This event is for cohorts in their final year of programming.

Closeout Information - PROGRAM

1. Programming must end by June 30 – No exceptions. No additional funds will be provided to individual programs to assist with closeout of the program.
2. Summer Programming/Classes/Instruction:
   21CCLC funds can be used to support summer programming as described in approved applications or as pre-approved in writing by CEB.Summer programming must conclude by June 30.
   21CCLC funds cannot be used to purchase supplies, equipment, or materials after June 1 unless it will specifically be used for Summer programming (up to June 30). Purchases must directly support Summer programming.
3. Project Directors and existing ancillary help (e.g., payroll clerk, fixed assets clerk, etc.) may work with the program to complete all remaining tasks up to October 31, if any project's remaining funds are available.
4. Examples of tasks to be completed after program services have ended on June 30 (up to October 31):
   • Housing/storing of all 21CCLC documents from office area and individual sites according to Archive Plan
   • Implement Sustainability Plan (as submitted to CEB in project application)
   • Finalize the Annual Evaluation - due October 31
5. Fixed Asset (Equipment) purchased with 21CCLC funds:
   • All fixed assets purchased for $1,000 or more using 21CCLC funds must be accounted for at the end of the grant;
   • Fixed assets valued at $1,000 or more, with an expected life of one or more years at the end of the grant can be:
     • Transferred to DOE schools currently being served by  the Subgrantee’s sustainability plan OR
     • Transferred to a DOE school currently being served by a 21CCLC grant
       • Submit Fixed Asset documentation per the HIDOE policies and procedures
       • Form ...
       • Form ...

Closeout Information - FISCAL

Review and finalize all outstanding payments (e.g., employees, sub-contractors, etc.) Must be completed by October 31

1. 21CCLC funds must be encumbered by June 30 Encumbered = obligated, set aside for (for work up to October 31), Purchase Order has been posted
2. 21CCLC funds must be liquidated by November 30 (for work up to October 31)
   • Liquidated = spent, invoice received and all payments made to vendor; payroll charges have been posted to the program ID
   • All deliverables (i.e. evaluation report, delivery of goods/services) must be provided to your program by October 31
   • All invoices must be paid by November 30 - be sure to make the necessary arrangements to ensure all program deliverables are met
3. 21CCLC funds that are unliquidated by October 31, must be returned to CEB (Org ID 742000) by November 30.
   • Unliquidated = unspent
   • HIDOE projects only: Move unexpended funds into the UNALLOTTED
   • Non-DOE projects only: Issue a check to HIDOE - CEB. Reference PO

NOTE: As per annual allocation notice:

“Deficit spending for the fiscal year is prohibited. There shall be no expenditure of funds in excess of allotments".

Data Collection

1. Program data is collected and reported by Summer, Fall and Spring terms.
2. Follow all Data Collection and Reporting Cycle deadlines.

Evaluation

1. The Evaluation will address Summer, Fall, and Spring.
2. The evaluation report for Non-Renewed Cohorts is due to CEB by October 31.
3. 21CCLC funds can and should be used to pay for your program’s final year evaluation.

Archive Plan

1. Federal policies require grant recipients to keep and make documents available for 7 years from the date of submission of the final expenditure.
2. Closeout subgrantees must maintain 21CCLC program records per the federal policies
3. 21CCLC programs can be selected for monitoring even after they have ceased.