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State Letter #04-16

CMA Close-out of FY 2003

Published: August 27, 2004
Audience:
Cash and Medical Assistance (CMA)
Types:
State Letter

TO: STATE REFUGEE COORDINATORS

FROM: Nguyen Van Hanh, Ph.D.
Director
Office of Refugee Resettlement

SUBJECT: Final CMA Financial Reporting for FY 2003 and Close-out of FY 2003 CMA Accounts

The purpose of this State Letter is to emphasize to all States the importance of filing final FY 2003 financial reports (SF-269) for Cash/Medical/Administrative (CMA) expenditures by September 30, 2004, as required by 45 CFR 400.210(a)(2), which states that:

"A State's final financial report on expenditures of CMA grants, …must be received no later than one year after the end of the FFY in which the Department awarded the grant. At that time, the Department will deobligate any unexpended funds, including any unliquidated obligations."

In the case of FY 2003 CMA funds, all CMA expenditures must be reported to ORR by September 30, 2004. There is no grace period. Be advised that States that fail to meet this reporting deadline put themselves at risk. If a State fails to submit a final FY 2003 CMA SF-269 to ORR by September 30, 2004, ORR will de-obligate FY 2003 remaining CMA funds from that State based on the most recent FY 2003 CMA SF-269 in its possession.

Due to the large reduction in the Transitional and Medical Services (TAMS) line item in the Office of Refugee Resettlement's (ORR) FY 2004 appropriation, it is crucial that ORR obtain an accurate picture of each State's final FY 2003 expenditures for Cash/Medical/Administrative (CMA). This financial information will assist us in determining how much funding States will receive for CMA in FY 2005.

ORR is now working to close out the FY 2003 CMA accounts. So far, only 12 States have submitted FY 2003 CMA reports marked "final."

Please send one copy of your final FY 2003 SF-269 for CMA to each contact listed:

Mike Bratt, Office of Mandatory Grants
Fourth Floor, 370 L'Enfant Promenade S.W.
Washington, D.C. 20447

Ella Hayes, ORR Data Unit
Sixth Floor, 370 L'Enfant Promenade, S.W.
Washington, D.C. 20447
[Fax: (202) 401-5487]

If you have any questions, please contact Loren Bussert by phone at (202) 401-4732 or by e-mail at LBussert@acf.hhs.gov.