Grant Management Life Cycle Overview and Best Practices
1994 GRANT AWARD LIFE CYCLE:
PRE and POST AWARD
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OVERVIEW
•
Request for Application (RFA)
•
Statutory Time Limitations
•
Pre-award Information
•
Awards and Post-award Modifications
•
Release of Withheld Funds
•
Draw Down Information
•
Reporting Requirements
•
Grant Management Affects Program Impacts
REQUEST FOR APPLICATION
INFORMATION
•
Important to read the RFA and meet
deadlines (submit early if possible)
•
Address program specifics
•
Follow application guidelines
•
Keep Grants.gov and SAM Registration up
to date
This could impact receiving your funds
APPLICATION INFORMATION
•
Attachments must be PDF Documents
•
Separate Budgets and Narratives must be
included for all years of your award
–
This includes Sub-award budgets if applicable
STATUTORY TIME LIMITATION
•
Authorizing language limits grant period
–
Standard Tribal Programs are limited to five
years from the start date of the award
•
Extensions of time beyond the maximum time
limitations (5 yrs.) cannot be approved
1994 INSTITUTION’S
RESPONSIBLITY
Must have procedures in place to document the post
award process
-
Things to think about
:
•
Who will initiate submissions to grants.gov
•
Role of AR to approve at the institution
•
Who will send it to USDA/NIFA/AMD
AWARDS and MODIFICATIONS
Awards and amendments are issued as a revision to
your original award for all post-award actions.
•
Electronic notification of approved actions are
received from
awards@nifa.usda.gov
Authorized Representative (AR) and Project
Director (PD) receive notifications of awards
and amendments
Top of a Face Sheet
Bottom of a Face Sheet
POST AWARD MODIFICATIONS
•
All Post-Award Requests Require:
•
A letter signed by the AR and the PD
•
Intent of the Action(s) stated in letter
•
Include the Award Number on
documentation
•
Send as PDF attachment to e-mail address
awards@nifa.usda.gov
. You may copy the
Program office if you like.
POST-AWARD MODIFICATIONS
Administrative Waivers
•
Does not need NIFA approval
:
•
1
st
Time No-cost extensions (up to a year)
•
NIFA must be notified officially on letterhead at least 10
days before the award expires by the recipient. You will
receive an amendment to your award with the updated
period of performance.
•
Most Budget changes can be made at the
institution, keep records
•
Pre-award expenditures 90 days before start date
POST AWARD MODIFICATIONS
NIFA Approvals Required!
•
Second or subsequent No-Cost Extension
•
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POST AWARD MODIFICATIONS
NIFA Approvals Required!
(Cont’d)
•
Change in key people (PD/Co-PD): When Key
Personnel is changed, or time commitment
changed by 25% or more:
•
Letter indicating change with AR’s and new PD’s
signatures
•
New PD’s Resume
•
New PD’s Current and Pending Support Form
including current project
POST AWARD MODIFICATIONS
NIFA Approvals Required!
(Cont’d)
•
Changes in the scope or objectives of project
•
For substantial changes, submit a revised plan
•
Subcontracts over 50% of the award or to a
Federal Agency not approved in original award.
•
Submit a letter of commitment from the sub-
contractor, a budget, and statement of work
RELEASE OF WITHHELD FUNDS
•
The first provision on NIFA-Award Face Sheet
will provide information on withheld funds
and what is needed to release them
•
Signature of PD and AR on release request
except for REEport requirements.
•
Call the administrative contact listed on
block 14 Award Face Sheet for clarification
FUNDS WITHHELD BECAUSE
•
Lack of budget details or letter of intent for sub-
award or consultant
•
Is cost for speaker/trainer fees vs. consultant?
•
Missing forms, ie Current and Pending, Tax and
Felony, PD vita
•
Reporting requirements are not up to date.
Post-award requests will not be approved until
reporting is up to date.
DRAW DOWN INFORMATION
•
Draw down funds regularly
•
Funds may be drawn as reimbursement for
expenditures or in anticipation of expenses
•
Draw-downs for anticipated expenses should be
expended within 3 days.
•
Expenditures must be made within the grant
period and for costs allowable on the specific
award only.
•
Tracking expenses and ensuring that funds are
for the purpose of the specific award is critical
DRAW DOWN INFORMATION, Cont
•
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ANNUAL REPORTING REQUIREMENTS
•
Annual Financial Report SF-425
•
Due no later than 90-days after anniversary date
of the award
•
Annual Financial Reports must be up to date at
time of processing continuation awards
•
Annual Progress Report in REEport
•
Reports on annual program activity
•
Due within 90-days of the anniversary date of
grant
•
Late reports will delay approval of post-award
requests and could impact funding
FINAL REPORTING REQUIREMENTS
•
Final Financial Report SF-425
•
Due within 90-days after expiration of grant
•
Notification of Final Financial Report sent
electronically 45-days prior to expiration and
again at 90-days after if not received.
•
Notification sent by
awards@nifa.usda.gov
•
Submit required financial reports
electronically to
awards@nifa.usda.gov
FINAL REPORTING
REQUIREMENTS Cont
.
•
Final Technical Reports are submitted
through REEport, National Program Leader
must approve, may ask for a revision.
•
Due within 90 days after expiration of the
award
GRANT PROGRAM IMPACT
Youth Programs –
•
Positive Youth Development
•
Health & Well Being
•
Employability
•
Post Secondary Education
GRANT PROGRAM IMPACT Cont
Indian Farmer & Rancher –
•
Bison, Horse, Cattle, Sheep
•
Hay, Forests, Corn/Beans/Squash
•
Farm Management - income/costs
•
Entrepreneurship – Navajo Beef
GRANT PROGRAM IMPACT Cont
Natural Resources –
•
Conservation, Remediation
•
GIS Mapping
•
Land Management – Land Tenure
GRANT PROGRAM IMPACT Cont
Cultural & Linguistic –
•
Traditional Knowledge
•
Sacred Plants
•
Medicinals & Preservation
•
Elder Stories, History, Knowledge
•
Language Preservation
GRANT PROGRAM IMPACT Cont
Indian Sovereignty & Food Security –
•
Connecting back – land and ways
•
Health & Obesity Prevention
•
Indian Identity
AMD Brach 1994 Liaisons
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AMD Brach 1994 Liaisons
Explore the essential phases of grant management, from pre-award requirements to post-award modifications. Learn about application guidelines, statutory time limitations, institutional responsibilities, and the key components of successful grant management.
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1994 GRANT AWARD LIFE CYCLE: PRE and POST AWARD 2016 FALCON Conference 2016 FALCON Conference
OVERVIEW Request for Application (RFA) Statutory Time Limitations Pre-award Information Awards and Post-award Modifications Release of Withheld Funds Draw Down Information Reporting Requirements Grant Management Affects Program Impacts
REQUEST FOR APPLICATION INFORMATION Important to read the RFA and meet deadlines (submit early if possible) Address program specifics Follow application guidelines Keep Grants.gov and SAM Registration up to date This could impact receiving your funds
APPLICATION INFORMATION Attachments must be PDF Documents Separate Budgets and Narratives must be included for all years of your award This includes Sub-award budgets if applicable
STATUTORY TIME LIMITATION Authorizing language limits grant period Standard Tribal Programs are limited to five years from the start date of the award Extensions of time beyond the maximum time limitations (5 yrs.) cannot be approved
1994 INSTITUTIONS RESPONSIBLITY Must have procedures in place to document the post award process - Things to think about: Who will initiate submissions to grants.gov Role of AR to approve at the institution Who will send it to USDA/NIFA/AMD
AWARDS and MODIFICATIONS Awards and amendments are issued as a revision to your original award for all post-award actions. Electronic notification of approved actions are received from awards@nifa.usda.gov Authorized Representative (AR) and Project Director (PD) receive notifications of awards and amendments
POST AWARD MODIFICATIONS All Post-Award Requests Require: A letter signed by the AR and the PD Intent of the Action(s) stated in letter Include the Award Number on documentation Send as PDF attachment to e-mail address awards@nifa.usda.gov. You may copy the Program office if you like.
POST-AWARD MODIFICATIONS Administrative Waivers Does not need NIFA approval: 1st Time No-cost extensions (up to a year) NIFA must be notified officially on letterhead at least 10 days before the award expires by the recipient. You will receive an amendment to your award with the updated period of performance. Most Budget changes can be made at the institution, keep records Pre-award expenditures 90 days before start date
POST AWARD MODIFICATIONS NIFA Approvals Required! Second or subsequent No-Cost Extension A written request must be received 30-days prior to the expiration date and must include: (Research and Special Emphasis) The length of additional time needed A justification of exceptional reasons for the additional time Summary of progress to date and an estimate of funds remaining unobligated Time table to complete the portion that prompted the extension
POST AWARD MODIFICATIONS NIFA Approvals Required! (Cont d) Change in key people (PD/Co-PD): When Key Personnel is changed, or time commitment changed by 25% or more: Letter indicating change with AR s and new PD s signatures New PD s Resume New PD s Current and Pending Support Form including current project
POST AWARD MODIFICATIONS NIFA Approvals Required! (Cont d) Changes in the scope or objectives of project For substantial changes, submit a revised plan Subcontracts over 50% of the award or to a Federal Agency not approved in original award. Submit a letter of commitment from the sub- contractor, a budget, and statement of work
RELEASE OF WITHHELD FUNDS The first provision on NIFA-Award Face Sheet will provide information on withheld funds and what is needed to release them Signature of PD and AR on release request except for REEport requirements. Call the administrative contact listed on block 14 Award Face Sheet for clarification
FUNDS WITHHELD BECAUSE Lack of budget details or letter of intent for sub- award or consultant Is cost for speaker/trainer fees vs. consultant? Missing forms, ie Current and Pending, Tax and Felony, PD vita Reporting requirements are not up to date. Post-award requests will not be approved until reporting is up to date.
DRAW DOWN INFORMATION Draw down funds regularly Funds may be drawn as reimbursement for expenditures or in anticipation of expenses Draw-downs for anticipated expenses should be expended within 3 days. Expenditures must be made within the grant period and for costs allowable on the specific award only. Tracking expenses and ensuring that funds are for the purpose of the specific award is critical
DRAW DOWN INFORMATION, Cont Final draw down must be made within 90-days after end date of award After 90 days ASAP account is suspended Draw-down funds for allowable expenses BEFORE the 90 days or else .
ANNUAL REPORTING REQUIREMENTS Annual Financial Report SF-425 Due no later than 90-days after anniversary date of the award Annual Financial Reports must be up to date at time of processing continuation awards Annual Progress Report in REEport Reports on annual program activity Due within 90-days of the anniversary date of grant Late reports will delay approval of post-award requests and could impact funding
FINAL REPORTING REQUIREMENTS Final Financial Report SF-425 Due within 90-days after expiration of grant Notification of Final Financial Report sent electronically 45-days prior to expiration and again at 90-days after if not received. Notification sent by awards@nifa.usda.gov Submit required financial reports electronically to awards@nifa.usda.gov
FINAL REPORTING REQUIREMENTS Cont. Final Technical Reports are submitted through REEport, National Program Leader must approve, may ask for a revision. Due within 90 days after expiration of the award
GRANT PROGRAM IMPACT Youth Programs Positive Youth Development Health & Well Being Employability Post Secondary Education
GRANT PROGRAM IMPACT Cont Indian Farmer & Rancher Bison, Horse, Cattle, Sheep Hay, Forests, Corn/Beans/Squash Farm Management - income/costs Entrepreneurship Navajo Beef
GRANT PROGRAM IMPACT Cont Natural Resources Conservation, Remediation GIS Mapping Land Management Land Tenure
GRANT PROGRAM IMPACT Cont Cultural & Linguistic Traditional Knowledge Sacred Plants Medicinals & Preservation Elder Stories, History, Knowledge Language Preservation
GRANT PROGRAM IMPACT Cont Indian Sovereignty & Food Security Connecting back land and ways Health & Obesity Prevention Indian Identity
AMD Brach 1994 Liaisons Shynika Loften sloften@nifa.usda.gov 202-401-6031 Jose Berna jberna@nifa.usda.gov 202-401-6509 Bay Mills Community College Aaniiih Nakoda College Keweenaw Bay Ojibwa Com. College, Blackfeet Community College Cankdeska Cikana Com. College Chief Dull Knife College Nueta Hidatsa and Sahnish College Institute of American Indian Arts Saginaw Chippewa Tribal College Little Big Horn College Sinte Gleska University, Navajo Technical College Sisseton Wahpeton Com. College Southwestern Indian Polytechnic Institute Sitting Bull Community College Stone Child College United Tribes Technical College
AMD Brach 1994 Liaisons Alicia Simon asimon@nifa.usda.gov 202-401-6104 Janet Schmidt jschmidt@nifa.usda.gov 202-401-5951 College of Muscogee Nation College of Menominee Nation Fond du Lac Tribal and Com. College Dine College Haskell Indian Nations University Ft. Peck Community College Ilisagvik College Northwest Indian College Lac Courte Oreilles Ojibwa College Oglala Lakota College Leech Lake Tribal College Salish Kootenai College Little Priest Tribal College Tohono O odham Com. College Nebraska Indian Community College Turtle Mountain Com. College White Earth Tribal and Com. College
