Report Contents
Report Terms
Report Recommendations
OIG recommends that the Bureau of Educational and Cultural Affairs review the remaining eight expired grants from the March 1, 2012, OIG sample and (a) reconcile the approximately $9.6 million in the Payment Management System (PMS) to the approximately $3.3 million recorded in the Global Financial Management System to appropriately deobligate and potentially use available funds for other designated purposes and (b) subsequently close those grants in PMS to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Educational and Cultural Affairs (a) review the remaining 393 expired grants, totaling approximately $18.8 million, in the Payment Management System (PMS) as of March 1, 2012, to determine whether the funds associated with those grants can be deobligated in the Global Financial Management System and used for other purposes and (b) subsequently close those grants in PMS to avoid unnecessary administrative fees.
OIG recommends that the Educational and Cultural Affairs close the remaining 359 zero balance grants that have expired in the Payment Management System as of March 1, 2012, to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Population, Refugees and Migration review the remaining six expired grants from the March 1, 2012, OIG sample and (a) reconcile the approximately $8.4 million in the Payment Management System (PMS) to the approximately $6.1 million recorded in the Global Financial Management System to appropriately deobligate and potentially use available funds for other designated purposes and (b) subsequently close those grants in PMS to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Population, Refugees and Migration (a) review the remaining 202 expired grants, totaling approximately $8.2 million, in the Payment Management System (PMS) as of March 1, 2012, to determine whether the funds associated with those grants can be deobligated in the Global Financial Management System and used for other purposes and (b) subsequently close those grants in PMS to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Population, Refugees and Migration close the remaining 433 zero balance grants that have expired in the Payment Management System as of March 1, 2012, to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, review the remaining two expired grants from the March 1, 2012, OIG sample and (a) reconcile the approximately $2.4 million in the Payment Management System (PMS) to the zero balances recorded in the Global Financial Management System and (b) subsequently close those grants in PMS to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, (a) review the remaining 248 expired grants, totaling approximately $13.8 million, in the Payment Management System (PMS) as of March 1, 2012, to determine whether the funds associated with those grants can be deobligated in the Global Financial Management System and used for other purposes and (b) subsequently close those grants in PMS to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, close the remaining 347 zero balance grants as of March 1, 2012, that have expired in the Payment Management System to avoid unnecessary administrative fees.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Office of the Procurement Executive, establish specific procedures that require grants officers and grants officer representatives to periodically report to their respective bureau on the progress of completing timely closeout of expired grants.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Office of the Procurement Executive, develop performance metrics for bureau grants officers and grants officer representatives that will provide for timely grant closeout of expired grants while reducing the current backlog.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, each develop procedures to periodically review respective official grant files to determine bureau compliance with Grants Policy Directive (GPD) 23, Revision 2, "Federal Assistance File Folder - Form DS-4012," March 2008, and GPD 41, Revision 2, "Close-Out of Federal Assistance Awards," January 2, 2013, to ensure that timely, complete, and accurate grant closeout procedures can be applied as required.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Office of the Procurement Executive, establish specific procedures that require grants officers and grants officer representatives to periodically report to their respective bureau on the progress of completing timely closeout of expired grants.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Office of the Procurement Executive, develop performance metrics for bureau grants officers and grants officer representatives that will provide for timely grant closeout of expired grants while reducing the current backlog.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, each develop procedures to periodically review respective official grant files to determine bureau compliance with Grants Policy Directive (GPD) 23, Revision 2, "Federal Assistance File Folder - Form DS-4012," March 2008, and GPD 41, Revision 2, "Close-Out of Federal Assistance Awards," January 2, 2013, to ensure that timely, complete, and accurate grant closeout procedures can be applied as required.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Office of the Procurement Executive, establish specific procedures that require grants officers and grants officer representatives to periodically report to their respective bureau on the progress of completing timely closeout of expired grants.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, in coordination with the Office of the Procurement Executive, develop performance metrics for bureau grants officers and grants officer representatives that will provide for timely grant closeout of expired grants while reducing the current backlog.
OIG recommends that the Bureau of Educational and Cultural Affairs; the Bureau of Population, Refugees and Migration; and the Bureau of Administration, Office of Logistics Management, Office of Acquisitions Management, each develop procedures to periodically review respective official grant files to determine bureau compliance with Grants Policy Directive (GPD) 23, Revision 2, "Federal Assistance File Folder - Form DS-4012," March 2008, and GPD 41, Revision 2, "Close-Out of Federal Assistance Awards," January 2, 2013, to ensure that timely, complete, and accurate grant closeout procedures can be applied as required.