Operations Issuance: 2023-13

Issuance Number: 2023-13

Date: July 31, 2023

To: SDWP Subrecipients, SDWP Staff

From: Carlynne Yu, Controller; Camila Obermiller, Senior Grant Analyst; Paul Sbardella, Senior Grant Analyst

Subject: Operations Manual Update: Chapter 6. Financial Management XII: Contract Closeout B. Required Actions and Attachments

Purpose:

This operations issuance is to notify Workforce Partnership subrecipients of the changes to the Operations Manual: Chapter 6. Financial Management XII: Contract Closeout. The Subrecipient Closeout Package and Exhibits 1 through Exhibit 5 have been consolidated and replaced by the Subrecipient Closeout Package form attached.

 

Summary of Updates: Below is a summary of updates. Subrecipient should review the referenced chapter and  attachments for details.

Attachments and Exhibits Updates:

The following attachments were removed:

  • Exhibit 1 – Subrecipient’s Checklist of Closeout Documents
  • Exhibit 2 – Subrecipient’s Letter of Closeout Documents
  • Exhibit 3 – Closeout of Fixed Assets
  • Exhibit 4 – Closeout Status of Cash
  • Exhibit 5 – In-Kind/Stand-In Matching Funds Report

 

  The following attachments were updated:

  • Closeout Instructions

 

The following attachments were added:

  • Subrecipient Closeout Package

 

The following section has been removed:

Further instructions are included in the contract closeout package to address the following:

  • Fidelity Bond – Cancellation/Adjustment
  • Worker’s compensation and other insurance – Cancellation/Adjustment
  • Refunds due to The Workforce Partnership
  • Unexpected cash advanced
  • Unclaimed wages
  • List of claimants for unclaimed wages
  • Other refunds and cancelled checks

 

The following sections have been added:

  • Return to the Workforce Partnership, if applicable, Fidelity bond, Worker’s compensation and any other insurance cancellation/ adjustment at the contract’s end.
  • Return to the Workforce Partnership, if applicable, any cash received in excess of the amount needed to pay non-cancelable obligations and accrued expenses; unclaimed wages and list of claimants; other refunds and cancelled checks.

 

Action:

Effective July 1st, 2023, all subrecipients are required to follow the guidelines outlined in the updated Chapter and attachments.

This issuance replaces and supersedes the chapter and attachments. If you have any feedback or questions regarding this issuance, please contact camilaobermiller@workforce.org or paulsbardella@workforce.org.

 

References:

  1. To access the chapters and their attachments, go to workforce.org and click on the collapsed menu icon located on the top right-hand side of the webpage. 
  2. Click on Operations Resources section. 
  3. Click on Operations Manual to see the list of chapters and operational issuances. 
  4. Click on “Chapter 6. Financial Management” to view the policy and attachments.