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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

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Grants Management 101: Understanding Federal Grants Processes

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  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

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