4. Close-Out

AEFLA Closeout (2023-24)

Procedures

The various AEFLA closeout procedures as well as the timeline for closeout have been captured in the following documents:

2023-24 AEFLA Grant Closeout Checklist (Word)
2023-24 AEFLA Closeout Asset Inventory Template (Word)

Asset Inventory

At the end of the grant cycle, all grantees who received AEFLA funds are required to inventory equipment and unused supplies. Unused supplies are defined as supplies that are in new condition, not having been used or opened before.

If the grantee already has an inventory list with the fields indicated in the AEI Closeout Asset Inventory Template, it is not necessary to re-create the inventory in the AEI form. However, the submitted list must, at a minimum, contain the fields present in the AEI Closeout Asset Inventory form.

When determining what to include in the inventory, only include equipment and supplies purchased with AEFLA (and IELCE, if applicable) federal and match funds. When listing the value of supplies and equipment, list the fair market value the day of inventory (not the value when the item was purchased). Grantees only need to submit their inventory of unused supplies if the value of all unused supplies when totaled exceeds $5,000. Grantees must submit their inventory of equipment regardless of the total cost.

Grantees not receiving AEFLA/IELCE or AELA funding in the next program year may choose to keep equipment with a current, per unit fair market value of $5,000 or less for continued adult education programming and activities, or for some other Federal- or State-funded program. For items with a fair market value greater than $5,000 or which will not be used for continued adult education programming and activities, or for some other Federal- or State-funded program, grantees must create a distribution plan. Grantees not receiving AEFLA/IELCE or AELA funding in the next program year may keep up to $5,000 of unused supplies (per funding source) but must create a distribution plan for the rest. Priority for distribution must be given to AEFLA/IELCE or AELA-funded programs. Items being redistributed to programs should only be redistributed if they are current and usable.

After a reasonable effort has been made to redistribute items, as determined by AEI, the grantee may choose an alternative for distributing items purchased with AEFLA funds. The distribution method must be approved by AEI and CDE’s Grants Fiscal Management Unit.

The cost to redistribute items needs to be determined at the local level. With approval from AEI, a program may charge these costs to the AEFLA grant to send or receive items as long as distribution takes place prior to the start of a new fiscal year (July 1, 2024). Programs need to contact their AEI Program Coordinator before distribution.

All content must be erased from any devices with memory/storage (iPads, laptops, phones, thumb drives, etc.) prior to distribution to ensure no personally identifiable information (PII) is transferred.

Steps to erase different types of devices are listed for your convenience.

AELA Closeout

Procedures

The various 2020-21 AELA closeout procedures, timeline and asset inventory for closeout were communicated in 2021.

Asset Inventory

At the end of the grant cycle (or at the end of the no cost extension performance period as relevant), all grantees who received AELA funds are required to inventory equipment and unused supplies. Unused supplies are defined as supplies that are in new condition, not having been used or opened before.

When determining what to include in the inventory, only include equipment and supplies purchased with AELA state funds. When listing the value of supplies and equipment, list the fair market value the day of inventory (not the value when the item was purchased).Grantees only need to submit their inventory of unused supplies if the value of all unused supplies when totaled exceeds $5,000. Grantees must submit their inventory of equipment regardless of the total cost.

Grantees not receiving AEFLA/IELCE or AELA funding in the next program year may choose to keep equipment with a current, per unit fair market value of $5,000 or less for continued adult education programming and activities, or for some other Federal- or State-funded program. For items with a fair market value greater than $5,000 or which will not be used for continued adult education programming and activities, or for some other Federal- or State-funded program, grantees must create a distribution plan. Grantees not receiving AEFLA/IELCE or AELA funding in the next program year may keep up to $5,000 of unused supplies (per funding source), but must create a distribution plan for the rest. Priority for distribution must be given to AEFLA/IELCE or AELA-funded programs. Items being redistributed to programs should only be redistributed if they are current and usable.

The cost to redistribute items needs to be determined at the local level. With approval from AEI, a program may charge these costs to the AEFLA grant to send or receive items as long as distribution takes place prior to the start of a new fiscal year (July 1, 2020). Programs need to contact their AEI Program Coordinator before distribution.

Steps to erase different types of devices are listed below.