All PY’02 WIA funds (see list of funding sources on page 3) must be fully expended by June 30, 2005. No costs can be incurred after that date. Revisions to the reported expenditures for PY’02 WIA funds may be made until 90 days after the time limitation for expenditure of these funds; that date is September 30, 2005.

Those PY’03 WIA-funded programs listed on page 3 of this TA must be fully expended by June 30, 2005. No costs can be incurred after that date. Revisions to the reported expenditures for PY’03 WIA funds may be made until 90 days after the time limitation for expenditure of these funds; that date is September 30, 2005.

LWIAs must report final expenditures for grants being closed out via a June 2005 Accrued Expenditure Report [AER, (paper report due July 20, 2005)] and submit a complete closeout package by close of business August 1, 2005.

All expenditure figures in the Accrued Expenditure paper report as well as the closeout documents should include both dollars and cents.

All unexpended funds as of June 30, 2005 will be deobligated.

For each grant, cash received must be reconciled with cash expended and an adjusting cash order should be submitted as necessary. Prior to submitting the closeout documents, LWIAs should be drawing down cash corresponding to cash expenditures as part of their regular weekly draw down procedure. Since funds from each of these allocations must be drawn by August 31, 2005, it may be necessary to draw cash before immediate need. This would only be in rare instances where outstanding liabilities exist at June 30, 2005 and have not been liquidated by August 31, 2005. As discussed later, this situation is strongly discouraged, but if it does occur the LWIA must ensure that it does not create an excessive cash situation. If there is a refund after June 30, 2005, please contact the Financial Oversight and Technical Assistance Unit for instructions to process any refunds.

For each Fiscal Year being closed out, a minimum of two (2) closeout documents must be completed (GM 176.7 and GM 176A). The third document, LWIA Cash Reconciliation Sheet, is used when an allocation awarded from a fiscal year has not been fully expended, outstanding liabilities exist, and/or the LWIA has cash on hand or cash to be returned. The documents are generically described below.

LWIA Transmittal Document [GM 176.7 (5-03)]

This document should be used to transmit your closeout and will serve as a document checklist. All programs included in your closeout package should be checked off on the transmittal document and the certification must be completed.

LWIA Assignment of Refunds, Rebates and Credits [GM 176A (5-03)]

One form is used for all grants that are being closed out at this time. An authorized signatory for the LWIA must sign this form.

LWIA Cash Reconciliation Sheet (5-03)

This form reconciles funds when they have not been fully expended, there are outstanding liabilities (accruals), there is cash on hand to be returned, or cash, which has not been received by the LWIA as of June 30, 2005.

A Cash Reconciliation Sheet must be filled out for every funding source for each funding year where there is cash on hand, outstanding liabilities, or both.

For the PY 2002 Closeout, the funding sources include:

Dislocated Worker – Supplemental funds Administration associated with Supplemental Dislocated Worker Statewide Activities – Promising Practice Incentives Statewide Activities – Disability Program Navigator Work Incentive Grant – Disability Program Navigator

For the WIA PY 2003 Closeout, the funding sources include:

Adult Youth Dislocated Worker Dislocated Worker – Supplemental funds Administration Statewide Activities Strategic Planning for a Competitive Human Capital Advantage Statewide Rapid Response – TAA National Emergency Grant - Carrier Corp. Statewide Activities - Entrepreneurial Services in the One-Stop System Statewide Activities – Marketing

Paper Reports as part of Closeout Document

LWIAs will not be required to submit any additional copies of their final expenditure report as part of this package. The paper report for the month of June 2005 of all appropriate programs will be considered the final report. If the June 2005 report contains outstanding liabilities (accruals), Monthly Accrued Expenditure Reports must continue to be submitted until all liabilities (accruals) have been liquidated.

If the final June 2005 report accounts for the full allocation being expended and liquidated (no accruals) along with no outstanding cash issues, the cash reconciliation form need not be submitted.

If the LWIA has failed to fully expend its allocation, there are outstanding liabilities (accruals), cash to be returned or cash which has not been received by the LWIA, as of June 30, 2005, the Cash Reconciliation form needs to be submitted for that Program as part of the closeout package.

In instances where the Program is not fully expended and there is a cash on hand balance (based on receipts exceeding final expenditures), in addition to the cash reconciliation form, an adjusting cash order should accompany the closeout to move the cash to an open program year. An appropriate adjustment should be made to the LWIAs records to show the move as well.

If the final expenditures figure as reported on the June 2005 AER contains outstanding liabilities (accruals), a cash reconciliation form should be submitted to identify those liabilities as well as prove them to any cash on hand.

Subsequently, when the liabilities are paid, a revised cash reconciliation form must be submitted indicating that the liabilities and cash on hand have been reduced to zero ($0). This must be done before August 31, 2005.

LWIAs are strongly encouraged to avoid having outstanding liabilities at the time the closeout is submitted. This may be accomplished by moving the outstanding liability to another program year account and adjusting paid expenditures to the accounts. In order to adjust the outstanding liability to another year, it must have been incurred after July 1 of that year. This adjustment should be within the same program.

If the LWIA has any stand-in costs, these must be accurately reported as part of the final June 2005 report. For stand-in costs to be used at a later date to offset any disallowed costs, they must be reported on the final report and are subject to audit. Also, the June 2005 report for program/interest income must be completed to account for all income and to report the expenditures against the Program income, ensuring that all income has been expended in accordance with appropriate program limitations. If the LWIA has program/interest income to be returned, please contact the Financial Oversight and Technical Assistance Unit for instructions on returning the program/interest income.

Each LWIA must complete all required final reports and submit a complete closeout package by August 1, 2005 for each grant or year of allocation.

Failure to meet required deadlines may result in disruption of LWIA cash flow.

Please submit a complete Closeout Document no later than August 1, 2005 to:

Robin Holmes
New York State Department of Labor
Financial Oversight and Technical Assistance Unit
State Office Building Campus
Building 12, Room 425
Albany, New York 12240