SAMHSA GRANTS MANAGEMENT

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SAMHSA GRANTS MANAGEMENT

• CENTER FOR SUBSTANCE ABUSE PREVENTION
• ECSTASY AND OTHER CLUB DRUGS METHAMPHETAMINE
• AND INHALANT INFRASTRUCTURE AND INTERVENTION
  PREVENTION INITIATIVES
• GRANTEE MEETING
• FEBRUARY 13-14, 2006

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GRANTS MANAGEMENT CLOSE OUT REQUIREMENTS

• Division of Grants Management
• Office of Program Services
• Substance Abuse and Mental Health Services
  Administration (SAMHSA)
• Edna L. Frazier, Grants Management Specialist
• Office Telephone Number 240-276-1405
• E-Mail Address edna.frazier_at_samhsa.hhs.gov

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TOPICS

• Final Financial Status Report (SF 269)
• Definition of Equipment/Supplies
• Reporting Requirements of
  Equipment/Supplies
• Final Progress Report Format
• Records Retention Requirements
• No Cost Extension Request
• Other Grants Management Issues

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FINAL FINANCIAL STATUS REPORT (SF 269)

• Submit an original plus two copies
• Submit within 90 days from the expiration of the
  grant unless an extension of time for submission
  is approved by the Grants Management Officer
• Have no un-liquidated obligations

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FINAL FINANCIAL STATUS REPORT (SF 269)

• Indicate the exact balance of un-obligated funds
• Reconcile with the Payment Management System
  (PMS) Federal Transaction Report (CTR)
• Have no deficit

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DEFINITION OF EQUIPMENT

• Equipment - means tangible, nonexpendable,
  personal property having a useful life of more
  than one year and an acquisition cost of 5,000
  per unit. A grantee may use its own definition
  of equipment.

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DEFINITION OF SUPPLIES

• Supplies - means all tangible, personal property
  other than equipment.

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EQUIPMENT AND SUPPLIES REQUIREMENTS

• Provide a list of equipment purchased under the
  grant with an acquisition cost of 5,000 or more.
  
• Report of Unused supplies a description and
  acquisition cost of all unused supplies if the
  TOTAL value of such unused supplies exceeds
  5,000. If there are no unused supplies, a
  statement to that effect will be sufficient.

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FINAL PROGRESS REPORT REQUIREMENTS

• Submit an original and two copies
• Prepare according to instructions provided by the
  CSAP Project Officer.
• Due within 90 days from the expiration of the
  grant unless an extension of time for submission
  is approved by the Grants Management Officer.

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RECORDS RETENTION

• Records Retention According to 45 Code of
  Federal Regulations , Part 74.53 all grant
  records shall be retained for three (3) years.

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No Cost Extension Request

• A written request for an extension must be
  submitted no later than 60 days prior to the
  expiration date of the project period.
• The request must include the following
• A Strong programmatic justification
• Length of time for extension
• Project goals and objectives proposed
• The amount of current years available
• A detailed line-item budget budget narrative of
  current year funds.

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OTHER GRANTS MANAGEMENT ISSUES

• To access the Financial Status Report (SF 269-
  Long Form) and the Cash Management Report (SF
  272)
• --Website Address
• www.whitehouse.gov/OMB/Grants
• (Click on Forms)