Administrative & Fiscal Requirements for Grantees

1. Grants Management Specialists Division of Discretionary Grants Administration for Children and Families Ben Sharp, Grants Officer Administrative & Fiscal Requirements for Grantees

2. Topics • Office of Grants Management Roles and Responsibilities • Grant Award Packages • Reporting Requirements • Key Regulations and Administrative References • Budget Modifications / Continuations / Carryovers / Extensions • Payment Management Systems (PMS) • Websites • Grants Management Contacts

3. Office Of Grants Management • Negotiates and issues all mandatory and discretionary grant awards for the Administration for Children and Families. • Complements technical knowledge of the program office with expertise in business and other non-programmatic areas of grants administration.

4. Office Of Grants Management… • Monitors and guarantees the integrity of the competitive process. • Serves as the official receipt point for all official communications and contacts with grantees which commit or may result in committing the grant budget, or changing terms and conditions of the grant (that could impact the scope or objectives of the grant) rebudgeting or for specific types of cost.

5. Office Of Grants Management… • Serves as the official receipt point for all required reports from the grantees. • Assures that both program office and grantees fulfill all requirements of laws, regulations and policies.

6. Office of Grants Management • Inputting authorization data into the Payment Management System • Issuing award notices • Monitoring the grants process • Closing out awards • Reconciling their accounting records to the Payment Management System Information

7. Financial Assistance Award (FAA) Transmittal Letter Standard Terms and Conditions Reporting Requirements Financial Status Report Form (SF 269) Instructions for Requesting Payment of Federal Awards Grant Award Package

8. Standard Terms and Conditions • All recipients of ACF discretionary grants and cooperative agreements are legally bound by the standard terms and conditions. • HHS Grants Policy Statement can be found at: http://www.acf.hhs.gov/grants/grants_resources.html • Based on Statutes, Regulations and Policies.

9. Financial Status Report (FSR) SF-269 • Used to report budget period expenditures on semi-annual basis • Financial Status Reports (SF-269's) are due 30 days after the end of the second and fourth quarters of the budget period (every six months). • A final (cumulative) SF-269 is due 90 days after the end of the project period. • Award amount for 12 month budget period should be entered in Box 10(o)

10. Program Progress Reports • Program Progress Reports are due 30 days after the end of the second and fourth quarters of the budget period (every six months). • A final (cumulative) Program Progress Report is due 90 days after the end of the project period. • Original to OGM, copy sent to the Program Office. • Reports should be submitted unbound, concise.

11. Program Progress Reports – Content • Grant Number • Reporting Period • Major Activities and Accomplishments • Problems • Significant Findings and Events • Dissemination Activities • Other Activities • Planned Activities for Next Reporting • Author’s Name and Telephone Number

12. Submit the original Program Progress Report and Financial Status Report to: Mailing Address Attention: [Grants Management Specialist] Administration for Children and Families Office of Grants Management/DDG Aerospace Building, 6th Floor East 370 L'Enfant Promenade, S.W. Washington, D.C. 20447

13. Office of Management and Budget (OMB) Circulars

14. Audit Information OMB Circular - A-133 • Non-federal entities that expend a total of $500,000 or more from all federal sources in a year shall be audited annually. • Submission - 9 months after the end of the grantee’s fiscal year to: Single Audit Clearinghouse Bureau of the Census 1201 E. 10th Street Jeffersonville, IN 47132 Phone: 800-253-0696

15. Continuations • Applications required for all subsequent budget periods • Required documentation: SF-424, SF-424A, SF-424B, Lobbying Certification, Budget, Budget Justification, and Program Narrative

16. Budget Modifications • Covered Letter Signed by Authorized Official • SF424A • Budget and Budget Narrative • Notes: See handout for more details

17. Carryovers • Cover Letter Signed by Authorized Official • 424A (Carryover Amount only) • Budget and Budget Narrative • Financial Status Report (SF269) • Note: See handout for more details

18. No-cost Extensions • Cover Letter Signed by Authorized Official • Indicate new end date and number of months • Supporting reasons for the request • Include remaining balance • Submit Current SF269 • See Handout for more details

19. Closeout • Final cumulative Program Progress report • Final cumulative SF-269 • Property Inventory Disposition • Due 90 days after end of Project Period

20. Payment Management System (PMS) DPM personnel are responsible for: • Operating the Payment Management System, • Making payments to recipients, • Managing cash flow to recipients, • Performing payee/recipient account management, • Maintaining user/recipient liaison, • Reporting disbursement data to awarding agencies, • Debt collection, • Maintaining security, and • Providing Help Desk support.

21. Payment Management System (PMS) Recipients are responsible for: • Executing grants, • Maintaining minimum federal cash on hand by requesting funds from the Payment Management System only for immediate disbursement, • Reporting cash disbursements to the Payment Management System, and • Maintaining their own accounting records.

22. Web Sites • Forms: http://www.acf.hhs.gov/programs/ofs/forms.htm • Link to the New Form SF-424 V.2 http://www.acf.hhs.gov/programs/ofs/grants/sf424v2.pdf • OMB Circulars: http://www.whitehouse.gov/omb/circulars/index.html • Code of Federal Regulations: http://www.gpoaccess.gov/cfr/index.html • Division of Payment Management: http://www.dpm.psc.gov/

23. Grants Management Contacts • Catherine Silver 202-401-4726 • Diane Alexander 202-690-8110 • Roni Brooks 202-401-5283 • Fonda Hughes 202-401-7042 • Theresa Hall 202-401-5402 • Trang Le 202-690-7053 • Patryce Peden, Grants Assistant 202-260-6383 • See Handout for staff assignments

24. Questions and answers…Thank You!