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Home > Federal Reimbursement > Cash Management Closeout

Federal Programs Cash Management Closeout (EF-U-415)

 

The Maine Department of Education is phasing out the Federal Programs Cash Management Report (EF-U-415) and needs to ensure that all federal program cash balances are at zero before any reimbursement payments can be made.

Once all balances are zero, no additional Federal Programs Cash Management Reports will be necessary as all programs will follow reimbursement procedures.

When submitting your final Federal Programs Cash Management Report (EF-U-415) for the period ending June 30, 2011 (due by July 15, 2011), each program balance must be reviewed and appropriate action taken.

Steps to take based on cash balance:

 

 

Negative Cash Balance

  • If a grant program has a negative ending balance and no additional federal funds from the State are expected either because the program is no longer funded or the full grant award has been received, please zero out the balance through a local adjustment and put a notation (paid by local funds, etc.) on the report.  The federal programs from the Federal Programs Cash Management Report (EF-U-415) that no longer have funds associated with them include:  

    Rape Crisis Grant

    Youth Media Grants

    Physical Activity Grants

    NCLB Title I Migrant Even Start

    NCLB Title I Accountability Grant (TAG)

    NCLB Title I Comp School Development

    Reading Excellence Grants

    Title V State Grant for Innovative Programs

    Learn & Serve America

    Perkins – Tech Prep

    Character Education Grants

  • If a grant has a negative ending balance and additional funds are still expected from the State, attach to the Federal Programs Cash Management Report (EF-U-415) an appropriate program invoice for reimbursement of the negative balance amount.   The amount of the invoice should not exceed the available balance of funds for the approved grant award.

    For Group B entities, use the process you have used in the past.

    For Group A entities, submit according to the instructions for FY10 or FY11.

    Negative funds can be cleared with local funds, if appropriate.

  • The grant program is closed out. Repeat the process for each grant program.

 

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Zero Cash Balance

  • No action needed.

 

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Positive Cash Balance

  • If the cash balance will be liquidated by the end of July, you may hold final submission of the Federal Programs Cash Management Report (EF-U-415) until then; however, no reimbursements can occur until the final Federal Programs Cash Management Report is filed and approved with zero balances.
  • If funds are not spent by June 30, and you are not holding until the end of July, as described above, then you need to return the funds to the State so that the report reflects a zero cash balance for that program.  These funds will increase the available balance due the grantee through appropriate invoicing and reimbursement processes unless not permitted by specific program regulations or if the program is no longer funded.  The State will return cash received to the federal Treasury as required. 
  • One check with all cash due may be issued and attached to the Federal Programs Cash Management Report (EF-U-415) along with a listing of the individual grant programs, amounts, and grant year of the funds being returned using the Returned Funds Form.   A separate check for each grant program may also be issued where the check remittance should clearly identify the grant program and the grant year of the funds.

  • Checks should be made out to the Treasurer, State of Maine and sent, along with the Federal Programs Cash Management Report (EF-U-415) and Returned Funds Form (if necessary) to:

    Karen Knyff-Crockett
    Department of Administrative and Financial Services
    74 State House Station
    Augusta, ME, 04333-0074

  • If you have further questions, please contact Karen Knyff-Crockett at 207-624-6872.
  • The grant program is closed out. Repeat the process for each grant program.

 

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