Easing The Grant Application Process

1. Easing The Grant Application Process 2009 Tribal Conference EPA Region 9 Grants Management Office Presented by: Vernese Gholson

2. Overview • Internal Grant Coordination (EPA/Tribes) • Roles & Responsibilities • Application Process • Budget Process • Group Discussion • Questions

3. Reference Region 9’s 2009 Financial & Administrative Grants Management Handbook

4. The Roots Of The Tree Grant Agreement Tribe Project Manager Las Vegas Finance Center Project Officer Tribe Finance Office Grants Specialist

5. Tribe’s Grant Coordination

6. Roles & Responsibilities Tribes • Tribal Council • Tribal Administrator • Environmental Director • Finance Director • Grant Writers, etc.

7. EPA Grant Coordination

8. EPA Roles & Responsibilities • EPA Program Office • Makes Funding Decisions • Approves Applications (workplans & budgets) • Recommends Funding to Grants Office • Manages Project/Program • Evaluates Grants Performance • EPA Grants Mgmt. Office • Reviews applications for allowable, etc., costs & other legal requirements • Creates & grant agreement • Monitors & evaluates administrative & financial requirements • Performs final grant closeout • EPA LV Finance Center • Records grants in accounting system • Set up payment methods • Makes grant payments • Process federal financial report (SF -425) • * * New form as of 10/01/09

9. Application Process(Page 5)

10. Application Kit(Page 28 – 41) http://www.epa.gov/region09/funding/pdfs/app-kit07.pdf

11. Complete Application • Signatures (authorized signing official for the recipient) • Federal and Recipient Match (if applicable) • Budget Information Form SF-424A (pg. 32) • Budget Detail (pg. 34) • Certifications with authorized original signatures • MBE/WBE Report (pg. 22) • Preaward Compliance Form (pg.40) • Indirect Cost Rate Agreement (pg.15) • Workplan (pg.42)

12. Budget Categories • Personnel • Fringe Benefits • Travel • Equipment • Supplies • Contractual • Construction • Other • Total Direct Charges (sum of 6a thru 6h) • Indirect Charges • Totals (sum of 6i and 6j)

13. Group Q & A • Use Grants Management Handbook • Review questions • Answer questions • Open discussion

14. 1) Where can you find the application package? http://www.epa.gov/region09/funding/forms/FY08%20App%20Kit.doc (Page 5)

15. 2) What key components make up the application package? • Application for Federal Assistance (Form SF 424) • Budget Information (Form SF 424A) • Key People List • Work plan • Current Indirect Cost Rate Negotiation Agreement (Only if Indirect Costs are budgeted in the grant) • Assurances (Form SF424B), with authorized original signature • Preaward Compliance Review Report for All Applicants Requesting Federal Financial Assistance (EPA Form 4700-4) • (PAGE 5)

16. 3) Who do you work with at EPA to develop a workplan? The EPA Project Officer.

17. 4) Who can sign the application, certifications, and assurances? Forms must be signed and dated by the authorized representative of the applicant organization (i.e., Tribal Chairperson). A copy of the governing body’s authorization must be on file in the applicant’s office.

18. 5) Where do you send the completed application? Submit application to: Grants Management Office, MTS-7 U.S. Environmental Protection Agency 75 Hawthorne Street San Francisco, CA 94105 (Page 5)

19. 6) Who should you talk to first about the financial matters on any existing grant? Anyone within the Tribes Finance Office (bookkeeper or accountant).

20. Questions

21. Thank You Thanks to Tohono O’odham for this years 17th Annual Tribal Conference.