Unit 12 – Manage Project Closeout Overview 12-2 Information Requirements 12-3 Task 1: Determine Project Status 12-4 Task 2: Enter General Information 12-8 Task 3: Enter Financial Information 12-12 Task 4: Enter Property Information 12-14 Task 5: Enter State Management Cost Information 12-16 Task 6: Review Environmental Conditions 12-18 Task 7: Enter Closeout Report Information 12-19 Task 8: Closeout the Project 12-21 References 12-22 Report Table Checklist Items 12-22 Overview TheNEMIS-MTManage Project Closeout process allows FEMA Regional Mitigation staff to closeout HMGP projects. Projects with "Approved" status are closed out when:all project activities have been completed; project funds have been reconciled; and administrative, financial and reporting requirements have been complied with. Regional Mitigation Staff verify that all applicable fields in the following areas of the Mitigation module are completed: Projects-Application Development; Admin-Quarterly Report; Admin-Environmental Conditions; and Projects-Management. All other project applications that were entered in NEMISare required to be closed out through the project closeout process irrespective of whether they were submitted to the Eligibility Determination process or not.This is required, before Program Closeout (described in Unit 13).Table12-1 provides an overview of the Manage Project Closeout process in NEMIS-MT. Table 12-1: Manage Project Closeout Overview DESCRIPTION Purpose Closeout HMGP projects when all applicable administrative and required work has been completed When does it start? Upon receipt of request from the Grantee to close out the project Who does it? Hazard Mitigation Officer (HMO) How is it done? Execute eight tasks: Task 1: Determine Project Status Task 2: Enter General Information Task 3: Enter Financial Information Task 4: Enter Property Information Task 5: Enter State Management Cost Information Task 6: Review Environmental Conditions Task 7: Enter Closeout Report Information Task 8: Closeout the Project CAUTION: Project closeout cannot be completed in the system if any of the following conditions are true: An amendment is open Environmental conditions information is incomplete Property site inventory information is incomplete Information Requirements FEMA Regional Mitigation staff needsthe Grantee's Final Project Report with the following supporting documentation (where applicable): Closeout Inspection Report; Final Performance Report; Final Financial Report; SF270 - Request for Advance or Reimbursement; FF20-18 - Report of Government Property; Project Documents such as: Administrative Costs; Project Scope; Project Finances; Copyright Issues; Substantial Completion Certificate; Work Schedules; and Procurement Contracts. Property Site Inventory type projects may include the following documents: Applicable Assurances; No Use of Eminent Domain; Duplication of Benefits Verification; Appraisals; Privacy Act Release; Hazardous Materials; Covenants; Closing Statements; Copies of Recorded Deeds; Relocation Assistance; Permits; Engineering Certifications; and Elevation Certificates. Task 1: Determine Project Status 1. On the NEMIS menu bar, click on the Mitigation icon. On the MITIGATION menu, clickProjects-Closeout. 2. The Project Closeout List is displayed. 3. Table 12-2 describes the Project Closeout List information. Table 12-2: Project Closeout List Data Fields DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Disaster Nr FEMA disaster number FEMA Proj Nr System-generated FEMA project application number when project is submitted to FEMA Amendment Nr Number assigned by the system to the amendment during the Amendments process Applic ID Grantee project application number Suffix Type of funding requested; Suffix codes are R (Regular project funding), P (Planning), M (Management Costs), and F(Initiative projects) Closeout System-generated date project was closed out Project Title Name given to the project during the application development process 4. Select the project that needs to be closed out. Click the OK button. 5. If the project meets the conditions for closeout, the Project Closeout tabs are displayed without any projectcloseout validation message. a. The General tab is displayed by default. b. On the bottom left part of the tab, take note of the Project Status. If the status is "Approved," execute Tasks 2 - 8 of this unit. c. If the status is "Void," "Withdrawn," or "Denied," proceed to Task 8: Closeout the Project. 6. If the approved project does not meet the conditions for closeout,the appropriateproject closeout validation message is displayed. Figure 12-3 is an example of the message you receive in approved projects when the Property Site Inventory (PSI) has missing information. CAUTION:The validation messages are only required for closeout of an approved project. For any Withdrawn or Void project all properties in the PSI will automatically be marked as “NO” under the Part of Final Project question. HINT: You are required to address anyvalidation errors before proceeding with the Project Closeout process. An amendment may be required. a. If the validation message says that an amendment is pending , you have the option to void the amendment by completing Steps 6b - 6d. b. On the bottom part of the General tab, click the VOID AMENDMENT button. c. The Void Amendment dialog box is displayed . d. Click the YES button. e. The amendment is now voided and the projectbecomes available for closeout. Task 2: Enter General Information Execute Tasks 2 - 8 if both of the following are true: * No closeout validation messages are displayed, which means that the project meets all the conditions for closeout. * The Project Status is "Approved." 1. After selecting the project in the Project Closeout List, the project closeout tabs are displayed. The General tab is displayed by default. 2. In the Closeout Dates section of the tab, enter the information described in Table 12-3. Table 12-3: Closeout Dates Section Data Fields DATA FIELD INFORMATION TO BE ENTERED Notified Project Completion Date Date that FEMA received notice from the Grantee that the project was completed Project Completion Date - From Quarterly Report Date filled-in from the most recently generated Quarterly Report Project Completion Verification Date Date when FEMA verified that the project was completed Closeout Inspection Date Date of Grantee's final verification inspection Grantee Closeout Letter to FEMA Date Date of the letter from the Grantee requesting closeout Grantee Final Performance Report Received Date Date the Final Performance Report was received by FEMA Grantee Final Financial Report Received Date Date the Finance Report was received Financial Report Approved Date Date the Finance Report was approved Smartlink Report Approved Date Date the Grantee certified that all funds were drawn down Ltr FEMA to Grantee Date Requesting Addl Info Date the letter requesting information from the Grantee was sent by FEMA Final Project Closeout Letter To Grantee Signed Date Date of FEMA's final project letter to the Grantee NOTE: Many of the date fields may have the same values depending on the regional closeout process. 3. In the Other Closeout Reviews section of the General tab, select "N," "Y" or "N/A" for each field described in Table 12-4. CAUTION: The system selects"N" by default so you need to edit the selection if necessary. Table 12-4: Other Closeout Reviews Section Data Fields DATA FIELD QUESTION TO BE ANSWERED Admin Cost Was the Administrative Cost Review completed? Financial Was the Financial Review completed? Scope Was the Scope Review completed? Procurement Contracting Was the Procurement Contracting Review completed? Form 20-18 on File Is Form 20-18 on file? Copyright Was the copyright issues review completed? Final Finance Rpt Aprvd Was the Final Financial Report approved? HMTAP Has the HM Technical Assistance Program contract been completed? 4. In the Closeout Requirements section of the General tab, select "N," "Y" or "N/A" for each field described in Table 12-5. CAUTION: The system selects"N" by default so you need to edit the selection if necessary. Table 12-5: Closeout Requirements Section Data Fields DATA FIELD QUESTION TO BE ANSWERED Fed Owned Prpty Provided Did the project affected Federally-owned property? Fed Owned Inv Were costs related to Federally-owned property invoiced? Closeout Inspn Required Is a Closeout Inspection required? Work Schedule Met Was the Work Schedule met? 5. Select the (National Flood Insurance Reform Act) NFIRA Update Status. 6. Click the Comments tab. 7. A new row for comments is added. The system auto-fills the Date and Time of entry and your User Name . 8. Double-click inside the Comment field to access the Comment Editor. 9. In the Comment Editor text area, document the changes you made to the Project Closeout Information. 10. Click the OK button. The comments are now displayed on the Comments tab. Task 3: Enter Financial Information Financial information is taken fromthe Final Financial Report, the Quarterly Report submitted by the Grantee, or the Project Closeout Report. 1. Click the Financialstab. 2. The top section of the tab displays read-only financial information. Table 12-6 describes the read-only data fields. Table 12-6: Financials TabData Fields - Top DATA FIELD SOURCE OF INFORMATION Total Project Cost Mitigation -Projects-Application Development -Cost Estimatetab - Total Project Cost Estimatefield Total Eligible Project Amount Mitigation -Projects-Eligibility Determination -Cost Reviewtab - Total Approved Net Eligible Project Cost field Federal Share Mitigation -Projects-Application Development -Match Sources tab - Proposed Federal Sharefield Non-Federal Share Mitigation -Projects-Application Development -Match Sources tab - Proposed Non-Federal Sharefield 3. In the middle section of the tab, review the read-only Allocated Amounts, Obligated Amounts, and the Difference (Allocated Amounts minus Obligated Amounts). 4. In the bottom section of the Financials tab, enter the information described in Table 12-7. You can obtain the information from the Final Financial Report provided by the Grantee. Table 12-7: Financials Tab Data Fields - Bottom DATA FIELD INFORMATION TO BE REVIEWED/ENTERED Total Eligible Federal Project Expenditures Final total amount of expenditures reported by the Grantee that are attributed to the Federal portion of the project Total Federal Share Program Income Reported income attributed to the Final Federal portion Total Eligible Non-Federal Project Expenditures Final total amount of expenditures reported by the Grantee that are attributed to the non-Federal portion of the project Total Non-Federal Share Program Income Reported income attributed to the Final non-Federal portion of the project Current Project Federal Share Balance Remaining funds to be expended from the HMGP - auto-filled by the system Current Project Non-Federal Share Balance Remaining funds to be expended from non-Federal sources of funding - auto-filled by the system NOTE: The Current Project Federal Share Balance must be zero to closeout the project. If the balance is not zero, contact your Regional Point of Contact for assistance. 5. On the bottom right part of the Financials tab, click the CLOSE button. Task 4: Enter Property Information 1. Click the Propertiestab.This tab is active only if properties are included in the project. 2. Table 12-8 describes the data fields to be completed in the top section of the tab. For each field, select "N," "Y" or "N/A." CAUTION: The system selects"N" by default so you need to edit the selection if necessary. Table 12-8: Properties Tab Data Fields - Top DATA FIELD QUESTION TO BE ANSWERED Eminent Domain not Used to Acquire Property Was Eminent Domain not used to acquire property? DOB Verification Was a Duplication of Benefits Verification conducted? Appraisals On File Are appraisals on file? Privacy Act Release Was a Privacy Act Release required? Hazardous Materials Checklist Is this checklist on file? Statement of Assurances Is the Statement of Assurances on file? Covenants on File Are covenants on file? Demolition Completed Is the Demolition Permit on file? Relocation Assistance Letter Is the Relocation Assistance Letter on file? Property Inventory Completed Was the Property Inventory completed? Deed Restrictions Were required restrictions recorded with the property deed? 3. In the bottom part of the Properties tab, review the Project Closeout Required Property Closeout Data Error Report. HINT: If any checkboxes appear on the screen, required information is missing. Checkboxes with "X" represent missing information. Missing information must be provided before an approved project can be closed out. Withdrawn or voided applications will not be considered to be missing property information. Go to Mitigation -Projects- Application Development - Property Site Inventory tab to enter the required information. 4. On the bottom right part of the tab, click the PRINT button to print the report. You may use the report as a source of information when creating an amendment to the project application. Task 5: Enter State Management Cost Information State Management Cost information is taken from the project file and the Smartlink report. 1. Click the State Management Costs tab. 2. Enter the State Management Costs information described in Table 12-9. CAUTION: If one or more fields have $0 dollar amount and you click the VERIFY or CLOSEOUT button, the system displays the Data Fields validation message . Table 12-9: State Management Costs Data Fields DATA FIELD INFORMATION TO BE ENTERED Payroll Budget Amt Amount budgeted for the project payroll Payroll Actual Amt Actual amount spent on the project payroll Supplies Budget Amt Amount budgeted for supplies Supplies Actual Amt Actual amount spent on project supplies Equip Inv Budget Amt Amount budgeted for equipment inventory Equip Inv Actual Amt Actual amount spent on equipment inventory Equip Lease Budget Amt Amount budgeted for lease of equipment Equip Lease Actual Amt Actual amount spent on lease of equipment Lease End Flg Has the lease for equipment ended? If yes, click inside the checkbox. Task 6: Review Environmental Conditions 1. If the tab is active, click the Environment Conditionstab. 2. Review the Conditions Required items displayed in the table. Task 7: Enter Closeout Report Information 1. Click the Report tab. The Report Table listing 112project closeout items is displayed.TheDate and Item Description columns display read-only information . 2. If applicable, enter the Action Required for the checklist item by completing Steps 2a - 2c. a. Double-click inside the Action Required field. The Comment Editor is displayed. b. In the Comment Editor text area, enter a description of the action required for the checklist item. c. Click the OK button.The comments you entered are displayed on the appropriate row on the Report tab . 3. On the bottom right part of the Report tab, click the RE-GENERATE button. The Report table is refreshed with the new entries. 4. Some items require a "Yes," "No" or "N/A" selection. Click on the selection field to display the drop-down list . HINT: Table 12-10in the Referencessection lists the Report Table Checklist Items and the information source of each item. 5. On the bottom right part of the Report tab, click the PRINT button. HINT: For audit purposes, include a hard copy of the Project Closeout Report in the Project File. Task 8: Closeout the Project Generally, the HMO is authorized to execute this task. This task must be executed for all projects before completing Unit 13: Manage Program Closeout 1. Click the Generaltab.Review all the information to make sure that everything is complete. 2. On the bottom left part of the tab, click the VERIFY button. If the project is not ready for closeout, the system displays a validation message appropriate to the closeout requirements. 3. Address and resolve each validation item. 4. Click the CLOSEOUT button. The project is now closed. 5. Follow the Regional procedures to notify the Grantee that the project is closed. 6. To re-open a closed project, click the RE-OPEN button. The project is re-opened. References Report Table Checklist Items Table 12-10: Report Table Checklist Item - NEMIS Location Checklist Item SOURCE OF INFORMATION Date Grantee Mitigation Plan Approved Mitigation - Disaster - Overview - Grantee Information tab - Aprvl Date field Date Grantee Administrative Plan Approved Mitigation - Disaster - Overview - Grantee Information tab - Approval Date field Date SF-424 Received Mitigation - Disaster - Overview - SF424 Information tab - SF-424 Federal Funding Amt Mitigation - Disaster - Overview - SF424 Information tab -Fed Est Funding Amt field SF-424 Applicant Funding Amt Mitigation - Disaster - Overview - SF424 Information tab -Applicant Est Funding Amt field SF-424 State Funding Amt Mitigation - Disaster - Overview - SF424 Information tab -State Est Funding Amt field SF-424 Local Funding Amt Mitigation - Disaster - Overview - SF424 Information tab -Local Est Funding Amt field SF-424 Other Funding Amt Mitigation - Disaster - Overview - SF424 Information tab -Other Est Funding Amt field SF-424 Program Income Funding Amt Mitigation - Disaster - Overview - SF424 Information tab -Prgm Inc Es Funding Amt field SF-424 Total Funding Amt Mitigation - Disaster - Overview - SF424 Information tab -Total Est Funding Amt field Date Project Received Mitigation - Projects - Eligibility Determination - Authorizations tab -Application Received Date field Date Project Approved Mitigation - Projects - Eligibility Determination -Authorizations tab - Final Project Approval Date field Statement of Work Approved Mitigation - Projects - Eligibility Determination -Authorizations tab - FEMA Review sub-tab - FEMA Project Approval Decision Last Statement of Work Amendment Mitigation - Projects - Eligibility Determination -Authorizations tab - FEMA Review sub-tab - FEMA Project Approval Decision of the last amendment Initial Federal Public Notice Mitigation - Disaster - Overview - Federal Public Notice tab - Appearance Date field Benefit-Cost Reviewed Mitigation - Projects - Eligibility Determination -Overall Review tab - Regulatory Criteria section - Project is cost effective field Benefit-Cost Ratio Mitigation - Projects - Eligibility Determination -Overall Review tab - Regulatory Criteria section - The benefit cost ratio is: field NHPA Completed Mitigation - Projects - Eligibility Determination -Laws/EOs tab - Laws/EOs section - NHPA Status field Signed CATEX Mitigation - Projects - Eligibility Determination -NEPA Process tab - Level of Review section - CATEX -Completed FEMA Status - Documentation Complete field Final Notice Published for FONSI or EA Date Mitigation - Projects - Eligibility Determination -NEPA Process tab - Level of Review section - Environmental Assessment - Completed FEMA Status - Finding of No Significant Impact field News Release Date Environmental Impact Statement News Release Date Federal Register Notice of Intent to Prepare an EIS Mitigation - Projects - Eligibility Determination -NEPA Process tab - Level of Review section - Environmental Impact Statement - Completed FEMA Status -Publication of Notice of Intent to Prepare EIS field Initial EIS of the Scoping Process Field no longer in NEMIS-MT EIS Monitoring Program Field no longer in NEMIS-MT Draft EIS Available Field no longer in NEMIS-MT Final EIS Available Field no longer in NEMIS-MT Signed EIS Field no longer in NEMIS-MT News Release Field no longer in NEMIS-MT EIS Record of Decision Mitigation - Projects - Eligibility Determination -NEPA Process tab - Level of Review section - Environmental Impact Statement - Completed FEMA Status - Record of Decision field Notified that project was completed Mitigation - Projects -Closeout -General tab -Notified Project Completion Date field Project completion verified and/or field inspection of construction project Mitigation - Projects -Closeout -General tab -Project CompletionVerification Date field Final Project Performance Report received Mitigation - Projects - Closeout -General tab - Grantee Final Performance Report Received Date field Work schedule milestones met Mitigation - Projects - Closeout -General tab - Work Schedule Met field Final Quarterly Reports Received NEMIS Wide - Management Reporting - Management Reporting -Mitigation (MT) -Quarterly Report Tracking Initial Closeout Letter to Grantee from FEMA requesting closeout of project Mitigation - Projects - Closeout -General tab - Ltr FEMA to Grantee Date Requesting Addl Info field Grantee Letter to FEMA requesting project closeout Mitigation - Projects - Closeout -General tab - Grantee Closeout Letter to FEMA Date field Bills/Invoices – Provided by Grantee Documentation in project file or closeout package Bills/Invoices calculated correctly and in project file Documentation in project file or closeout package Amended Budget Non-Construction Projects Approval Date Documentation in project file or closeout package Cumulative Transfers Among Direct Cost Categories >10% or >$100,000 Documentation in project file or closeout package Transfer of Training Funds Documentation in project file or closeout package Increased Budget for Construction Projects Approval Date Documentation in project file or closeout package Construction/Non-Construction Funding Transfers Approval Date Documentation in project file or closeout package Extending Time Period for Availability of Funds Approval Date Documentation in project file or closeout package Non-Construction Contracting Out, Third Party Services or Subcontracting Approval Date Documentation in project file or closeout package Changes in Key Personnel Approval Date Documentation in project file or closeout package Copy of Notification that Eminent Domain would not be used to acquire property Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab - Eminent Domain Not Used to Acquire Property field DOB Verification for All Properties Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab - DOB Verification field Appraisals on File for All Properties Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab - Appraisals on File field Privacy Act Release required only if pre-flood property value is used Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab - Privacy Act Release field Hazardous Materials Checklist completed for each property Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab -Hazardous Materials Checklist field Statement of Assurances signed by Subgrantee, GAR, or Regional Administrator Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab -Statement of Assurances field Restrictive Covenants on all property deeds Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab - Covenants on Filefield Demolition or Removal of all Structures Completion Date Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab - Demolition Completedfield Relocation Assistance Determination Letters in File Documentation in project file or closeout package; Mitigation - Projects - Closeout -Properties tab - Relocation Assistance Letterfield Floodplain Management and Protection of Wetlands Decision- Making Process Completed and in File Documentation in project file or closeout package; Engineering Certificates Documentation in project file or closeout package Property Inventory Form Completed by Project Monitor Documentation in project file or closeout package Property Inventory Form Sent to FEMA HQ Documentation in project file or closeout package Verify Staffing Level and that Time and Attendance Records Exist Documentation in project file or closeout package Payroll Wages Mitigation - Projects - Closeout -State Management Costs tab - Payroll fields Budgeted Amount Mitigation - Projects - Closeout -State Management Costs tab - Payroll Budget Amt field Actual Cost Mitigation - Projects - Closeout -State Management Costs tab - Payroll Actual Amt field Supplies Mitigation - Projects - Closeout -State Management Costs tab - Supplies fields Supply Budget - Budgeted Amount Mitigation - Projects - Closeout -State Management Costs tab - Supplies Budget Amt field Supply Budget - Actual Cost Mitigation - Projects - Closeout -State Management Costs tab - Supplies Actual Amt field Disposition of Supplies with Aggregate Value >$5,000, FEMA Form 20-18 Documentation in project file or closeout package Equipment Inventory of Equipment Mitigation - Projects - Closeout -State Management Costs tab - Equip Inv fields Equipment Budget – Budgeted Amount Mitigation - Projects - Closeout -State Management Costs tab - Equip Inv Budget Amt field Equipment Budget – Actual Cost Mitigation - Projects - Closeout -State Management Costs tab - Equip Inv Actual Amt field Lease Agreements Disposition of Equipment Mitigation - Projects - Closeout -State Management Costs tab - Equip Lease fields Lease Agreements - Budgeted Amount Mitigation - Projects - Closeout -State Management Costs tab - Equip Lease Budget Amt field Lease Agreements - Actual Cost Mitigation - Projects - Closeout -State Management Costs tab - Equip Lease Actual Amt field Did Lease End on or Before the Ending Date of the Award? Mitigation - Projects - Closeout -State Management Costs tab - Lease End Flg field Federally-Owned Property Inventory Mitigation - Projects - Closeout -General tab - Closeout Requirements section - Fed Owned Inv field Disposition Report Documentation in project file or closeout package FEMA Form 20-18 in File Mitigation - Projects - Closeout -General tab - Other Closeout Reviews section - Form 20-18 on File field Were Copyrights or Patents Awarded for any Action as a Result of this Grant? Mitigation - Projects - Closeout -General tab - Other Closeout Reviews section - Copyright field Approved Project Estimate Mitigation - Projects - Eligibility Determination -Cost Review tab -Total Approved Net Eligible Project Cost field Federal Share Percentage Mitigation - Projects - Application Development -Match Sources tab -Federal Share Percentage field Federal Share $ Mitigation - Projects - Application Development -Match Sources tab -Proposed Federal Share field Non-Federal Share Percentage Calculate (100 minus Federal Share Percentage) Non-Federal Share $ Mitigation - Projects - Application Development -Match Sources tab -Proposed Non-Federal Share field Date of Last Budget Amendment Documentation in project file or closeout package Total Project Costs Mitigation - Projects - Closeout -Financials tab - Total Project Cost field Net Eligible Mitigation - Projects - Closeout -Financials tab - Total Eligible Project Amount field Net Eligible Fed Share Mitigation - Projects - Closeout -Financials tab - Federal Share field Allocated Project Funds Mitigation - Projects - Closeout -Financials tab - Allocated Amounts row/Project Amount column Obligated Project Funds Mitigation - Projects - Closeout -Financials tab - Obligated Amounts row/Project Amount column Subgrantee Admin. Obligation Mitigation - Projects - Closeout -Financials tab - Obligated Amounts row/Subgrantee Admin Amount column Grantee Admin. Obligation Mitigation - Projects - Project Closeout -Financials tab - Obligated Amounts row/Grantee Admin Amount column State Management Project Allocations Documentation in project file or closeout package State Management Obligations Documentation in project file or closeout package Income Generated by Project SmartLink Report Total Federal Share Mitigation - Projects - Closeout -Financials tab - Current Project Federal Share field Total Non-Federal Share Mitigation - Projects - Closeout -Financials tab - Current Project Non-Federal Share field Final Request for Payment Documentation in project file or closeout package Cost Adjustment Documentation in project file or closeout package Cost Overrun Documentation in project file or closeout package Cost Under-run Documentation in project file or closeout package Cash Adjustment Documentation in project file or closeout package Unobligated Federal Funds Documentation in project file or closeout package Deobligated Federal Funds Documentation in project file or closeout package Deallocated Federal Funds Documentation in project file or closeout package Reconciliation Documentation in project file or closeout package Final Financial Reports Approved Mitigation - Projects - Closeout -General tab - Final Finance Rpt Aprvd field IFMIS Documentation in project file or closeout package NEMIS Documentation in project file or closeout package SmartLink Mitigation - Projects - Closeout -General tab - SmartLink Report Approved Date field Final Project Closeout Letter from FEMA to State Signed Mitigation - Projects - Closeout -General tab - Final Project Closeout Letter to Grantee Signed Date field