Executive Office of the President of the United States

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U.S. Department of Health and Human
Services Substance Abuse and Mental Health
Services Administration www.samhsa.gov
Executive Office of the President of the United
States Office of National Drug Control
Policy http//www.whitehousedrugpolicy.gov
Division of Grants Management
Coalition
Drug Free Communities
Presenter Kathleen SampleGrants Management
Officer, OPS/SAMHSA
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Division of Grants Management
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Division of Grants Management

• The Division of Grants Management coordinates
  the business, administrative and financial
  aspects of the Federal grant process.
• - Review Application For Federal Assistance
  (PHS-5161-1)
• - Review budget
• - Issue Notice of Award (NoA)
• - Coordinate post award actions with Project
  Officer

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Budget

• An estimate, often itemized, of expected income
  and expense for a given period.
• Must meet the following four tests
• Reasonable
• Allowable
• Allocable
• Consistency

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Budget

• Grants Management Specialist reviews
• Application for Federal Assistance (Face Page)
• 424A (Budget Information Non Construction
  Programs)
• Budget Breakdown
• Narrative justification

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Match

• 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
• Grantees must specify the following matching
  percentages
• Year 1-6 100 of total Federal award
• Year 7-8 125 of total Federal award
• Year 9-10 150 of total Federal award

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Match

• Volunteer hours
• In-kind donations
• Other non-Federal grants/foundation funds

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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.

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Notice of Award

• Cover Letter
• Grant number
• Program Director
• Addresses
• Budget/Project Periods
• Grants Management Officer (GMO) signature

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Notice of Award

• SECTION I - Award Data
• Award Calculation(Cost Categories)
• Amount of this Action
• Summary of Totals for all Years

• 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

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Notice of Award

• Section III
• Order of Precedence
• Section IV
• Remarks
• Introduction
• Roles
• Special Condition(s) of Award
• Special Term(s) of Award
• Match
• Data Collection
• National Evaluation
• Corrective Action Plan
• Training Workshops
• Strategic Prevention Framework (SPF)
• Sustainability Plan due for grantees in 3rd 7th
  year.

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Notice of Award

• Section IV (Continued)
• Standard Term (s) of Award
• Grantee (Fiscal Agent) is legally and financially
  responsible for all aspects of the grant
• Change in Project Director and Project
  Coordinator including level of effort
• Reporting Requirements
• Financial Status Report (SF- 269 Long Form)
• Quarterly Federal Cash Transactions Report (PSC
  272)
• Annual COMET Report
• Annual Coalition Classification Tool Survey

To view rules and policies go to SAMHSA internet
www.samhsa.gov/grants/management
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Post Award
The Grants Management Specialist and the Project
Officer work together to monitor the grantees
progress to assure that the program is successful
and that it accomplishes the mission. Both
staff discuss and make recommendations related to
prior approval requirements to the Grants
Management Officer, SAMHSA.
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Post Award Requests

• Standard Post Award Administrative Changes
• Change of Grantee Institution (Rare Occurrence)
• Change in Project Director or Program Coordinator
• Change in Percent of Effort or Level of Work
• Significant Change in Budget (25 or 250,000
  whichever is less)
• Change in Scope of Work
• Carryover of unspent funds
• Requests are not considered approved until a
  notice of award is issued.

Prior approval means written approval by the
authorized official (the next highest authority
except for sole source) evidencing consent prior
to a budgetary or programmatic change in the
award All areas that require prior approval
can be found in the HHS Policy Statement at
http//www.samhsa.gov/Grants/management.aspx
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Continuation Applications

• Grantee receives letter regarding continuation
  application
• Grantee submits continuation application by due
  date
• Project Officer and Grant Management Specialist
  reviews application
• Project Officer and Grant Management Specialist
  consults with grantee
• Grantee receives Notice of Award prior to start
  date

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SAMHSA Website Information

• Substance Abuse Mental Health Administration
  (SAMHSA) www.samhsa.gov
• SAMHSA Grants Management http//www.samhsa.gov/Gr
  ants/management.aspx
•  SAMHSA Important Offices http//www.samhsa.gov/G
  rants/contact.aspx

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Grant Specialist Contact Information

• Natalie GibsonGrants Management
  SpecialistDivision of Grants Management1 Choke
  Cherry Road, Room 7-1091Rockville, MD 20857
  (overnight delivery 20850)[phone](240)
  276-1420Natalie.Gibson_at_samhsa.hhs.govState
  Assignments AK, AL, AR, AS, AZ, CO, CT, DE, FL,
  GA, IA, MI, TX
• Zekiea JonesGrants Management SpecialistDivision
  of Grants Management 1 Choke Cherry Road, Room
  7-1091Rockville, MD 20857 (overnight delivery
  20850)[phone] Office(240) 276-1430
  FaxZekiea.Jones_at_samhsa.hhs.govState
  Assignments CA, HI, IL, IN, KS, KY, LA, NM, OK,
  TN, UT, VA
• Karen WarnerGrants Management SpecialistDivision
  of Grants Management1 Choke Cherry Road, Room
  7-1091Rockville, MD 20857 (overnight delivery
  20850)[phone] Office(240) 276-1420
  FaxKaren.Warner_at_samhsa.hhs.govState
  Assignments ME, MN, MO, MS, MT, NC, NJ, NV, NY,
  OH, PA, SC
• Eddie WhitehurstGrants Management
  SpecialistDivision of Grants Management1 Choke
  Cherry Road, Room 7-1091Rockville, MD 20857
  (overnight delivery 20850)[phone]
  Office(240) 276-1420 FaxEddie.Whitehurst_at_samhsa.
  hhs.govState Assignments DC, ID, MA, MD, ND,
  NE, NH, OR, PR, PW, RI, SD, VI, VT, WA, WI, WV, WY

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Useful Websites

• Office of National Drug Control Policy (ONDCP)
  http//www.whitehousedrugpolicy.gov/
• Drug Free Communities (DFC) http//www.whitehous
  edrugpolicy.gov/dfc/
• Grants.gov for on-line application submission
  www.grants.gov
• CADCA Coalition Institute http//www.coalitionin
  stitute.org/
• U.S. General Services Administration (GSA)
  www.gsa.gov
• SAMHSAs National Clearinghouse on Alcohol and
  Drug Information (NCADI) http//ncadi.samhsa.gov
  /
• Indirect Cost Rate http//rates.psc.gov/
• Financial Status Report (SF 269)
  http//www.whitehouse.gov/omb/grants/sf269.pdf
• Federal Cash Transactions Report (PSC 272)
• http//www.dpm.psc.gov/grant_recipient/psc_272_rep
  orts/psc_272_reports.aspx?explorer.eventtrue