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Outreach Program Grants Administration 101

Outreach Program Grants Administration 101. Kathryn Umali, MPH, CHES U.S. Department of Health & Human Services (HHS) Health Resources & Services Administration (HRSA) Office of Rural Health Policy (ORHP) September 1, 2009. Overview. Program Requirements Program contact

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Outreach Program Grants Administration 101

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  1. Outreach Program Grants Administration 101 Kathryn Umali, MPH, CHES U.S. Department of Health & Human Services (HHS) Health Resources & Services Administration (HRSA) Office of Rural Health Policy (ORHP) September 1, 2009

  2. Overview • Program Requirements • Program contact • Non-competing application • Performance Improvement Measurement System (PIMS) • Project Director change • Grants Requirements • Grants contact • Reallocation of Funds (budget revision) • Reports • How to request a carryover • Payment Management System (PMS) • Technical Assistance • Questions????

  3. PROGRAM REQUIREMENTS

  4. Program Contact • Project Officer (PO) • Your Notice of Grant Award (NGA) has the contact information of your Project Officer • primary contact on programmatic issues • First stop for information • Always inform your Project Officer about program activities/changes and issues

  5. Non-competing application • Guidance will tentatively be available later this year • Project Director has to be registered in the Electronic Handbook (EHB) to apply • Information on how to register to EHB is on your Notice of Grant Award (NGA)

  6. Non-Competing Application (con’t.) • Primary components of the application: • Program narrative (summary progress report) • budget and budget justification • All necessary attachments • Important: Read and Reread!!!

  7. Performance Improvement Measurement System (PIMS) • To help quantify the impact of ORHP funding on access to health care, quality of services, and improvement of health outcomes, PIMS—a data collection tool-- was developed to be compatible with HRSA’s Electronic Handbook (EHB) • All grantees are required to report to PIMS at the end of each budget period

  8. Project Director Change • If the project director changes, the grantee needs to inform their project officer as soon as possible • A letter explaining the change and a resume of the new project director should be sent to your PO and Grants Management Specialist (GMS) • GMS and PO will review and approve so changes can be made official in the electronic system

  9. GRANTS REQUIREMENTS

  10. Grants Contact • Grants Contact • Your Notice of Grant Award (NGA) has the contact information of your Grants Management Specialist (GMS) • Primary contact for financial/budgetary questions (how to fill out budget forms etc.)

  11. Reallocation of Funds (budget revision) • Grantee needs to submit a revised budget if the cumulative amount of transfers between budget categories for the current budget period exceeds 25 percent of the total approved funds for that budget period • Revised budget needs to be submitted to the GMS and cc your Project Officer

  12. Reports • Financial Status Report (SF-269 long) • Documentation of funds spent over the past year and shows funds that needs to be carried over to the next budget period • Can be accessed through EHB • For questions on how to fill out the FSR, please contact your GMS • For technical assistance, please call the HRSA Call Center at 1-877-464-4772 • Due 90 days after budget period ends

  13. How to request a carryover • Requests to carry over unobligated funds awarded in a previous budget period to spend and/or obligate in the current budget period must be submitted in the form of a letter to your GMS • The request must include a budget based on the amount of the unobligated funds and an interim Financial Status Report (FSR), SF-269 • Although there is no deadline for the submission of carryover requests, such requests may be submitted at the time the applicable FSR is due

  14. How to request a carryover (cont.) • Letter to your GMS should contain the following information: • Grant number • the budget period into which the funds are to be carried over • a description of the approved activities for which the carryover funds will be used and the reasons these activities were not completed within the original budget period • Line-item budget breakout for the amount of carryover requested

  15. How to request a carryover • Carryover approval process • Once it is approved, grantee will receive a new Notice of Grant Award (NGA) reflecting this carryover amount • Since prior HRSA approval is required, unobligated funds may not be spent before the grantee receives a revised Notice of Grant Award which specifically states that the carryover request has been approved

  16. Payment Management System (PMS) • Federal Cash Transactions Report (SF 272) • This report is submitted quarterly to the Division of Payment Management, Program Support Center and indicates the status of cash drawn from the Payment Management System (PMS). • Next SF 272 report is due on November 14, 2009 covering disbursements made betweenJuly 01 through September 30, 2009 • For general information on PMS, submission process and next SF 272 deadlines, please visit: http://www.dpm.psc.gov

  17. TECHNICAL ASSISTANCE

  18. Technical Assistance • Targeted technical assistance (TA) provided at no extra cost to the grantees • Each grantee has a TA provider • Provided by Georgia Health Policy Center (Georgia State University)

  19. QUESTIONS????

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