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Federal Assistance 3 rd Annual APHIS Agreement Meeting April 2009 Riverdale, MD

Federal Assistance 3 rd Annual APHIS Agreement Meeting April 2009 Riverdale, MD. Questions & Process. Questions submitted with registrations Overview of Agreements Process . Applicability of HSPD-12.

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Federal Assistance 3 rd Annual APHIS Agreement Meeting April 2009 Riverdale, MD

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  1. Federal Assistance3rd Annual APHIS Agreement MeetingApril 2009Riverdale, MD

  2. Questions & Process • Questions submitted with registrations • Overview of Agreements Process

  3. Applicability of HSPD-12 • Homeland Security Presidential Directive 12 - “Policy for a Common Identification Standard for Federal Employees and Contractors,” issued August 27, 2004. • Requires Agencies to complete background investigations and issue credentials • Not currently applicable to Award Recipients…. BUT STAY TUNED!!

  4. Planning Pre-Award Close-Out Award The Agreements Process Process only repeats with a Continuation Post-Award Ongoing Compliance

  5. Planning The Planning Phase • The planning phase is an internal APHIS process. • APHIS: • Prepares and decides on potential projects • Ensures program authorities (1-2) • Decides if competition of the award is necessary • Selects Award instrument based on the type of relationship

  6. The Pre-Award Phase • Work and Financial Plan development (2-1) • Negotiation between APHIS and the Recipient • Preparation of the application package which includes: • SF-424 (2-6) • SF-424a (2-19) • Assurances (2-23) • Negotiated Indirect Cost Rate Agreement (2-29) • The submission of these completed documents details the recipients needs and describes the work to be accomplished for the award period. Pre-Award

  7. Award The Award Phase • The execution of a dually signed Notice of Award creates a legally binding relationship. All the terms of the agreement must be met by BOTHAPHIS and the recipient. • Language to Look for • …this agreement may be amended at any time during the effective period… • Limitations on Extension requests • Audiovisuals & Publications • Submission of reports (Quarterly, Biannual, or Yearly) • Specific language if APHIS is loaning vehicles or any other items of value, to correctly identify liability. • Cost share/match figures in the final article (3-14)

  8. Post-Award The Post-Award Phase • Changes that require prior approval (4-1) • Federal Financial Reports, SF-425 (see previous section) • Reimbursement or advance requests, SF-270 (4-5) • Narrative accomplishment reports (4-14) • No-Cost Extension of time to complete the project (4-16)

  9. The Close-Out • Ensure that the program was accomplished • Were all reports received? • Were all requests for reimbursements or advances paid? • Inventory of Items? • Deobligate any remaining funds, through a formal revision* to the Notice of Award • Ensure that any property loaned to the recipient is correctly returned to APHIS or transferred to the Recipient • Recover any interest in accordance with regulations Close-Out *A revision to deobligate remaining funds may be made after the award expires, this is the only exception.

  10. The Close-Out • Closeout of an award does not affect: • APHIS' right to disallow costs and recover funds on the basis of a later audit or other review; • The Grantor's obligation to return any funds due as a result of later refunds, corrections, or other transactions; • Records retention requirements or APHIS' right to access records; • Property management requirements; • Program income reporting requirements; and • Audit requirements • See page 4-21 Close-Out

  11. Questions?

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