Capacity Grants Update Session # s 26 and 38 April 24 and 25, 2018

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Jennifer Bond
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1 Capacity Grants Update Session # s 26 and 38 April 24 and 25, 2018 Presenter: Brenda Barnett, Capacity Branch Chief, Awards Management Division 1

2 TOPICS Pre/Post Award Administration ASAP Drawdowns Matching Federal Financial Reports - SF-425 s Expired Accounts Unliquidated Obligations Dormant Accounts Deobligations 2

3 TOPICS Capacity Terms & Conditions What s New in FY 2019 & Inquiries Things to Remember Questions 3

4 Pre-Award Request for Application (RFA) Published June/July annually Percentage of fund availability based on prior year allocation SF 424 R&R Supplemental Form Tax Felony Form Source of Match System for Award Management Registration (SAM) FAPIIS (Integrity) 4

5 Pre-Award Programmatic Requirements Approved Projects Section 1445 Evans Allen Animal Health & Disease Research McIntire Stennis Hatch Regular & Multistate 5

6 Pre-Award Programmatic Requirements Renewable Resources EFNEP Reporting Requirements (WEBNEERS) Project Financial Report (REEport) 6

7 Post Award Administration Fund Releases Requirements: Administrative Programmatic Financial Administrative Changes Project Director Authorized Representative 7

8 Post Award Administration Fund Releases (2 nd, 3 rd, & 4 th quarter) Re-opening of Accounts Case-by-case SF-425 s Annual Finals Closeout Notice of Award 8

9 Smith Lever Animal Health Redistribution Authority McIntire Stennis Funds must be redistributed within the same FY of Appropriation or funds will be returned to U.S. Department of Treasury 9

10 AUTOMATED STANDARD FOR APPLICATIONS (ASAP) DRAWDOWNS Period of Performance Notice of Award (Award Face Sheet) During Period of Performance Drawdowns preceding 90-day closeout period After December 29 th Review of invoices and documentation mandatory 10

11 Matching Defined in 2 CFR as the portion of project costs not paid by Federal funds (unless otherwise authorized by Federal statute). Includes funds made available by the state to the eligible intuitions, for programs or activities that fall within the purposes of agricultural research and cooperative extension under: sections 1444 and 1445 of NARETPA; the Hatch Act of 1887; and the Smith-Lever Act. For 1890 s and 1862 s in Insular areas, 7 CFR 3419 defines non-federal sources as funds made available by the State to the eligible institution either through direct appropriation or under any authority (other than authority to charge tuition and fees paid by students) provided by a State to an eligible institution to raise revenue, such as gift acceptance authority or user fees.* Requirements for cost sharing/match outlined in 2 CFR Match requirements at the program allocation level; not the individual project level * A revised Final Rule for 7 CFR 3419 is planned for Spring

12 Matching funds Must be spent on authorized and allowable activities Authorized by Statute Allowable under Uniform Guidance Same as federal funds 2 CFR (b) 12

13 Matching For 1890 s and 1862 s in Insular areas: 7 CFR * Use of matching funds. The required matching funds for the capacity programs must be used by an eligible institution for the same purpose as federal award dollars: agricultural research and extension activities that have been approved in the plan of work required under sections 1444(d) and 1445(c) of the National Agricultural Research, Extension, and Teaching Policy Act of 1977, section 7 of the Hatch Act of 1887, and section 4 of the Smith-Lever Act * A revised Final Rule for 7 CFR 3419 is planned for Spring

14 RESEARCH MATCHING REQUIREMENT CARRYOVER LIMIT ANIMAL HEALTH & DISEASE RESEARCH Amount Over $100K 100% for 1 year EVANS ALLEN (SECTION 1445) 100% (50% Matching Waiver Authority) 100% for 1 year HATCH ACT MULTISTATE RESEARCH Per Formula 100% for 1 year HATCH ACT REGULAR FORMULA 100% (50% for Territories) 100% for 1 year MCINTIRE-STENNIS 100% (none for Territories) 100% for 1 year EXTENSION SMITH-LEVER 3(B) & (C) 100% (50% for Territories) 100% for 5 years EXPANDED FOOD NUTRITION EDUC PROGRAM None 100% for 5 years CIVIL SERVICE RETIRMENT SYSTEM 100% 100% for 5 years FEDERAL EMPLOYEES RETIREMENT SYSTEM 100% 100% for 5 years RENEWABLE RESOURCE EXTENSION ACT None 50% for 1 year SECTION 1444 EXTENSION PROGRAM 100% (50% Matching Waiver Authority) 20% for 1 year SPECIAL NEEDS 100% 100% for 5 years UDC POST SECONDARY None 100% for 1 year ENDOWMENT INTEREST NONE Indefinite

15 Matching Waivers - Criteria Hardship & Infeasibility State or Institution facing financial crisis Natural Disaster Other circumstances beyond the State or institution control 15

16 Matching Waivers Pre-Waiver Submitted with Application (prior to award) Post-Waiver Submitted after pre-award (prior to Sept. 30 th ) Retroactive (current year and prior year only) Submitted after close of Federal Fiscal Year 16

17 Supporting Documentation Matching Waivers (a) a request to waive matching requirements under this RFA; (b) a statement of the fiscal year(s) for which the waiver is requested; (c) a statement of the exact dollar amount of waiver being requested by fiscal year and how the amount was computed (by matching fund category); (d) a statement of why the waiver is requested; (e) documentation supporting the need for a waiver (i.e., State budgets, letter, newspaper articles/clippings (not sufficient on their own); and (f) the university s efforts to meet future matching needs. The documentation should include the university s approved budget for the program for both the current and previous budget cycles. It may also submit items such as a statement from the State asserting what portion of the required match amount the State contribution to the institution will cover, a schedule of projected cash flows showing what portion of the matching funds the university will have available or other documents such as letters from State or institution budget personnel or newspaper articles. In requesting the waiver, the institution must consider the availability of all permissible forms of matching in detail. 17

18 Matching Waiver (Optional) - Required Documents PDF format Documents needed: request for the waiver by grant statement of the fiscal year(s) for which the waiver is requested statement of the exact dollar amount of waiver being requested by fiscal year and how the amount was computed (by matching fund category) statement of why the waiver is requested documentation supporting the need for a waiver (i.e., newspaper articles/clippings or State budgets) the university s efforts to meet future matching needs Supporting documentation 18

19 Waiver Cycle Grants.Gov Application Matching Waiver Request Supporting Documents Capacity Reviews Documents Waiver Request Approved or Denied Official Letter Prepared for NIFA Director NPL Recommends Approval or Denies Program Recommendation Institution & document award jacket 19

20 Federal Financial Reports (SF-425) Federal Financial Report Due Dates Annually Closeout Reporting Carryover Matching Adjustments Close-out 20

21 SF-425 (Form) 21

22 Expired Accounts Period of Performance Passed Treasury account suspended Approximately 150 (current year) FY 2013 (5-year awards) FY 2016 (2-year awards) Final SF 425 s needed Official closeout / Amendment Upcoming FY 2017 (2-year awards/expiring soon 09/30/2018) FY 2014 (5-year awards/expiring soon 09/30/2018

23 Unliquidated Obligations Definition: for financial reports prepared on a cash basis, means the amount of obligations incurred by the recipient that have not been paid. For reports prepared on an accrued expenditure basis, they represent the amount of obligations incurred by the recipient for which an outlay has not been recorded. Undrawn Funds Reported to NIFA s Financial Management Division monthly Grantee Outreach NIFA Program Offices Awards Management Division 23

24 No Activity 2-Years NIFA Tracking Expired Accounts Dormant Accounts Administrative Closeout Grantee Outreach Follow up Inquiry with Grantee Status reported: Program Leaders Financial Management Division 24

25 Deobligations Final SF-425 (received) Notice of Award (Award Face Sheet) Program Notification Outreach to Grantee Follow-up required Award Closeout No further drawdowns 25

26 Capacity Terms & Conditions Updated (December 2017) Defines Requirements Notice of Awards Provisions Updated URL: 26

27 Forward Thinking..Looking Ahead FY 2018 June/July 2018: FY 2018 Animal Health & Disease Request for Application (RFA s) FY 2019 RFA s June/July 2018 FY 2020 Capacity Budgets RFA submission 27

28 Capacity Address SF-425 & Other Forms: Inquiries & Questions: Equipment NIFA Website (Capacity): 28

29 Things to Remember? Tax Felony Certification Source of Match SF 425 Due Date Equipment Prior Approval Matching Waiver Documentation SAM search Project Directors Institutions FAPIIS 29

30 Capacity Administrative Contacts Capacity Program Institution Grants Management Specialist address Phone HATCH (REG) 1862 Tam Nguyen (202) HATCH (MULTI) 1862 Tam Nguyen MC-STENNIS 1862/1890 Jharana Sahu (202) EVANS ALLEN 1890 TBD AHDR 1862* Nekia Davis (202) SMITH-LEVER 1862 Kendra Arrington (202) SPECIAL NEEDS 1862 Nekia Davis CSRS* N/A Tam Nguyen FERS* N/A Kendra Arrington EFNEP 1862/1890 Jharana Sahu UDC N/A Kendra SECTION TBD RREA 1862/1890 Kendra TRIBAL ** Kendra 30

31 Questions? Thank You! 31

Federal Demonstration Partnership. National Institute of Food and Agriculture (NIFA) Agency Update. January 2018

Federal Demonstration Partnership National Institute of Food and Agriculture (NIFA) Agency Update January 2018 Agenda ezfedgrants Update POW/REEport Integration NERAOC Conference Reporting Inventions Request