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Virginia Simmons, Grants Management Officer Division of Grants Management (DGM)

Division of Grants Management Drug Free Communities (DFC) Support Program SAMHSA’s Center for Substance Abuse Prevention. Virginia Simmons, Grants Management Officer Division of Grants Management (DGM). Federal Partners. Office of National Drug Policy (ONDCP).

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Virginia Simmons, Grants Management Officer Division of Grants Management (DGM)

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  1. Division of Grants ManagementDrug Free Communities (DFC) Support Program SAMHSA’s Center for Substance Abuse Prevention Virginia Simmons, Grants Management Officer Division of Grants Management (DGM)

  2. Federal Partners Office of National Drug Policy (ONDCP) http://www.whitehouse.gov/ondcp Substance Abuse and Mental Health Services Administration (SAMHSA) Division of Grants Management (DGM) http://www.samhsa.gov/grants/ Centersfor Substance Abuse Prevention (CSAP) http://www.samhsa.gov/about/csap.aspx Division of Payment Management (DPM) http://www.dpm.psc.gov/

  3. Division of Grants Management Division of Grants Management (DGM) • Provide management and administration of grants • provides grantees with guidance, financial management and technical assistance • Ensures compliance with all laws, regulations, policies (HHS ,SAMHSA, ONDCP) and terms of award applied to the grant program. • Provides guidance on all close out requirements. Center for Substance Abuse and Prevention (CSAP) • Monitor activities and technical assistance for programmatic issues • Review and monitor Progress Report through Coalition Online Management and Evaluation Tool (COMET) • Conducts site visits

  4. Roles & Responsibilities Grants Management Staff • Grants Management Officer (GMO)- Only authorized official to: obligate expenditure of federal funds; Sign Notice of Award; ( NoA ) Approve changes in funding, duration or other terms and conditions of Award. • Grants Management Specialist (GMS)- The GMS works with the GMO on the day-to-day management of the grant. The GMS is responsible for: all business and financial management matters related to the grant; interpretation and enforcement of grants administration policies and provisions. The name and contact information of the GMS grant appears on the NoA. Center for Substance Abuse Prevention Staff • Grants Project Officer (GPO)-The PO is responsible for the programmatic, and/or technical aspects of assigned applications and grants. The PO works in partnership with grants management staff on: post-award administration; review of progress reports, participation in site visits, and other activities. The contact information for the assigned PO is provided on the NOA

  5. Roles & Responsibilities Roles & Responsibilities DFC Grantees • Legally responsible for the financial and programmatic aspects of the DFC grant • Develop and follows procurement policies • Develop and follows personnel policies • Official contact persons • Assure coalition members are informed regarding the procedures • Assure that the coalition is in compliance with terms and conditions of the award and applicable Federal regulations

  6. Grants Management Specialists • Olivia Cline-Thomas Grants Management Specialist (240) 276-1413 Office (240) 276-1420 Fax Olivia.ClineThoma@samhsa.hhs.gov • Nadine DeJesus Grants Management Specialist (240) 276 1518 Office (240) 276-1420 Fax Nadine.Dejesus@samhsa.hhs.gov • Natalie Gibson Grants Management Specialist (240) 276-2585 Office(240) 276-1420 FaxNatalie.Gibson@samhsa.hhs.gov • Zekiea Jones Grants Management Specialist (240) 276-1433 Office (240) 276-1420 Fax Zekiea.Jones@samhsa.hhs.gov • Erwin Morales Grants Management Specialist (240) 276-1425 Office (240) 276-1420 Fax Erwin.Moalest@samhsa.hhs.gov • Karen Warner Grants Management Specialist (240) 276-1426 Office (240) 276-1420 Fax Karen.Warner@samhsa.hhs.gov

  7. Division of Grants Management The Division of Grants Management coordinates the business, administrative and financial aspects of the Federal grant process. • AdministerAward • Monitor post award activities • Closeout

  8. Budget An estimate and itemized calculation of expected expenses and/or income for a given period. Must meet the following four tests: • Reasonable • Allowable • Allocable • Consistency

  9. Match/Cost Sharing Match is the recipient share of the project costs. Match may either be “in-kind” or “cash.” In-kind match includes the value of donated services. Cash match includes actual cash spent by the recipient and must have a cost relationship to the Federal award that is being matched. • Costs that are not allowable, can not be claimed as a match • Match funds must meet the four budget tests Reference the Grants Policy Statement Section II-47 for guidance on valuation of donated goods and services. You can access this document through www.samhsa.gov/Grants/management.aspx

  10. Match/Cost Sharing Grantees must specify the following matching percentages : • Year 1-6100% of total Federal award • Year 7-8 125% of total Federal award • Year 9-10150% of total Federal award

  11. Indirect Costs • Costs that are incurred for common or joint objectives and cannot be readily identified with a particular final cost objective. • Need a negotiated rate agreement with cognizant government agency • Research rates are unacceptable • Indirect or administrative costs may be charged as a direct cost if a rate agreement is NOT available.

  12. Notice of Award • SECTION I - Award Data • Award Calculation(Cost Categories) • Amount of this Action • Summary of Totals for all Years Fiscal Information • SECTION II-Payment/Hotline Information • Division of Payment Management (DPM) Website:http://www.dpm.psc.gov/ • DPM Telephone Number: 1 – 877 – 614 - 5533 • HHS Inspector General Hotline Number: 1 – 800 – 447 - 8477

  13. Notice of Award • Section III • Award is subject to the terms and conditions of regulations listed in this section by ‘Order of Precedence’ • Section IV • Program Overview • Roles • Restrictions on Lobbying • Special Condition(s) of Award • Special Term(s) of Award • Training Workshops • Match requirements • Data Collection and National Evaluation • Corrective Action Plan • Roles and Responsibilities of a Grantee • Continue to meet eligibility requirements • Work Station • Maintain current account with CCR/SAM

  14. -Section IV (Continued) Notice of Award • Standard Term (s) of Award • Grantee is legally and financially responsible for all aspects of the grant • Supplanting • Lobbying • Accounting Records • Per Diem • Post Award Actions (i.e. replacement/substantial deduction of key staff) • Public Assistance (P-Account ) created in DPM to provide a separate accounting of Federal funds per SAMHSA grant. Provide your account # when contacting DPM’s account representative. • Reporting Requirements • Federal Financial Report (FFR) Standard Form (SF)- 425 • Quarterly Federal Cash Transactions Report (formerly PSC 272) reported electronically online through the Division of Payment Management (DPM) • COMET Report (Semi-Annual Reports) • Annual Coalition Classification Tool Survey • A-133 Audit

  15. Post Award The Grants Management Specialist and Project Officer work together to monitor the grantee’s progress to assure the program is successful and that it accomplishes the mission.

  16. Post Award Requests Prior approval means written approval by the authorized official evidencing consent prior to a budgetary or programmatic change in the award. All prior approval requests should be made at least 30 days before action is to occur. • Standard Post Award Administrative Changes • Change in Project Director or Program Coordinator • Change in Percent of Effort or Level of Work (by Key Personnel) • Significant Change in Budget (over 25%) • Change in Scope of Work • Carryover of unspent funds over 10% require a prior approval request (See Terms and Conditions of Award for more details) Requests are not considered approved until a notice of award is issued.

  17. Prior approval requirements Requests must include the following: • Grant number • Grantee name and address • Signature of authorized official of the grantee organization • Supporting documents

  18. Closeout Closeout is the final phase of the grant /project period end date. • Grantees are required to submit the following: • Final reports- program and financial • Reimbursements of any unexpended funds • Accounting of property and equipment

  19. Updates– CCR has moved to SAM Important Note: • The Central Contractor Registry (CCR) Registration process has changed.   Grantees must be registered in  the new System for Award Management (SAM).  • SAM is a Federal Government owned and operated free website that consolidates the capability of some systems e.g. CCR, EPLS , etc.  • The former Central Contractor Registration (CCR) transitioned to SAM on July 30, 2012. • For any registration in process during the transition period between July 16, 2012 and October 15, 2012, the data previously submitted to CCR was migrated to SAM.

  20. CCR has moved to SAM • SAM information must be updated at least every 12 months to remain active.  Once you update your record in SAM, it will take 48 to 72 hours to complete the validation processes.  Grants.gov will reject submissions from applicants with expired Entity Registrations.  To create a user account, Register /Update entity and/or Search Records from CCR, refer to https://www.sam.gov. • For a Quick Start Guide for Entities Interested in Being Eligible for Grants through SAM go to: https://www.sam.gov • Select Help, User  Guides, Quick User Guides • Choose Quick Start Guides for Grant Registrations • Select Download PDF file

  21. Useful Websites • CADCA Coalition Institute: http://www.cadca.org • Federal Cash Transactions Report (formerly PSC 272): http://www.dpm.psc.gov • Federal Financial Report (SF 425):http://www.whitehouse.gov/sites/default/files/omb/assets/grants_forms/SF-425.pdf • Office of National Drug Control Policy (ONDCP):http://www.whitehouse.gov/ondcp

  22. Useful Websites • SAMHSA’s National Clearinghouse on Alcohol and Drug Information (NCADI) : http://ncadi.samhsa.gov/ • SAMHSA Grants Management: http://www.samhsa.gov/Grants/management.aspx • System for Award Management (SAM) https://www.sam.gov • U.S. General Services Administration (GSA): www.gsa.gov

  23. QUESTIONS???? Grants Management Contact: Virginia Simmons Grants Management Officer Division of Grants Management Substance Abuse Mental Health Services Administrations (SAMHSA) (240) 276-1422 Office (240) 276-1420 Fax Virginia.Simmons@SAMHSA.HHS.Gov You may also contact a Grants Management Specialist for any grants questions.

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