Notice of Awardand Disbursement of Funds Mario Martinez, M.P.H. Grants Management Specialist Eunice Kennedy Shriver National Institute of Child Health and Human Development
Overview • Notice of Award (NoA) • Components • Acceptance • Delays • Disbursement of funds
What Is the Notice of Award (NoA)? • Notifies the grantee that an award has been issued and/or notifies grantee of award modifications • Issued for each budget period of the project • Sent to Business Office via email • Available in the eRA Commons: https://commons.era.nih.gov
What Is the Notice of Award (NoA)? (cont.) Legally binding document that identifies: • Grant Number • PI and Grantee Institution • Project Title • Period of Support • Funding Detail • Federal Policy (Rules and Regulations) • Terms and Conditions • Helpful Websites • NIH Contact Information
Components of the NoA • Cover Page • Section I—Award Data • Section II—Payment/Hotline Information • Section III—Terms and Conditions • Section IV—IC-Specific Terms and Conditions • Section V—Contacts and Itemized Budget, Including F&A Rate
Grantee Acceptance The grantee indicates acceptance of the NoA and its associated terms and conditions by drawing down funds from the grant.
What May Cause Delays? • Lack of or slow response to inquiries • Late submission of required documentation • Incomplete/inaccurate documentation submission • Inadequate justifications • Missing assurances
Payments • Funds are requested electronically through the payment management system (PMS): http://www.dpm.psc.gov • Delivered via electronic funds transfer (EFT). • Payment can be requested as often as needed, but must accommodate only immediate needs.
Payments (cont.) • Foreign grantees must register in PMS by submitting the required forms to PMS after an award is issued. • Required forms: 1) Division of Payment Management (DPM) PMS System Access Form for each PMS user 2) Direct Deposit Sign-Up Form (SF-1199A) • Forms are required for each organization if it does not have a PMS account for HHS awards or if the organization has a PMS account, but there is a change in the banking information.
Payments (cont.) • Currency exchange rates in preparation of financial reporting of expenditure data for awards: When preparing the Federal Financial Report (FFR) expenditure data, grantees must use the currency rate in effect at the time the funds are drawn down from PMS.
Payments (cont.) • Foreign grantees are strongly encouraged to use U.S. banks or banks with U.S. branches (ensures that payments arrive on time). • The requirement for grantees to maintain grant funds in an interest bearing account is unchanged. See NIH Grants Policy Statement Section 6.3: Interest Earned on Advances of Grant Funds. • Interest earned in excess of $250 per year in the aggregate on advances of federal funds must be returned in U.S. dollars by reimbursement check.