Administrative

1
Administrative Fiscal Requirements for
Grantees

• Grants Management Specialists
• Division of Discretionary Grants
• Administration for Children and Families
• Ben Sharp, Grants Officer

2
Topics

• Office of Grants Management Roles and
  Responsibilities
• Grant Award Packages
• Reporting Requirements
• Key Regulations and Administrative References
• Budget Modifications / Continuations / Carryovers
  / Extensions
• Payment Management Systems (PMS)
• Websites
• Grants Management Contacts

3
Office Of Grants Management

• Negotiates and issues all mandatory and
  discretionary grant awards for the Administration
  for Children and Families.
• Complements technical knowledge of the program
  office with expertise in business and other
  non-programmatic areas of grants administration.

4
Office Of Grants Management

• Monitors and guarantees the integrity of the
  competitive process.
• Serves as the official receipt point for all
  official communications and contacts with
  grantees which commit or may result in committing
  the grant budget, or changing terms and
  conditions of the grant (that could impact the
  scope or objectives of the grant) rebudgeting or
  for specific types of cost.

5
Office Of Grants Management

• Serves as the official receipt point for all
  required reports from the grantees.
• Assures that both program office and grantees
  fulfill all requirements of laws, regulations and
  policies.

6
Office of Grants Management

• Inputting authorization data into the Payment
  Management System
• Issuing award notices
• Monitoring the grants process
• Closing out awards
• Reconciling their accounting records to the
  Payment Management System Information

7
Grant Award Package

• Financial Assistance Award (FAA)
• Transmittal Letter
• Standard Terms and Conditions
• Reporting Requirements
• Financial Status Report Form (SF 269)
• Instructions for Requesting Payment of Federal
  Awards

8

Standard Terms and Conditions

• All recipients of ACF discretionary grants and
  cooperative agreements are legally bound by the
  standard terms and conditions.
• HHS Grants Policy Statement can be found at
  http//www.acf.hhs.gov/grants/grants_resources.htm
  l
• Based on Statutes, Regulations and Policies.

9
Financial Status Report (FSR) SF-269

• Used to report budget period expenditures on
  semi-annual basis
• Financial Status Reports (SF-269's) are due 30
  days after the end of the second and fourth
  quarters of the budget period (every six months).
• A final (cumulative) SF-269 is due 90 days after
  the end of the project period.
• Award amount for 12 month budget period should be
  entered in Box 10(o)

10
Program Progress Reports

• Program Progress Reports are due 30 days after
  the end of the second and fourth quarters of the
  budget period (every six months).
• A final (cumulative) Program Progress Report is
  due 90 days after the end of the project period.
  
• Original to OGM, copy sent to the Program Office.
• Reports should be submitted unbound, concise.

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Program Progress Reports Content

• Grant Number
• Reporting Period
• Major Activities and Accomplishments
• Problems
• Significant Findings and Events
• Dissemination Activities
• Other Activities
• Planned Activities for Next Reporting
• Authors Name and Telephone Number

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Submit the original Program Progress Report and
Financial Status Report to

• Mailing Address
• Attention Grants Management Specialist
• Administration for Children and Families
• Office of Grants Management/DDG
• Aerospace Building, 6th Floor East
• 370 L'Enfant Promenade, S.W.
• Washington, D.C. 20447

13
Office of Management and Budget (OMB) Circulars
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Audit Information OMB Circular - A-133

• Non-federal entities that expend a total of
  500,000 or more from all federal sources in a
  year shall be audited annually.
• Submission - 9 months after the end of the
  grantees fiscal year to
• Single Audit Clearinghouse
• Bureau of the Census
• 1201 E. 10th Street
• Jeffersonville, IN 47132
• Phone [phone]

15
Continuations

• Applications required for all subsequent budget
  periods
• Required documentation SF-424, SF-424A,
  SF-424B, Lobbying Certification, Budget, Budget
  Justification, and Program Narrative

16
Budget Modifications

• Covered Letter Signed by Authorized Official
• SF424A
• Budget and Budget Narrative
• Notes See handout for more details

17
Carryovers

• Cover Letter Signed by Authorized Official
• 424A (Carryover Amount only)
• Budget and Budget Narrative
• Financial Status Report (SF269)
• Note See handout for more details

18
No-cost Extensions

• Cover Letter Signed by Authorized Official
• Indicate new end date and number of months
• Supporting reasons for the request
• Include remaining balance
• Submit Current SF269
• See Handout for more details

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Closeout

• Final cumulative Program Progress report
• Final cumulative SF-269
• Property Inventory Disposition
• Due 90 days after end of Project Period

20
Payment Management System (PMS)

• DPM personnel are responsible for
• Operating the Payment Management System,
• Making payments to recipients,
• Managing cash flow to recipients,
• Performing payee/recipient account management,
• Maintaining user/recipient liaison,
• Reporting disbursement data to awarding agencies,
• Debt collection,
• Maintaining security, and
• Providing Help Desk support.

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Payment Management System (PMS)

• Recipients are responsible for
• Executing grants,
• Maintaining minimum federal cash on hand by
  requesting funds from the Payment Management
  System only for immediate disbursement,
• Reporting cash disbursements to the Payment
  Management System, and
• Maintaining their own accounting records.

22
Web Sites

• Forms
• http//www.acf.hhs.gov/programs/ofs/forms.htm
• Link to the New Form SF-424 V.2
• http//www.acf.hhs.gov/programs/ofs/grants/sf424v
  2.pdf
• OMB Circulars
• http//www.whitehouse.gov/omb/circulars/index.htm
  l
• Code of Federal Regulations
• http//www.gpoaccess.gov/cfr/index.html
• Division of Payment Management
• http//www.dpm.psc.gov/

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Grants Management Contacts

• Catherine Silver 202-401-4726
• Diane Alexander 202-690-8110
• Roni Brooks 202-401-5283
• Fonda Hughes 202-401-7042
• Theresa Hall 202-401-5402
• Trang Le 202-690-7053
• Patryce Peden, Grants Assistant 202-260-6383
• See Handout for staff assignments

24
Questions and answersThank You!