OHA CET Closeout Process
The OHA CET Closeout Process outlines the steps involved in closing out contracts, including when closeouts occur and the completion of contract requirements. The process involves submitting final expenditure reports, confirming initiation of closeout, and receiving a closeout package from the Fiscal team. It also includes returning unused funds and signing a Mutual Termination Agreement. This comprehensive guide ensures a smooth and efficient closeout process for all partners and stakeholders involved.
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Presentation Transcript
OHA CET Closeout Process CLOSEOUTS OCCUR AFTER A CONTRACT EXPIRES, WHEN A PARTNER REQUESTS, OR WHEN GRANT IS FULLY SPENT
Contract Requirements ALL CONTRACT REQUIREMENTS HAVE BEEN COMPLETED EXPENDITURE REPORTS ACTIVITY REPORTS
Fiscal Final expenditure report has been sent to Community.COVID19@dhsoha.state.or.us Corrections to expenditure report (if any requested), have been made and sent back to Community.COVID19@dhsoha.state.or.us Remaining funds, if any, have been returned to OHA, as instructed by email notification
Confirming Initiation of Close-out Once corrected expenditure report sent: CBO will receive a notice from fiscal team confirming receipt of final report/initiating close out process usually take about 5 business days but can vary *timeframe can vary depending on report revisions requested & CBO response time
Close Out Package Close Out Package CBO will receive a close out package from the Fiscal team usually within 14 business days after processing of final report, which will include the following: Financial Assistance Award & Funding Information Table Mutual Termination Agreement Initiation of Close Out email
Financial Summary Examples FAA: Financial Assistance Award and FIT: Funding Information Table
Mutual Termination Agreement CBO will sign Mutual Termination Agreement and send back to OHA fiscal team via email OHA Leadership will sign Mutual Termination Agreement, send signed letter back to CBO This will effectively close the contract
