Unit 13 –Program Oversight and Closeout Overview Task 1: Closeout the Program References for Manage Program Closeout Sample Letters Overview The NEMIS-MTProgram Oversight and Closeout process allows FEMA Regional Mitigation Staff to closeout the Hazard Mitigation Grant Program (HMGP) when all applicable administrative requirements have been completed. NOTE: Closeout of a disaster can be held up if Hazard Mitigation Technical Assistance Program (HMTAP) has not been closed at FEMA HQ. When the NEMIS-MT Disaster is finally closed, FEMA HQ will enter the closeout date. It is advisable that all project records be made available for audit purposes. HINT: To ensure that the program financial and project activity reporting are complete, each project entered into the system must be closed out (Unit 12: Manage Project Closeout). Table 13-1 provides an overview of the program closeout process in NEMIS-MT. Table 13-1: Manage Program Closeout Purpose: Complete HMGP closeout When does it start? When all projects have been closed out and all funds have been reconciled Who does it? Regional Mitigation Staff, usually the Hazard Mitigation Officer (HMO) How is it done? Task 1: Closeout the Program Task 1: Closeout the Program Events A-H belowoccuroutside of NEMIS-MT before the program is closed out in the system. A. FEMA Regional Office sends the Grantee theLetter from FEMA to Grantee's Authorized Representative (GAR) to Closeout HMGP. B. The Grantee sends theFEMA Regional Office theLetter from State to FEMA to Closeout HMGP. The letter is signed by the GAR.The following must be sent together with the letter: * Completed FEMA Form 20-10for each project * Final Quarterly Report indicating all projects have been closed and all funding has been drawn down from Smartlink C. FEMA Regional Office reviews the letter and information submitted by the Grantee. If correct, the documentation is forwarded to FEMA HQtogether with the Letter to FEMA HQ Requesting Grant Closeout (Sample on Page 13-16). D. FEMA HQ concurs that the Hazard Mitigation Grant Program is financially reconciled and sends the FEMA Regional Office theNotification that Program is Closed (Sample e-mail on Page 13-17). E. FEMA Regional Office sends theGrantee theRequest from FEMA for GAR’s Concurrence on Disaster Closeout(Sample on Page 13-18). F. GAR signs the Concurrence and sends the letter back to the FEMA Regional Office. G. FEMA Regional Office sends FEMA HQ the Memo to HQ Disaster Finance Division to Closeout Disaster (Sample on Page 13-19). H. FEMA HQ closes the Disaster FEMA/State Agreement Contract and sends the FEMA Regional Office the Memo to Region from HQ Closing FEMA/State Agreement(Sample on Page 13-20). 1. After Event D above occurs, enter the Reconciliation date in NEMIS-MT by completing Steps 1a - 1d. a. On the NEMIS menu bar, click on the Mitigation icon. On the MITIGATION menu, click Disaster-->Overview. The Disaster Information tab is displayed by default. b. In the HMGP - Closeout Date (Reconciliation) field, enter the date when FEMA HQ notified the Regional Office that the program is closed . c. Click the Grantee Information tab. Enter the same date in the HMGP - Closeout Date (Reconciliation) field. d. Repeat Step 1c for each Grantee. 2. After Event H above occurs, enter the Disaster Closeout Date (FEMA-State Agreement closed by HQ) in NEMIS-MT by completing Steps 2a - 2b. a. On the MITIGATION menu, clickDisaster -->Overview. The Disaster Information tab is displayed by default. b. In the Disaster Closeout Date (FEMA-State Agreement closed by HQ) field; enter the date of the FEMA HQ Memo to Region closing the FEMA/State Agreement. 3. On the MITIGATION menu, clickDisaster-->Closeout . 4. If some projects are still open, the system displays the Projects Still Open message. All project applications irrespective of status or regardless if submitted for eligibility review are considered open unless closed out. 5. Click the OK button. The Disaster Closeouttabis displayed. The top sectiondisplays read-only information about the program. 6. Table 13-2 describes the program information read-only data fields. Table 13-2: Program InformationRead-Only Data Fields Total Number of Projects The number of project applications developed either partially or fully regardless of status or if submitted for eligibility review. Total Number of Closed Out Projects The number of projects closed out Total Number of Projects Open The number of projects still to be closed out Closeout Date Auto-filled by the system when the DISASTER CLOSEOUT button is clicked HMGP-Total Obligation Date Date all HMGP funds were obligated HMGP-Closeout Date (Reconciliation) Date FEMA HQ concurred with the Region's financial reconciliation and closed the HMGP program for the disaster Disaster Closeout Date (FEMA-State Agreement closed by HQ) Date FEMA HQ financially reconciled ALL funds for the disaster and closed the FEMA-State Agreement (FSA) Userid Auto-filled by the system with the User Name of person who clicked the DISASTER CLOSEOUT button HINT: If the Total Number of Projects Open is "0,” the program can be closed out. If not, resume closing out individual projects, as described in Unit 12: Manage Project Closeout. 7. The bottom section of the Disaster Closeout tab displays read-only information about each project in the program. 8. Scroll to the right to see the rest of the data fields. 9. Table 13-3describes the project information read-only data fields. Table 13-3: Project Information Read-Only Data Fields FEMA Project FEMA project number assigned when the project application is submitted Suffix Type Funding type: R (Regular), M (Management Costs), F (Initiative), or P (Planning) Application ID Project number entered by the Grantee during the application development process Amendment Number The highest amendment submitted for the project Final Decision Project approved or denied, as determined in the eligibility determination process Decision Date Date of the project approval or denial decision Closeout Date Date the project was closed out Closeout Agent NEMIS-MT User Name of the person who closed out the project NFIRA Update Status NFIRA update status of the project 10. Even if the system provides anAttachments tab, do not attach any documents here. Although the tab allows you to attach documents, they will not be displayed and you will be unable to view them. 11. Click the Comments tab to add any comments to the program closeout. 12. Click the ADD button. A new row for comments is added. The system auto-fills the Comment Date, Time, and User Name. 13. Double-click inside the Comment field. The Comment Editor is displayed. 14. In the Comment Editor Text area, enter your comments. Click the OK button. 15. The comments are now displayed on the Comments tab. 16. At the bottom of the Comments tab, the system displays the warning message that clicking the ADD button will delete your entry HINT: Save the comment you just entered by clicking on another tab first. Then click back on the Comments tab to add another comment. 17. Click the Disaster Closeout tab. At the bottom of the tab, click the DISASTER CLOSEOUT button . 18. The Disaster CloseOut message is displayed 19. Click the OK button. On the top right part of the Disaster Closeout tab, the system fills in the Closeout Date and Userid fields 20. You can re-open the program by clicking the RE-OPEN DISASTER button 21. If you click the RE-OPEN DISASTER button, the Disaster Re-opened message is displayed. 22. On the bottom right part of the tab, click the CLOSE button. Referencesfor Manage Program Closeout Sample Letters NAME OF LETTER PAGE NUMBER Letter from FEMA to GAR to Closeout HMGP 13-13 Letter from State to FEMA to Close out HMGP 13-14 FEMA Form 20-10 13-15 Sample Letter to FEMA HQ Requesting Grant Closeout 13-16 Notification that Program is Closed 13-17 Request from FEMA for GAR’s Concurrence on Disaster Closeout 13-18 Memo to HQ Disaster Finance Division to Closeout Disaster 13-19 Memo to Region from HQ Closing FEMA/State Agreement 13-20 Sample Letter from FEMA to GAR to Closeout HMGP DATE Governor's Authorized Representative Re: FEMA-DR-1268-ND HMGP PROGRAM CLOSEOUT Dear: Upon review of our records for the above disaster, it appears that the Hazard Mitigation Grant Program (HMGP) is ready to be closed. Please review your records and if you concur, please submit the following: 1. Letter from the Governor’s Authorized Representative (sample enclosed), recommending closeout of the HMGP and stating that all Federal assistance has been provided and no claims are outstanding. 2. FEMA Form 20-10. We have enclosed a blank form for your use and a sample completed 20-10 to assist you in completing the form by project. 3. Your Mitigation Final Quarterly Report indicating the total project funds disbursed by project, total subgrantee funds disbursed by project and the total disbursed for the disaster including grantee admin. (see attached) Grantee and Subgrantees must retain all programmatic and financial records for three (3) years including documentation as to how the administrative costs were spent. Administrative allowances provided for such costs are auditable in accordance with financial grant audit procedures. If you have any questions, please contact SherrylHahl or me. Sincerely, Mitigation Division Director Enclosures FEMA Form 20-10 Sample letter Sample Letter from State to FEMA to Closeout HMGP DATE Regional Administrator FEMA Region ______ ADDRESS Attn: MITIGATION DIRECTOR Re: FEMA-DR-XXXX-(STATE) HMGP PROGRAM CLOSEOUT Dear ______________: Our records indicate that we have disbursed $________ for Federal Projects, $______ in State Management Costs, $______ in Subgrantee and $______ in Grantee admin for a total of $_______. FEMA Form 20-10 is enclosed covering the total project costs. All grant actions have been completed with no pending bills or claims. Our Final Quarterly Report dated ____________________ on grant activities is also enclosed. The Hazard Mitigation Grant Program (HMGP) for the above disaster is ready to be closed. If you have any questions, please contact me. Sincerely, Governor’s Authorized Representative Enclosures FEMA Form 20-10 Final Quarterly Report FEMA Form 20-10 Sample Letter to FEMA HQ Requesting Grant Closeout Notification That Program is Closed Request from FEMA for GAR’s Concurrence on Disaster Closeout DATE Governor’s Authorized Representative Address Reference: FEMA –XXXX-DR-State Dear State Director/Governor’s Authorized Representative: Our records indicate that all actions in connection with the Disaster Assistance Grants for FEMA-XXXX-DR-State have been completed. If you agree that you have complied with all of the terms and conditions of the FEMA/State agreement, that there are no outstanding claims, and that the FEMA-XXXX-DR-State contract can be closed, please sign the statement below in the space provided and return this letter to me. If you have any questions, please contact ______________of my staff at _______. Sincerely, Regional Administrator CONCUR: ________________________________ Name Date Governor’s Authorized Representative Memo to HQ Disaster Finance Division to Closeout Disaster DATE MEMORANDUM FOR: _____________________, Director Disaster Finance Division ATTENTION: _____________________, Name Disaster Closeouts FROM: Regional Administrator Region VIII SUBJECT: Request for Closure of FEMA-XXXX-STATE State of________________________ Our records indicate that all required actions have been completed for FEMA-XXXX-STATE. The Governor’s Authorized Representative concurred with this by his signature on the enclosed letter. His signature also certifies that the State will file no further claims against this disaster. We recommend that the FEMA/State Agreement for this disaster be closed. If you have any questions, please contact ___________________at 303-_______________. Enclosure Memo to Region from HQ Closing FEMA/State Agreement