Basic Grants Overview WELCOME

Transcription

1 Basic Grants Overview WELCOME

2 Introduction This grants Webinar session is an overview that will focus on the Federal Grant Process. A lot of the information presented during this session can be used when applying for any type of grant.

3 Introduction This presentation will be interactive. Questions can be forwarded to Katie during the presentation. I will respond to your questions after each phase. This presentation is comprised of three phases: Pre-Grant Award Phase Grants Administration Grant Close-Out

4 Pre-Grant Award Phase In my opinion, below are two of the most of the important criteria to search for when reviewing the Solicitation Notice (SN): 1. The Eligibility Criteria 2. The Evaluation Criteria

5 Pre-Grant Award Phase What type of questions can you ask the point of contact listed in the SN? Where do most applicants make their most common mistakes when writing the SN?

6 Pre-Grant Award Phase What you can do to make your grant application stronger? 1. Carefully read the Statement of Work; 2. Respond to ALL requirements listed in the Solicitation Notice (use your own verbiage and not the wording from the SN); 3. Double check your budget numbers to make sure they add up to your totals; 4. Address the performance measures and evaluation criteria. Also list how you will meet those requirements.

7 Pre-Grant Award Phase Most Competitive proposals are evaluated by a Technical Review Panel to determine if they are eligible for award; None Competitive proposals are not reviewed by a panel. This is because only one applicant is applying for this grant; Unsolicited Proposals may be reviewed by either a panel or an individual; Review the Solicitation Notice to see if the agency you are applying for will make a Partial Award Grant.

8 Solicitation Notice Posting If you wish to apply electronically via grants.gov, the electronic submission of your proposal must be made by an official representative of your institution who is registered with grants.gov and authorized to sign applications for Federal Assistance. For additional information, go to and click on Get Registered on the left side of the page.

9 Pre-grant Award Phase Note that the registration process may take a week or longer. If your organization is not currently registered with grants.gov, please encourage your office to designate an Authorized Organizational Official (AOO) and ask that individual to begin the registration process as soon as possible.

10 Pre-grant Award Phase To begin the application process under a grant announcement, go to and click on the Apply for Grants tab on the left side of the page.

11 Pre-grant Award Phase This will end the Pre-Grant Award Phase Session.?

12 Grants Administration After your agency has been notified that it will receive an award, the Grants Manager should convene an internal meeting with all parties that will participate in oversight of this grant. Please notify all parties to read the application before attending the meeting. In this meeting you should discuss the roles and responsibilities of each individual that will be involved with this grant.

13 Grants Administration Contact your Program Coordinator and establish a rapport What are the roles and responsibilities of the Grant Manager? How to modify your grant award

14 Grants Administration Establish a timeline for your grant, some agencies may not require it as part of your application but complete one for your organization. This will allow you and your co-workers to know when requirements are due Stay current with all deliverable and progress reports.

15 Grants Administration This will end the Grant Administration Session?

16 Close-Out Phase Normally 90 days prior to the project expiration date a Reminder Letter will be sent to the recipient reminding them of the closeout requirements; After the project is complete, the recipient will submit to the Project Officers for review and acceptance the Final Technical Report. All administrative reports, should be submitted to the PO. If on a reimbursement system, the recipient should submit a final SF270, Request for Payment to the Financial Management Office. Otherwise the recipient should submit the final SF269 Financial Status Report to the Financial Management Office.

17 Close-Out Phase If the recipient owes the government funds, the recipient has 30 days to pay this debt. The Financial Management Office will establish an accounts receivable in IFMS. The grant/assistance agreement cannot be closed out until the debt is paid.

18 Close-Out Phase If there are any unused funds remaining on the grant/cooperative agreement, the Financial Management Office will send their agency form to the recipient in order to deobligate any unobligated balances After the PO receives and reviews the Final Report/Product and finds it to be satisfactory, he/she needs to inform the Grants Specialist that the report/product was acceptable and ready for closeout

19 Close-Out Phase Once the recipient has submitted the final Financial Status Report to the Financial Management Office, and the PO has found the Final Technical Report/Project to be acceptable, the assistance agreement can be officially closed. The GMO will update all records to reflect the closeout status. The Awarding Agency will prepare a closeout letter to the recipient informing them that the grant/assistance agreement has been closed.

20 Close-Out Phase This slide will end the Close-Out Session?

21 Definitions What are Pre-Award Costs- Applicants may request funds to cover pre-award costs that are incurred 90 days or less before the award date. Management Fees- When formulating budgets for proposals/applications, applicants must not include management fees or similar charges in excess of the direct costs at the rate approved by the applicants cognizant audit agency, or at the rate provided for by the terms of the agreement negotiated with the Federal Government.

22 Definitions Partnership Agreements The Federal Government awards funds to one eligible applicant as the recipient even if other eligible applicants are named as partners or co-applicants or members of a coalition or consortium. The recipient is accountable to the government for the proper expenditure of funds. Successful applicants cannot use subgrants or subawards to avoid requirements in Federal grant regulations for competitive procurement by using these instruments to acquire commercial services or products from for-profit organizations to carry out its assistance agreement.

23 Definitions Payment to Consultants Federal contribution to the salary (excluding overhead) paid to individual consultants retained by recipients or by a recipient s contractors or subcontractors shall be limited to the maximum daily rate for a Level IV of the Executive Schedule (formerly GS-18), to be adjusted annually. This limit applies to consultation services of designated individuals with specialized skills who are paid at a daily or hourly rate. As of January 1, 2008, the limit is $ per day and $71.39 per hour. This rate does not include transportation and subsistence costs for travel performed (the recipient will pay these in accordance with their normal travel reimbursement practices).

24 Definitions Indirect Cost Rate Agreements If your agency has an approved Indirect Cost Rate Agreement with a Federal Agency this rate should be current before you drawdown funds under this category. However, speak with your Program Coordinator that grant for additional requirements.

25 Definitions Indirect Cost Rates Agreement These agreements must be approved by your Federal Cognizant agency (Federal Cognizant Agency is the Federal Agency that your organization receives the most Federal money). All applicants must complete indirect cost rate proposal and/or cost allocation plan in accordance with OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments.

26 Definitions Grant Verses Cooperative Agreement Grant If applicants expect to need only minimal involvement by the Federal Government during the proposed project, then applicants should request assistance in the form. Cooperative Agreement If applicants expect to need substantial involvement by the Federal Government during the project.

27 Definitions Unsolicited Proposal This is a written application for a grant/assistance agreement funding that is not prompted by either an official agency announcement or an explicit or implicit request by a Federal employee that the applicant submit the proposal. The proposal must include sufficient detail to permit an evaluation of the technical merit, program value or accomplishment of a public purpose and to decide on the merits of funding the proposed effort.

28 Definitions Financial Status Report As required by Federal Regulations, the recipient agrees to submit a final Financial Status Report (SF269) within 90 days after the end of the budget period.

29 Further Questions? Edward Mixon EPA