1. What is the last day to process obligations, deobligations, and no-cost extensions in GrantSolutions?

The last day to process financial actions (obligations/deobligations) in GrantSolutions is Friday, September 24, 2021 at 6:00 p.m. EDT (4:00 p.m. MDT). The interface between FBMS SAP (finance) and GrantSolutions will be shut down at 6:00 p.m. EDT on September 24, 2021. Any transactions that have a financial impact will fail. However, GrantSolutions will remain available to all users to perform non-financial transactions. Users can continue to process Notice of Funding Opportunities (NOFOs), receive applications, and change award header and line dates in GrantSolutions.

2. What about awards that I have started and could not complete by September 24, 2021?

For in-progress awards that are not released by Friday, September 24, 2021 and have a financial impact (obligations/deobligations), you cannot work on these awards until FBMS start-up is completed. The expected date for new transactions is Friday, October 8, 2021.

Once the system is available to all users, you must change the award date to the current accounting period on open unreleased awards. You will not be able to release these awards until the PR has been recreated in SAP.  Further instructions will go out to the Regions on this process.

For in-progress awards that do not have a financial impact, you can continue to work on these awards and release them after September 24, 2021.

3. What happens to Purchase Requests (PRs) that are pending approval in SAP?

It is strongly recommended that you do not enter PRs that you will not be able to obligate by September 24, 2021.

4. What happens to Purchase Requests (PRs) that are approved and transmitted to GrantSolutions?

It is strongly recommended that you do not enter PRs that you will not be able to obligate by September 24, 2021.

5. Can funding opportunities be created in GrantSolutions and posted to Grants Management Module (GMM) and Grants.gov after September 24, 2021?

Yes. GrantSolutions will remain available for non-financial transactions. The interface between GrantSolutions and Grants.gov will remain active.

6. Is there a deadline for recipients to request payments through ASAP for Fiscal Year 2021 closeout?

Recipients must submit ASAP payment requests by 6:00 p.m. EDT (4:00 p.m. MDT) on September 24, 2021. Access to funds in ASAP will be suspended from September 25 to September 30, 2021 to close out fiscal year 2021. Recipients should withdraw the necessary funding for that period on or before September 24, 2021. Accounts will be available on Friday, October 1, 2021.

7. What is the deadline to submit ASAP enrollments in order to meet the September 24, 2021 obligation deadline?

All ASAP enrollments must be submitted to the Financial Assistance Systems and Training Branch (FAST) at fwhqfas@fws.gov no later than Friday, August 27, 2021. In order to meet the obligation deadline, recipients must complete all required steps in ASAP no later than Friday, September 3, 2021. ASAP enrollments that are not submitted by August 27, 2021 or recipient accounts that are not active by September 3, 2021 are not guaranteed to be processed to meet the obligation deadline. Awards should not be released in GrantSolutions before establishing a payment method for the recipient. Please refer to the Establishing an Intended Recipient’s Payment Method before Obligating Funds for a New Grant or Cooperative Agreement Award in the Financial and Business Management System (FBMS) for guidance.

8. What is the deadline to submit payment requests for ASAP waived recipients?

Payment requests for ASAP-waived recipients, including ITS payment requests for foreign recipients, must be submitted to the Interior Business Center (IBC) no later than close of business on Tuesday, September 14, 2021. IBC expects to start processing payments again on October 8, 2021.

9. What happens to invoices that ASAP-waived recipients sent to the Interior Business Center (IBC) after the FY21 year-end cut off of September 14, 2021?

FY 2021 invoices that are not paid before the final payment run will be paid in FY 2022. Vendors should be made aware that payment will not be possible until after October 8, 2021, when we have access to the system again.

10. What is the deadline to submit ASAP waiver requests?

ASAP waiver requests must be submitted to the FAST Branch at fwhqfas@fws.gov no later than Friday, September 17, 2021. Awards should not be released in GrantSolutions before establishing a payment method for the recipient. Please refer to the Establishing an Intended Recipient’s Payment Method before Obligating Funds for a New Grant or Cooperative Agreement Award in the Financial and Business Management System (FBMS) for guidance.

11. Can recipients draw or request funds in advance to cover their needs during the blackout period?

Yes.  Please be aware of the dates that your recipients will not be able to access their funds and allow a short-term advance to cover these dates.  Recipients in ASAP are eligible to advance funds to cover costs from September 25, 2021 to September 30, 2021.  Recipients paid through IBC are eligible to advance funds to cover costs from September 15, 2021 to October 8, 2021.

Make sure you have a copy of the signed Director's Memo in the official award file(s) of recipients that advance funds during year-end close-out. 

12. Where can I find resources for FY21 Close-out?

The table below summarizes the FY21 deadline dates.

Fiscal Year (FY) 2021 Deadlines for Grants and Cooperative Agreement Processing
June 25, 2021

Awards or amendments that must be approved by year end to avoid loss of funds must be submitted for review and approval in GrantSolutions to the FASO Operations Branch.

July 15, 2021Awards or amendments not at risk for losing funds by year end must be submitted for review and approval in GrantSolutions to the FASO Operations Branch.

August 13, 2021

Deadline to submit financial assistance program purchase request (PPR) to JAO mySupport at https://fwsprod.servicenowservices.com/mysupport/
August 14, 2021Deadline for UDO canceling funds to be paid to the recipient or de-obligated. Fund codes beginning with 156 and 166.
August 27, 2021, 5:00 P.M. EDTDeadline for new ASAP Enrollment form submissions for anticipated FY 2021 recipients.
August 30, 2021Message posted by Treasury to the ASAP Homepage Broadcast messages regarding upcoming account suspensions.
September 3, 2021Deadline for FY 2021 anticipated recipients to complete all ASAP enrollment actions (enrollment status must be Active by this date).

September 14, 2021, 7:00 P.M. EDT

Deadline for submitting manual payment requests for ASAP-waived recipients, including ITS payments for foreign recipients, to IBC.
September 17, 2021, 5:00 P.M. EDTDeadline for ASAP waiver request submissions for anticipated FY 2021 recipients.
September 24, 2021, 6:00 P.M. EDTDeadline for processing obligations, deobligations, and no-cost extensions in GrantSolutions.

September 24, 2021, 6:00 P.M. EDT

ASAP payment requests must be submitted prior to suspension of accounts.
September 24, 2021, 7:00 P.M. EDTBegin ASAP account suspension.
September 25 – 30, 2021

ASAP accounts remain suspended for year-end close-out.

October 1, 2021, 10:00 A.M. EDTASAP accounts will be un-suspended. Recipients are able to request payments through ASAP.

October 8, 2021

TARGET DATE

New Fiscal Year 2022 open.
Processing for obligations, de-obligations and no-cost extensions in GrantSolutions resumes.

IBC to begin processing ASAP-waived payments to recipients.