COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 21

May 18, 2007

ADMINISTRATIVE

TO:	Division Superintendents
FROM:	Billy K. Cannaday, Jr. Superintendent of Public Instruction
SUBJECT:	Procedures and Deadline for Requesting Extension of Federal Grant Liquidation Period Under Current USED Guidelines

When a school division requests reimbursement of allowable expenditures under a federal education grant award after the award closing date, the Virginia Department of Education (VDOE) asks the U. S. Department of Education (USED) to reinstate the award to grant liquidation status so that the department can pay the outstanding obligation to the requesting division.

In order to meet the strict standards outlined by the U.S. Department of Education for submitting a late liquidation request, the department has developed provisions for requesting a late liquidation of a USED grant award. These provisions are as follows:

• In the event a school division obligates but does not submit a request for payment of its federal grant award allocation by the established deadline, the request to extend the liquidation period will be made in a letter from the division superintendent to the Superintendent of Public Instruction.
• The letter must include a clear statement of the circumstances that necessitate the request and provide documentation that the underlying obligations for which funds are being requested were in fact obligated prior to the close of the Tydings period.
• A statement attesting that the information provided is accurate and that the costs for which the funds are being requested support activities that were allowable under applicable statutory and regulatory requirements in effect during the period for which they were made available.
• The letter must summarize a corrective action plan that addresses steps taken to correct the circumstances that necessitate the late liquidation request.

If the documentation meets with these provisions, it will be submitted by VDOE to USED. The approval of a late liquidation request is at the discretion of USED and on a case-by-case basis. The U. S. Department of Educations policy on approving late liquidation requests is found at: www.ed.gov/policy/gen/guid/secletter/050128-att.doc This current policy will remain in effect through September 30, 2007.

USED will not accept requests under the current policy after June 30, 2007. If you plan to submit a request under this policy, you must submit your request to the Virginia Department of Education no later than June 18, 2007.

If you have questions or need additional information, please contact Linda Borland, financial reporting manager, at Linda.Borland@doe.virginia.gov or at (804)225-3806.

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