1 / 24

Grants Management 101: Understanding Federal Grants Processes

Grants Management 101: Understanding Federal Grants Processes. NASTAD “University” 2009 NASTAD Annual Meeting. Topics To Be Covered. Tips and Peer-based Problem Solving Grants Management Definitions and Overviews CDC/HRSA Grants Management Policies Practical Tips from Peers

Olivia
Download Presentation

Grants Management 101: Understanding Federal Grants Processes

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Grants Management 101: Understanding Federal Grants Processes NASTAD “University” 2009 NASTAD Annual Meeting

  2. Topics To Be Covered • Tips and Peer-based Problem Solving • Grants Management Definitions and Overviews • CDC/HRSA Grants Management Policies • Practical Tips from Peers By the end of this session, you will be able to define … • IPRs and APRs and Continuation Applications • Supplemental Applications • Notice of Grant Award (NGA) • Financial Status Reports (FSRs) • Carryover

  3. Understanding Federal Grants Process #1 Rule of Thumb: Your Project Officer is your Friend • Serves as a liaison with the grants management office • Helps interpret and translate FOAs and other requirements • Your advocate inside the agency

  4. The Budget Cycle

  5. The Budget Process • Congress Appropriates • Agencies Get their Budgets • Agencies Make Funding Awards Process Is Not Always Smooth, Impacting HDs Through…. • Continuing Resolutions • Partial Awards

  6. Funding Opportunity Announcement (FOA): FOAs: • Announcement of funding availability • Also called a “program announcement” • Specific numbers for federal FOAs – often the shorthand for that program Funding award types: • Cooperative agreement • Grant • Contract

  7. Funding Opportunity Announcements Funding Award Length: • Usually 3-5 years • Ryan White Program - length depends on authorizing language Access FOAs at www.grants.gov

  8. Funding Awards Notice of Grant Award (NGA) • Indicates award amount • Includes specific “Terms and Conditions” • Summary Statement/Technical Review (TR) The NGA and all the references are legally binding documents 

  9. Funding Awards Request for Negotiation • If revised budget required • To clarify points in the TR Approval required for any …. • Changes in excess of 25 percent of the total cumulative award, or $250,000, whichever is less

  10. Major Federal Funding Awards to States CDC: 04012 • Current prevention program CoAg # • Funded on January – December cycle • A two-tear “bridge” funding opportunity announcement (FOA) will be issued in 2009 for a start date in 2010 • Amount based on combination of impact and historical experience with supplemental funding

  11. Major Federal Funding Awards to States HRSA: Ryan White Program, Part B • Formerly called “Title II” under previous authorization • Includes funding to state health departments for care and treatment services • AIDS Drug Assistance Program (ADAPs) • Funded on April – March cycle • Authorized through Ryan White Program legislation, with specific funding formulas

  12. Federal Grants Management Organization Grants Management Offices • Responsible for the business/non-programmatic administration of grant • Each award assigned a grants management specialist • CDC: Procurement and Grants Office (PGO) • HRSA: Grants Management Office (GMO)

  13. Financial Status Report (FSR) • Annual report of expenditures • Includes unobligated balances • Includes unliquidated, obligated funds • Reported on Federal Form 269 • Due no later than 90 days after the close of the budget period. Example: If your budget period ends Sept. 30, 2009, your FSR is due December 30, 2009.

  14. Financial Status Reports (FSRs) Unobligated Balance: • Portion of funds awarded by the federal agency not obligated by the recipient Example: Grantee anticipated buying new computers, but decided that the old computer would be sufficient to meet the needs for the remainder of the budget period Unliquidated Obligation: • Obligation that has not been paid Example: Grantee purchased 5 computers but has not paid for the computers. (Must document obligation)

  15. Financial Status Reports (FSRs) Revised FSRs Are Required • When grantee overcharged and there’s a balance due the federal agency • Upon discovery of an error Must be submitted … • No later than one (1) year from due date (fifteen months following the end of the budget period) • Must include written explanation of the revision

  16. Financial Status Reports: Lets Have Some Fun!

  17. Carryover Carryover • A request to “carry over” funds not obligated into next budget period • Requests should include: • Grant/CoAg # • Rationale or need for carryover • Budget • Contact information and signatures • FSR and progress report must be current to request carryover

  18. Carryover Additional Carryover Policies … • Only for one time needs • Received by grants management office 120 days before the end of the budget period • Funds from previous budget periods are available • CDC’s PGO recently changed this to allow requests of more than the previous year funds

  19. Progress Reports and Policies Frequency • Prescribed in the FOA and in the Terms and Conditions of the Award • Often required quarterly, semi- annually, or annually Submitted by authorized or designated representative

  20. Continuation Applications/IPRs • Application to continue funding for one or more years • CDC’s Interim progress report (IPR) = a continuation application • Requested at least 90-120 days before the start date • Includes: • Report of current year's objectives • Objectives for the coming budget period • Update on administrative issues • Plan, revisions in methodology and/or shift in program focus • Evaluation plan • Budget and justification

  21. Continuations, Closeouts and More Closeout: • Term used to describe process to complete one funding announcement Cost Extension: • Time limited extension of budget year/funding award at same or specified funding level No-Cost Extension: • Extension to continue project activities through a certain date without additional funds

  22. Supplemental Application Application to supplement existing funding for: • Expansion of Scope – Treated as… • New • Competitive, if over $250K or 25% of the award • Administrative Increases – Provided for … • Increased costs • Continued scope Supplemental requests: • Require approval from grants management office • Must include itemized budget and narrative

  23. Practical Tips & Peer Based Problem Solving • Questions? • What is not clear? • What has been your experience with grants management offices? • How have you handled…?

  24. Where To Go For More Information • Funding Opportunities and guidelines: www.grants.gov • Division of Payment Management: http://www.dpm.psc.gov/access_pms/system_status.aspx • HRSA HAB: Grants - http://www.hrsa.gov/grants/default.htm • CDC: Procurement and Grants Office (PGO) - http://www.cdc.gov/od/pgo/funding/grants/glossary.shtm

More Related