFR Part 18

                          What is the Grant Closeout process?

    •    Work Completion Requirements
    •    Administrative Requirements
    •    Financial Requirements
    •    Final Project Report and
    •    Other Considerations


Grant Closeout Guidance                                  Federal Aviation   2
March 4, 2010                                            Administration
   Why?           Trends in Grant Workload

  1. Open Grants as of 9/30/2009
          •    Nationally = 6,981
          •    Eastern Region = 609

  2. Our overall grant workload is increasing…
          •    Nationally             Grants Issued in 2009 = 3,324
                                      Grants Closed in 2009 = 2,131
          •    Eastern Region         Grants Issued in 2009 = 364
                                      Grants Closed in 2009 = 310

  3. Number of Open Grants from 2007 or Earlier = 281



Grant Closeout Guidance                                 Federal Aviation   3
March 4, 2010                                           Administration
Why?         FAA Internal Goals

• By September 30, 2010, closeout 95% of those
  grants issued for 2006 and prior years that are open
  on October 1, 2009, not including those covered by
  extraordinary or unusual circumstances (litigation,
  SBG, reimbursables, etc.)

• Number of Open Grants that are 4 years or older as
  of October 1, 2009 =147 grants


• 95% goal =138 grants (not including extraordinary
  or unusual circumstances)

Grant Closeout Guidance                 Federal Aviation   4
March 4, 2010                           Administration
Why? Impacts to Sponsors & Consultants


 • Discretionary Funds Recovered from closed out
   grants are used to fund future change orders and
   grant amendments

 • Could Delay Future Grants…..

       ACIP Handbook Chapter 10 Section 4 Paragraph 1031b(5)
       PROJECT EVALUATION REPORT AND DEVELOPMENT ANALYSIS
       (5) Status of Prior Grant(s). If there are any projects over three years old or that
           have had no draw down for the proceeding 18 months and have not been
           closed out, give reasons for delays and schedules established for closing the
           projects. The maximum time for an AIP project, from date of grant acceptance
           to financial completion, is four years. In the case of a multi-year project, the
           maximum time for completion is four years from the date of the final multi-year
           amendment.



 Grant Closeout Guidance                                             Federal Aviation         5
 March 4, 2010                                                       Administration
Why?         Reference Orders and Regulations

FAA Order 5100.38C
Airport Improvement Program Handbook

http://www.faa.gov/airports_airtraffic/airports/resources/publications/
orders/media/aip_5100_38c.pdf


Title 49 CFR Part 18
   Uniform Administrative Requirements for Grants and Cooperative
   Agreements to State and Local Governments
   Section 18.41 Financial Reporting and Section 18.50 Closeout
http://www.dot.gov/ost/m60/grant/49cfr18.htm


Grant Closeout Guidance                                 Federal Aviation   6
March 4, 2010                                           Administration
   What? Current National Guidance

FAA Order 5100.38C AIP Handbook
      • Chapter 13 – Section 2 Grant Closeout Procedures


            • Work Completion Requirements
            • Administrative Requirements
            • Financial Requirements
            • Final Project Report



Grant Closeout Guidance                      Federal Aviation   7
March 4, 2010                                Administration
   What?          Work Completion Requirements

  FAA Order 5100.38C Airport Improvement Program Handbook
  Chapter 13 – Section 2 Grant Closeout Procedures
  Paragraph 1312 Work Completion Requirements
  •   Planning. The conditions are met when the sponsor has completed the
      work elements identified in the program narrative and the FAA has
      reviewed and accepted the final report.
  •   Land Acquisition. Conditions are met when the sponsor obtains
      satisfactory property interest in all parcels included in the grant description,
      has submitted adequate title evidence or appropriate certification for all the
      parcels, and the FAA Airports Office has accepted such evidence.
  •   Equipment Acquisition. Conditions are met when the equipment is
      delivered, installed, and tested in accordance with approved plans and
      specifications. At the option of the FAA Airports Office, the FAA or the
      sponsor may make final inspection.
  •   Construction. Conditions are met when all work items in the grant
      description have been completed in accordance with the approved or
      certified plans and specifications and the final inspection completed as
      stated in Paragraph 1220(f).

Grant Closeout Guidance                                        Federal Aviation          8
March 4, 2010                                                  Administration
   What?          Administrative Requirements

  FAA Order 5100.38C AIP Handbook
  Chapter 13 – Section 2 Grant Closeout Procedures
  Paragraph 1313 Administrative Requirements
  •   As-Built Plans. “As-built” plans or certification.

  •   Exhibit A, Property Map. Revised “Exhibit A” if any changes were
      made from the one submitted with the project application;

  •   Property Accountability.

  •   Block Grants. Forward information to the region on airport projects
      as described in Paragraph 1097a.



Grant Closeout Guidance                                    Federal Aviation   9
March 4, 2010                                              Administration
   What?          Financial Requirements

  FAA Order 5100.38C AIP Handbook
  Chapter 13 – Section 2 Grant Closeout Procedures
  Paragraph 1314 Financial Requirements

  •   Final Financial Report. The sponsor shall be required to submit a final
      financial report to the FAA in accordance with Title 49 CFR, Parts 18.41
      and 18.50. This report is required even if the sponsor has already received
      payments equal to the maximum obligation of the United States stated in
      the grant agreement. For construction and non-construction projects, the
      final report shall be made on the form the sponsor normally uses to
      request payment (SF-270 or SF-271) in cases of reimbursement by
      Treasury check, or on SF-272 if the letter of credit has been used. The
      final financial report may also serve as the request for final payment when
      100% progress payment has not been made or when an adjustment to the
      100% progress payment is required.

  •   We have moved from SF272 to SF425 - PGL 10-1 issued October 7, 2009

Grant Closeout Guidance                                    Federal Aviation     10
March 4, 2010                                              Administration
What? Financial Requirements continued
  49 CFR Part 18 Uniform Administrative Requirements for Grants and
      Cooperative Agreements to State and Local Governments
  •     Section 18.41 Financial Reporting
  •     Section 18.50 Closeout
          •     General
          •     Reports – Within 90 days after the expiration or termination of the
                grant, the grantee must submit all financial, performance, and other
                reports required as a condition of the grant. Upon request by the
                grantee, Federal agencies may extend this timeframe.
          •     Cost adjustment – The Federal agency will, within 90 days after
                receipt of reports in paragraph (b) of this section, make upward or
                downward adjustments to the allowable costs.
          •     Cash Adjustments

Grant Closeout Guidance                                       Federal Aviation     11
March 4, 2010                                                 Administration
   What?          Final Project Report

  FAA Order 5100.38C AIP Handbook
  Chapter 13 – Section 2 Grant Closeout Procedures
  Paragraph 1315 Final Project Report
  •   Preparation. After the requirements of Paragraphs 1312, 1313, and 1314
      have been met, a final project review shall be made resulting in a final
      project report. The report shall contain information deemed necessary for
      any subsequent examination or evaluation of the project.

  •   Approval of Final Project Report. The report will normally be prepared
      by the FAA project manager and be reviewed and approved by the Airports
      Division Manager. This authority may be delegated but must remain at one
      level higher than the project manager in the chain of command. This
      constitutes a routine element of program checks and balances as required
      by OMB Circular A-123.


Grant Closeout Guidance                                   Federal Aviation        12
March 4, 2010                                             Administration
   What?          Other Considerations

  FAA Order 5100.38C AIP Handbook
  Chapter 13 – Section 2 Grant Closeout Procedures
  Other Considerations

  • Special Conditions

  • Grant Descriptions

  • Change Order Approvals



Grant Closeout Guidance                   Federal Aviation   13
March 4, 2010                             Administration
    Thank You!


    Questions?




Grant Closeout Guidance   Federal Aviation   14
March 4, 2010             Administration

				
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