SAMHSA GRANTS MANAGEMENT

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SAMHSA GRANTS MANAGEMENT

• Strengthening Our Future Developing Healthy
  Children and Youth, Strong Families and Safe
  Communities
• Annual Grantee Conference
• April 27-29, 2004
• Kansas City, MO

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Gwendolyn SimpsonCMHS Team Leader/Senior
Grants Management SpecialistSherie
FairfaxGrants Management Specialist

• Division of Grants Management
• Office of Program Services
• Substance Abuse and Mental Health Services
  Administration (SAMHSA)
• Office Telephone Number [phone] or
  [phone]
• E-Mail Address
  gsimpson_at_samhsa.gov
• sfairfax_at_samhsa.gov

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TOPICS

• Role of Division of Grants Management
• Prior Approval Requirements
• Method for Requesting Approval
• Reporting Requirements
• Other Grants Management Issues

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GRANTS MANAGEMENTS ROLE

• Partners with SAMHSA Program Officials
• Responsible for business management matters.
• Award Negotiations
• Official Signatory for Obligation of Federal
  Funds
• Official Signatory for Prior Approvals
• Fiscal/Compliance Monitoring

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Prior Approval Requirements

• Change in Scope (i.e. reduction in services
  originally proposed, reduction in number of
  clients).
• Reallocation of funds Cumulative amount of
  transfers among direct/indirect cost categories
  exceeding 25 of the total award amount or
  250,000, whichever is less.
• Deviation from Restrictions on the Notice of
  Grant Award
• Change of subcontract.
• Transfer of Substantive Programmatic Work to a
  Contractor.

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Prior Approval Requirements (Cont.)

• Alterations and Renovations.
• Publication and Printing Costs exceeding 25,000
  for a Single Publication.
• Carryover of Unobligated Funds from one Budget
  Period to another.
• Extension of the Budget Period with or without
  Additional Funds.

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Method for Requesting Approval

• Request submitted in writing by Grantee -
• Address to Grants Management (copy to the
  Government Project Officer (GPO))
• Reference Grant Number
• Signed by both the Program Director and Business
  Official
• Include Programmatic and Budget Justification

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Method for Requesting Approval (Cont.d)

• Carryover, all of the above plus
• Budget breakdown by cost category.
• Financial Status Report (FSR) for previous year
  reflecting the unobligated balance.

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Carryover Budget Breakdown/Budget Justification
IllustrationBased on 25,000 Carryover of Funds
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Reporting Requirements
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Other Grants Management Issues

• Website Addresses -
• For grants post-award administrative
  requirements-
• www.hhs.gov/grantsnet/roadmap/index.html
• PHS Grants Policy Statements
• OMB Circulars
• Administrative Requirements
• - For Contents for Prior Approval Requests -
  
• www.samhsa.gov. Click on Grant Opportunities,
  Technical Assistance for SAMHSA Grants
  Applicants, then General Information about
  Grant Management.
• Carryover requests
• No Cost Extension

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Other Grants Management Issues (Contd)

• Drawdown of Funds
• Division of Payment Management (DPM)
• University Non-Profit Payment Branch -
  301/443-9183
• Govt Tribal Payment Branch - 301/443-1558
• DPM Account Representative
• Personal Identification Number (PIN)
• Website Address www.dpm.psc.gov