AWARDS MANAGEMENT DIVISION AND YOU

1. AWARDS MANAGEMENT DIVISION AND YOU Carol A. Langguth Division Director Awards Management Division Office of Grants & Financial Management National Institute of Food and Agriculture

2. AWARDS MANAGEMENT DIVISION Revised 5/11/2011 Division Main Number: 202-401-4986 CAROL LANGGUTH Division Director -2172 Phone: 401-5204 clangguth@nifa.usda.gov BEVERLY THOMPSON Secretary - 2183 Phone: 401-4986 bthompson@nifa.usda.gov Student 2101B Phone: 401-4940 EULA JORDAN Liaison-2140 Phone: 401-0848 ejordan@nifa.usda.gov SUSAN BOWMAN Branch Chief, Br. I - 2240 Phone: 401-4324 sbowman@nifa.usda.gov Formula Grants Branch ADRIENE WOODIN Branch Chief, Br. II - 2182 Phone: 401-4320 awoodin@nifa.usda.gov DUANE ALPHS Team Leader, Team 2 -2152 Phone: 401-4326 dalphs@nifa.usda.gov BRENDA BARNETT Branch Chief - 2246 Phone 401-6520 bbarnett@nifa.usda.gov BRUCE MERTZ Team Leader, Team 1 - 2174 Phone: 401-5062 bmertz@nifa.usda.gov TOWANA DESHAZO - 2162 Team Leader Team 3 Phone: 401-4155 tdeshazo@nifa.usda.gov ROCHELLE MCCREA Team Leader, Team 1- 2160 Phone: 401-2880 rmccrea@nifausda.gov SONDRA WATKINS Team Leader, Team 2 - 2170 Phone: 401-4249 swatkins@nifa.usda.gov CHARLES HUNGERFORD Specialist - 2119 Phone: 401-5059 chungerford@nifa.usda.gov DARLENE BROWN Specialist – 2120 Phone 401-4189 dmbrown@nifa.usda.gov LAQUITA PALMER Specialist – 2117 Phone: 401-5774 lpalmer@nifa.usda.gov Selene Gates Specialist - 2127 Phone: 720-3512 sgates@nifa.usda.gov THOMAS MASON Specialist – 2115 Phone 401-3482 tmason@nifa.usda.gov PATRICIA MYERS Team Leader - 2244 Phone: 205-0453 pmyers@nifa.usda.gov EUGENIA SPOHRER Specialist - 2118 Phone: 401-5058 espohrer@nifa.usda.gov JEFF JACOBS Specialist – 2113 Phone 690-5717 jjacobs@nifa.usda.gov SHIRLEY SMITH Specialist - 2133 Phone: 401-5228 ssmith@nifa.usda.gov VACANT Grants and Agreement Spec. Phone: vacant@nifa.usda.gov JANET SCHMIDT**Specialist - 2144 Phone: 401-5951 jschmidt@nifa.usda.gov GAIL MARTIN Specialist - 2131 Phone: 401-0327 gmartin@nifa.usda.gov BARBARA DODSON Specialist - 2148 Phone: 401-6342 bdodson@nifa.usda.gov KENDRA ARRINGTON** Specialist - 2146 Phone: 401-3669 karrington@nifa.usda.gov RYAN WILLIAMS Specialist - 2150 Phone: 401-4314 rwilliams@nifa.usda.gov SHYNIKA LOFTEN** Specialist - 2110 Phone: 401-6031 slofton@nifa.usda.gov ARNITA CROSS Staff Accountant - 2181 Phone: 401-8982 across@nifa.usda.gov ADAM ANDERSON Specialist - 2128 Phone: 401-4185 aanderson@nifa.usda.gov DIANE DUBARD Specialist - 2129 Phone: 401-0549 ddubard@nifa.usda.gov JOSE BERNA Specialist - 2130 Phone: 401-6509 jberna@nifa.usda.gov TRACEY ROY Specialist – 2121 Phone 401-3681 troy@nifa.usda.gov KRISTIN ABERNATHY Specialist- - 2142 Phone: 401-6848 kabernathy@nifa.usda.go ALICIA SIMON Specialist – 2112 Phone 401-6104 asimon@nifa.usda.gov TAM-THAO NGUYEN Specialist - 2126 Phone:690-2943 tnguyen@nifa.usda.gov LISA GLANDER Specialist - 2140 Phone 401-1772 lglander@nifa.usda..gov Examiner - Phone: 401- vacant@nifa.usda.gov Examiner – Phone: vacant@nifa.usda.gov STEPHANIE BRYANT Examiner - 2122 Phone: 401-0187 sbryant@nifa.usda.gov LASHAWN POWELL Examiner - 2125 Phone: 401-1318 vacant@nifa.usda.gov JHARANA SAHU Grants and Agreement Spec. – 2111 Phone: 720-1253 jsahu@nifa.usda.gov RONALD DUNMORE Admin Assistant- - 2114 Phone:401-5047 rodunmore@nifa.usda.gov VACANT Admin. Assistant – 2116 Phone 401-1652 vacant@nifa.usda.gov SHAVON DICKERSON Admin. Assistant - 2122 Phone – 202-401-6437 Sdickerson@nifa.usda.gov Linda Toppin - 2123 Admin. Assistant Phone: 690-2563 ltoppin@nifa.usda.gov VACANT Admin Assistant Phone: 401-4248 vacant@nifa.usda.gov

3. THINGS WE DO: • PRE-AWARD • AWARDS • POST AWARD ACTION • CLOSEOUT • INFORMATION SOURCE • OUTREACH

4. PRE-AWARD CONSIDERATIONS Forms completed accurately Proper signatures Complete information Budget items Legal and Regulatory requirements

5. FORMS/SIGNATURE SF 424 – Appropriate signature AOR/AR – Other personnel signing? - Can the person commit resources of university DUNS & EIN numbers

6. COMPLETE INFORMATION PDF attachments Budget & Budget Narrative - All items explained Matching – non-federal - Proper documentation - AMD will follow-up – but award will be delayed Legal requirements - Eligibility - Indirects, construction, matching

7. IMPORTANT REQUIREMENT • Keep CCR Registration Current for the Life of the Award • NIFA Accounting System Affected • ASAP ENROLLMENT MUST BE COMPLETED • 45-DAYS TO COMPLETE • OR – START OVER

8. AWARDS

9. AWARDS Execute all awards - Formula & non-formula Final administrative review – after technical/scientific review and recommendation E-notify awards – most - AR & PD are notified - ASAP instructions attached - ASAP customer service@nifa.usda.gov

10. POST-AWARD

11. POST AWARD TOPICS • Terms and conditions • Post Award Actions not requiring agency approval • Post Award Action requiring NIFA approval • PD transfers • Waivers

12. TERMS AND CONDITIONS • Research – Terms and conditions & NIFA agency specific http://www.nsf.gov/bfa/dias/policy/rtc/terms.pdf • Formula and Other program specific requirements http://www.nifa.usda.gov/business/awards/awardterms.html

13. POST AWARD ACTIONS NOT REQUIRING AGENCY APPROVAL • Notification of No-cost extensions 1. Administrative waivers 2. NIFA must be notified within 10 days BEFORE the grant expires 3. Authorized Representative (AR) signature needed

14. POST AWARD ACTIONSNOT REQUIRING AGENCY APPROVAL (CONT’D) • Pre-award costs up to 90 days • Budget changes – most

15. AGENCY APPROVAL REQUIRED • Change in the scope of work • Change in Project Director (PD) or Co-PD • Subs over 50% of the award or any subs to federal agencies, not previously approved • Pre-Award costs more than 90 days • Waivers

16. AGENCY APPROVAL REQUIRED (CONT’D) • 2nd No-cost Extensions 1. Signature from the PD and AR 2. Justification should include: a. Amount of funds remaining b. Timetable for completion c. Summary of progress to date 3. Second NCE must be approved by NPL

17. AGENCY APPROVAL REQUIRED (CONT’D) • No-cost Extensions within 120 days after expiration date may be approved only under extenuating circumstances 1. A strong justification by the grantee & NPL is required. 2. All other requirements for a 2nd NCE must be met.

18. AGENCY APPROVAL REQUIRED (CONT’D) • Release of funds – Needing NPL approval 1. Revised Budget 2. Sub-awardee/Consultant information 3. Special requests by the NPL • As specified in the Terms & Conditions, post award documentation should be submitted directly to the Awards Management Division

19. AGENCY APPROVAL REQUIRED (CONT’D) • Final Technical Report (FTR) 1. NPL will receive notification from CRIS when FTR has been submitted 2. NPL is responsible for reviewing and approving the final report 3. Forward the approved Technical Report to AMD 4. Late Technical Reports – no more funds until it is submitted – AMD withholds funds

20. PD TRANSFERSORIGINAL AWARDEE • A letter signed by the AR relinquishing the grant; • A summary of progress to date; and • Form SF-425, “Financial Status Report” which reflects the total amount of award funds being transferred to the new institution

21. PD TRANSFER (CONT’D)NEW AWARDEE • Complete proposal – on SF-424 • Funding amounts must match the SF-425

22. BUDGET ITEMS SALARIES • Base salary (all senior/key/other) - Provide funded work months - Calendar or academic and summer • Secretarial or clerical salaries - Must be justified to be charged as a direct cost • Graduate students - Number of students • Only employees of recipient organization should be included

23. EQUIPMENT (CONT’D) • Provide: • Type of equipment • Cost - Some purchases may require lease vs. purchase analyses • Brief explanation of intended use

24. TRAVEL Destination (if known) Purpose Number of travelers Estimated cost per trip Need enough information to determine reasonableness

25. TRAVEL Destination (if known) Purpose Number of travelers Estimated cost per trip

26. MATERIALS AND SUPPLIES Office, lab, educational, or field supplies Software Postage, shipping, etc. Non-traditional supplies - Provide brief explanation

27. CONSULTANTS Identified as someone who renders expert advice - Not an employee of grantee organization Provide: - Letter of intent with signature(s) - Statement of work - Curriculum vita

28. CONSULTANTS (CONT’D) Rate of pay - Executive Level IV - Currently $600 per day based on an eight hour day - http://www.opm.gov/oca/10tables/pdf/ex.pdf Justification required if over $600 - Invoices for previous work - Nationally renowned credentials

29. ADP/COMPUTER SERVICES Charges associated with shared computer usage Internet charges Purchases of computer equipment would not go here - Budget under equipment or materials and supplies

30. SUBAWARDS When portion(s) of work will be performed by outside sources: - Provide: - Statement of work (Proposal) - Letter of intent signed by Authorized Representative - Budget - Budget narrative

31. SUBAWARDS (CONT’D) Period of performance may not be longer than primary award Start date should not be earlier than the prime award Terms and conditions flow down

32. CONFERENCES/MEETINGS Speaker/trainer fees - Include brief description of service or topic Fees should be based on credentials - Justify fees exceeding $2,000

33. CONFERENCES/MEETINGS (cont’d) Meals - Must justify - Continuity - Arduous conditions - Breakfasts are not normally allowed Refreshments Facility and equipment rentals

34. MATCHING/COST SHARING When a program requires matching or cost-sharing - All matching must be secured at time of award - Cannot be dependent on funds not fully committed Federal dollars normally unallowable Indirect costs normally unallowable - Allowed only on programs with specific authority

35. MATCHING/COST SHARING (CONT’D) Provide: - Letter from contributor to support third party matching - Detailed description of how matching dollars will be used on award

36. SUBMIT REPORTS

37. FINANCIAL REPORTS Quarterly reports are not required for ASAP system Annual reports are required Final reports are required

38. SUBMIT REPORTS USDA/NIFA/AMD, 1400 Independence Avenue, S.W., Stop 2271, Washington, DC 20250-2271 • Overnight Mail Deliveries: • USDA – NIFA, 800 9th Street, S.W., Washington,DC 20024 • Fax all requests to: 202-401-1804 or 202-401-6271 • By e-mail: awards@nifa.usda.gov (preferred method) • If you need assistance, please call 202-401-4986

39. FINAL PAYMENTS 90 Days after award ends Request extension Expiring appropriations – 5 years - Cannot extend - Funds go back to Treasury - Pay attention to expiration date of award and award documents

40. Formula Grants • Check-up for FY 2011 • Reviewing Process • Administrative Manuals – considering eliminating manuals Requirements in regulations and terms and conditions

41. REGULATIONS 7 CFR 3430 7 CFR 3019 OMB CIRCULARS - A-110 (2 CFR 215) - A-21 (2 CFR 220)

42. INFORMATION SOURCE Call us Send us an e-mail Organizational chart has all telephone numbers and e-mail addresses

43. OUTREACH Annual meeting National Council of University Research Administrator (NCURA) Requests Site visits Budgetary limitations

44. CONTACT US Carol A. Langguth Division Director Awards Management Division Office of Grants & Financial Management (202) 401-4986

45. QUESTIONS??