Office of Program ServicesDivision of Grants ManagementEdna L. FrazierGrants Management SpecialistOffice Number: 240-276-1405E-Mail: Edna.Frazier@samhsa.hhs.gov Grantee Meeting December 3-4, 2008
TOPICS • Grants Management Role and Responsibilities • Prior Approval Requirements • Method for Requesting Approval • Other Grants Management Issues
Grants Management’s Role • Division of Grants Management (Separate Office) • Partners with SAMHSA Program Officials • Responsible for the business and other non-programmatic areas of grant award and administration. • Responsible for ensuring that grantees fulfill applicable statutory, regulatory, and administrative policy requirements after the award is issued.
Actions Requiring Prior Approval • Change in Scope: (i.e. reduction in services originally proposed, reduction in number of clients). • Change of a subcontract. • Transfer of Substantive Programmatic Work to a Contractor • (Re-budgeting) of funds: • Cumulative amount of transfers among direct/indirect cost categories exceeding 25% of the total award amount or $250,000, whichever is less. • Carryover of Un-obligated Funds from one Budget Period to another.
Process for Requesting Approval • Letter of Request submitted in writing by Grantee (Not the Contractor): • Address to Grants Management Specialist • Reference Grant Number (e.g. SP-12345) • Provide a short Program Narrative • Sign by both Program Director and Business Official • Prefer request is submitted via email attachment to me (and a copy to your Project Officer). (Do not mail original or fax it.) • Reviewed by Grants Management Specialist in consultation with Project Officer. • Approval will be official with a revised Notice of Grant Award.
Method for Requesting Approval: (Carryover) • Carryover of funds: • To expedite the request, submit the Financial Status Report (SF-269 Long Form) from the previous year with the carryover request. • The letter of request must include the following: • Mention of the carryover amount • Short Statement of the Programmatic need. • Explanation of why funds were not spent in previous year. • Attach: Budget showing Direct plus Indirect Cost Categories, broken down by line item budget with short budget justification for the use of the carryover funds.
Helpful Grants Management Websites: • Post award Administrative Requirements • Carryover and No Cost Extension www.samhsa.gov • Click on “Grants," then “Grants Management,” and scroll down till you see the heading titled “Postaward Administrative Requirements”thereyou will be able to find all Post award Administrative Requirements. • HHS Grants Policy Statement (“google” HHS Grants Policy Statement) • Financial Status Report (FSR), SF-Form 269 www.whitehouse.gov/omb/grants/sf269.pdf
IMPORTANT DATES • December 19, 2008 – Continuation Letter mailed to all grantees. • March 16, 2009 – Continuation Application package due to SAMHSA Grants Management. • December 31, 2009 – Financial Status Report (FSR-269) for Year 1 due to SAMHSA Grants Management.