PHMSA HMEP Grant Program ~ HMEP Grant Application Trends

1. PHMSAHMEP Grant Program~HMEP Grant Application Trends NASTTPO Annual Conference October 2011

2. Hazmat Grant Application • Forms • Application for Federal Assistance (SF-424) • Budget for Non-Construction Programs (SF-424A) • Assurances for Non-Construction Programs (SF-424B) • Combined Assurances (ED-80-0013) • Narrative • Agency Identification • Transportation Fees • Contact Information • Report of Progress • Program Goals and Objectives • Statement of Work for Upcoming Budget Period • SERC/LEPC Involvement • Supplies and Equipment

3. 2011 – 2012 Application Summary • This year, we are recommending that grantees place additional emphasis on the following sections: • Program Goals and Objectives • List goals/objectives of training and planning activities and how they tie into program goals/objectives • Statement of Work • Statement of proposed activities or deliverables • Number of proposed activities or deliverables • Schedule of implementation • Budget Narrative • We are also clarifying that the Report of Progress information may be provided through Quarterly and Final Reports, rather than as a narrative within the application.

4. Hazmat Grant Application PreparationRequirements & Expectations • a. Personnel • - Staff positions by title • Annual salary • Job title • Role in HMEP grant • Total cost for budget period Budget Narrative • b. Fringe Benefits • If included as Direct Cost: • Percentage used (fringe benefit rate) • Basis for computation of rate • If addressed as Indirect Cost: • Do not include amounts for fringe benefits • c. Travel • Local Travel: • Estimate of aggregate costs • Mileage reimbursement rate • Reasons for travel • Non-Local Travel: • Estimated # of trips • Purpose and programmatic need • Location and estimated costs • d. Equipment • Identify equipment that: • is tangible • is non-expendable personal property • has an estimated cost of $5,000+/unit • has a useful life of more than 1 year • will be used during proposed planning • or training activities • e. Supplies • (tangible property other than “Equipment”) • Identify categories of supplies to be procured • which will be used during proposed planning or • training activities • Identify “sensitive” items (laptops, GPSs, etc.) • and associated cost/unit • f. Contractual • Anticipated expenditures for services/analyses or • consultants • Specify purpose and estimated cost h. Other - Provide detailed information on other subgrants, Insurance, space rental, printing, publication, Postage, utilities, telephone, rental of equipment and supplies, and activities not covered under other budget categories. • j. Indirect Charges • Identify cognizant federal agency for negotiation of • indirect cost rate • - State approved indirect rate • Provide copy of most recent negotiated agreement

5. 2011-2012 HMEP Application Evaluation Criteria • Agency/State goals and objectives identified? • SF-424A budget substantiated in the narrative? • Matching detailed? • Object Class Category correctly used? • Personnel costs charged to the program? • Indirect costs passed through to the program? • Planning/Training SOWs included? • Project costs allowable, reasonable, feasible? • Subgrant schedules Provided?

6. Program Vulnerabilities • Agency/State goals and objectives identified? • Misaligned objectives enable unallowable expenses • SF-424A budget substantiated in the narrative? • Undisclosed activities enable unallowable activities • Matching details? • Lack of clarification on how match will be met may result in rushed and incorrect accounting.

7. Program Vulnerabilities • Object Class Category correctly used? • Incorrect categorization enables mishandling of expenses or may cause post-award audit triggers • Personnel costs charged to the program? • Undisclosed activities enable unallowable activities • Indirect costs passed through to the program? • Lack of supporting documentation/clarity on inclusions can result in duplicate expenses for HMEP

8. Program Vulnerabilities • Planning SOWs included? • Lack of planned program activities enable unfocused and ineffective spending • Training SOWs included? • Lack of planned program activities enable unfocused and ineffective spending • Subgrant schedules Provided?

9. More HMEP to Come… • Administrative Requirements • HMEP Grant Management Training (Program Terms & Conditions)