Managing Your ACL Grant

Managing Your ACL Grant
Grants Technical Assistance
and
Frequently Asked Questions
Agenda
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Finding Information
GrantSolutions
Prior Approval Requests
Miscellaneous
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Grants Management
Subrecipients
Volunteer Training
Funding Acknowledgement
• Questions
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GrantSolutions
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• ACL now uses GrantSolutions for all post-award
grant actions
• Tutorials can be found here:
http://www.acl.gov/Funding_Opportunities/Grante
e_Info/Grantee_Resources.aspx
• Even though official actions must be done within
the system be sure to still communicate with your
Project Officers and ACL staff through email/phone
as needed
PRIOR APPROVALS: WHEN TO
REQUEST THEM AND HOW
Definition
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Prior approval means written approval by
an authorized HHS official evidencing
prior consent.
*Note: ACL will only accept written prior approval requests from Authorized Officials at the Institution (not Principle Investigators/Project Directors) • Requests should be made at least 30 days in advance of the change • Only a revised Notice of Grant Award or email from a Grants Management Specialist at ACL is considered “official” approval of a request
Prior Approval Overview
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Change in Key Personnel - Effort Levels
Pre-Award Costs
Use of Carryover Funds
Extension of Project and Budget Period
Significant Rebudgeting/Specific Costs
Change in Scope
Change in Recipient Organization
Deviations from the Terms & Conditions of
Award
Change in Key Personnel
Change in the project director or principal
investigator or other key persons specified
in the award.
Prior Approval Requests for
Changes in Key Personnel
should include:
• Justification for the
change
• Name and CV of the
replacement
• Description of any
budgetary changes as a
result of change in
personnel
Key personnel is defined as the Principle Investigators/Project Directors and persons named on the Notice of Award. It is not the individuals the grantee designates as key.
Change in Level of Effort
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The absence for more than three months, or a
25 percent reduction in time devoted to the
project, by the approved project
director/principal investigator or other key
personnel.
Pre-Award Costs
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Costs that are obligated against the award
before the beginning of the budget/project
period.
• ACL does not allow expanded authorities for
any of its awards, including any pre-award
costs
Use of Carryover Funds/
Unobligated Balance
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• Use of unobligated funds after the end of
the budget period in which the funds were
awarded
– ACL does not allow expanded authorities for
any of its awards, including the automatic
carryover of unobligated balances
– Carryover request is required to use
unobligated funds during a no-cost extension
period
Extension of Budget/Project Period
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• Extensions of up to 12 months from the
original budget/project end date
– ACL does not allow expanded authorities
so extensions of any length require the
prior approval
– Unlike other prior approval requests, nocost extension requests must be submitted
60 days prior to the project end date
Significant Rebudgeting
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For awards where the Federal share exceeds
$100,000:
Cumulative transfers among direct cost budget
categories for the current budget period exceed
25 percent of the total approved budget (Federal
and non-Federal Share)
- or-
25%
$250K
Cumulative transfer of $250K
Whichever is less…
Change in Scope
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Change in scope occurs when there has been a
change (or changes) to the objectives, aims, or
purposes described in the approved application
Generic Indicators: significant rebudgeting, change
in service area, applying a new technology,
eliminating a primary care delivery site, etc.
Note: A change in scope may occur even if…
• No funds have been rebudgeted
• No additional ACL funding have been requested Change in Grantee Organization
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• Transfer of the legal and administrative
responsibility for a grant-supported project
or program from one legal entity to another
before the expiration of the approved
project period
– Grants are awarded to organizations, not
individuals
– Generally, recipient organization must relinquish
award in order to issue award to new institution
– Scope of the project should not change
Deviation from Terms of Award
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• Any deviations from the terms and
conditions of the award requires prior
approval, including:
– Special award terms disallowing certain
costs or activities
– Award conditions requiring prior approval for
specific activities
HHS Implementing
Regulations/References
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• 45 CFR Part 74 – Uniform Administrative Requirements
for Awards and Subawards to Institutions of Higher
Education, Hospitals, Other Non-Profit Organizations,
and Commercial Organizations
http://ecfr.gpoaccess.gov/cgi/t/text/textidx?c=ecfr&tpl=/ecfrbrowse/Title45/45cfr74_main_02.tpl
• 45 CFR Part 92 – Uniform Administrative Requirements
for Grants and Cooperative Agreements to State,
Local, and Tribal Governments
http://ecfr.gpoaccess.gov/cgi/t/text/textidx?c=ecfr&tpl=/ecfrbrowse/Title45/45cfr92_main_02.tpl
• HHS Grants Policy Statement
http://www.hhs.gov/asfr/ogapa/aboutog/hhsgps107.pdf
MISCELLANEOUS
Grants Management
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• Submission in GS
– PI/PD can submit documents and requests in
GrantSolutions for the AOR
– Please be sure to hit “Verify Submission”
• PI/PD identification
– The PI/PD should be someone that is familiar
with the grant – ideally the program director
• Reporting
– All programmatic reports must be submitted
using GrantSolutions
Subrecipients
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The terms and conditions in the HHS GPS apply
directly to the recipient of HHS funds. The recipient is
accountable for the performance of the project,
program, or activity; the appropriate expenditure of
funds under the award by all parties; and all other
obligations of the recipient, as cited in the NoA. In
general, the requirements that apply to the recipient,
including public policy requirements, also apply to
subrecipients and contractors under grants, unless an
exception is specified.
 HHS Grants Policy page II-2
Volunteer Training
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Meetings and conferences - Costs of
meetings and conferences, the primary
purpose of which is the dissemination of
technical information, are allowable. This
includes costs of meals, transportation, rental
of facilities, speakers' fees, and other items
incidental to such meetings or conferences.
 OMB Circular No. A-122 (non-profits), Attachment A – Direct Costs,
Item 29
 OMB Circular No. A-87 (State government),
Attachment B, Item 27
Funding Acknowledgement
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As required by HHS appropriations acts, all
HHS recipients must acknowledge Federal
funding when issuing statements, press
releases, requests for proposals, bid invitations,
and other documents describing projects or
programs funded in whole or in part with
Federal funds.
 HHS Grants Policy Statement, page II-23
 ACL funding acknowledgement language can be found at
www.acl.gov
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Questions

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