Grants Grants ManagementManagementTop Ten QsTop Ten Qs

2009 Tribal EPA Conference2009 Tribal EPA Conference

EPA Region 9EPA Region 9Grants Management OfficeGrants Management Office

Top 10 Questions on Grants Top 10 Questions on Grants ManagementManagement

-Topics--Topics- Payment RequestsPayment Requests RebudgetingRebudgeting Cost Share / MatchCost Share / Match Procurement (contracts)Procurement (contracts) Indirect Costs (overhead)Indirect Costs (overhead) Grant CloseoutGrant Closeout What’s NewWhat’s New

REFERENCEREFERENCE

Region 9’s 2009 Financial & Region 9’s 2009 Financial & AdministrativeAdministrative

Grants Management Grants Management HandbookHandbook

PAYMENTS PAYMENTS (pgs 51-52)(pgs 51-52)

Q1:Q1:

A) WHEN can we request payment A) WHEN can we request payment from our grant and B) HOW do from our grant and B) HOW do we get the money?we get the money?

PAYMENTS PAYMENTS (pgs 51-52)(pgs 51-52)

Answer Q1-A:Answer Q1-A:WHENWHEN can grantee request funds? can grantee request funds? Sign & return to EPA the official Sign & return to EPA the official

Notice of AwardNotice of Award Project period startsProject period starts No other restrictions under termsNo other restrictions under terms

& conditions of the award& conditions of the award

PAYMENTS PAYMENTS (pgs 51-52)(pgs 51-52)

Answer Q1-B:Answer Q1-B:HOWHOW does grantee request funds? The does grantee request funds? The

EPA Las Vegas Finance Center (LVFC) EPA Las Vegas Finance Center (LVFC) handles all grant payments. handles all grant payments. Refer to Refer to

website:website: http://www.epa.gov/ocfo/finservices/payinfo.htmhttp://www.epa.gov/ocfo/finservices/payinfo.htm

Electronic Funds Transfer (EFT)Electronic Funds Transfer (EFT) Complete & submit EFT enrollment formComplete & submit EFT enrollment form Complete & submit EPA Form 190-F-04-001Complete & submit EPA Form 190-F-04-001

Funds are deposited within 3-5 business daysFunds are deposited within 3-5 business days

PAYMENTS PAYMENTS (pgs 51-52)(pgs 51-52)

Answer Q1-B (con’t):Answer Q1-B (con’t): Automated Standard Application for Automated Standard Application for

Payments (ASAP)Payments (ASAP) Secure internet-based systemSecure internet-based system EPA sets up authorizationEPA sets up authorization Grantee requests payment onlineGrantee requests payment online Payments deposited same or next dayPayments deposited same or next day

REBUDGETING REBUDGETING (pgs 53-56)(pgs 53-56)

Q2:Q2:

What am I required to do, if What am I required to do, if anything, to make changes to the anything, to make changes to the approved budget?approved budget?

REBUDGETING REBUDGETING (pgs 53-56)(pgs 53-56)

Answer Q2:Answer Q2:Rebudgeting approval requirements varyRebudgeting approval requirements vary Check terms & conditions of the awardCheck terms & conditions of the award Refer to HandbookRefer to Handbook When in doubt, always check with your When in doubt, always check with your

EPA Project Officer and/or Grants EPA Project Officer and/or Grants SpecialistSpecialist

beforebefore rebudgeting rebudgeting

COST SHARE/MATCHCOST SHARE/MATCH(pgs 12 & 58)(pgs 12 & 58)

Q3:Q3:

My grant has a cost share My grant has a cost share requirement.requirement.

What kind of supporting What kind of supporting documentation is needed for the documentation is needed for the match portion of the grant?match portion of the grant?

COST SHARE/MATCHCOST SHARE/MATCH(pgs 12 & 58)(pgs 12 & 58)

Answer Q3:Answer Q3:Grantee must maintain source Grantee must maintain source documentation (records) for documentation (records) for accounting purposes and, therefore, accounting purposes and, therefore, should track its match contributions should track its match contributions similar to the way it tracks costs similar to the way it tracks costs paid for by federal funds.paid for by federal funds.

COST SHARE/MATCHCOST SHARE/MATCH(pgs 12 & 58)(pgs 12 & 58)

Answer Q3 (con’t):Answer Q3 (con’t):Examples for “in-kind” matchExamples for “in-kind” match Volunteers: sign in/out sheets similar to Volunteers: sign in/out sheets similar to

activity reports (timesheets)activity reports (timesheets) Equipment use: current cost/price quotes on Equipment use: current cost/price quotes on

rent or lease of similar equipmentrent or lease of similar equipment Meeting facility or office space: current cost/Meeting facility or office space: current cost/

price quotes on rent or lease of similar spaceprice quotes on rent or lease of similar space(square footage) in the area(square footage) in the area

COST SHARE/MATCHCOST SHARE/MATCH(pgs 12 & 58)(pgs 12 & 58)

Q4:Q4:

Our environmental consultant is Our environmental consultant is volunteering his/her time as volunteering his/her time as match toward the project.match toward the project.

Is this okay?Is this okay?

COST SHARE/MATCHCOST SHARE/MATCH(pgs 12 & 58)(pgs 12 & 58)

Answer Q4:Answer Q4:Match or “in-kind” contributions by Match or “in-kind” contributions by

contractors/ consultants are contractors/ consultants are notnot recommended. Due to a variety of recommended. Due to a variety of factors, especially the appearancefactors, especially the appearance

of conflict of interest, such costs can of conflict of interest, such costs can be deemed as ineligible or unallowable be deemed as ineligible or unallowable duringduring

a review or audit.a review or audit.

PROCUREMENT PROCUREMENT (pgs 18-21)(pgs 18-21)

Q5:Q5:Our current consultant/contractor Our current consultant/contractor

has been with us for a long time has been with us for a long time and s/he always produces quality and s/he always produces quality work. So, we want to continue work. So, we want to continue the contract as is under the new the contract as is under the new grant. Is this okay?grant. Is this okay?

PROCUREMENT PROCUREMENT (pgs 18-21)(pgs 18-21)

Answer Q5:Answer Q5:EPA’s procurement regulation require EPA’s procurement regulation require

competition whenever feasible and competition whenever feasible and grantees must follow their own grantees must follow their own policy/procedures. Grantees need to policy/procedures. Grantees need to ensure their “ongoing” service ensure their “ongoing” service contracts routinely undergo contracts routinely undergo competition and/orcompetition and/or

cost/price analysis, as applicable.cost/price analysis, as applicable.

INDIRECT COSTS INDIRECT COSTS (pgs 14-(pgs 14-17)17)

Q6:Q6:It seems like our office goes through the It seems like our office goes through the

same drill every year when the EPA same drill every year when the EPA Grants Specialist asks us to send them Grants Specialist asks us to send them revised budgets to take out indirect revised budgets to take out indirect costs, because we don’t have a prior-costs, because we don’t have a prior-year approved rate. Once we get a rate year approved rate. Once we get a rate approved, we have to submit another approved, we have to submit another revised budget. Why can’t EPA change revised budget. Why can’t EPA change the way they handle indirect cost so we the way they handle indirect cost so we don’t have to go through multiple don’t have to go through multiple budget revisions?budget revisions?

INDIRECT COSTS INDIRECT COSTS (pgs 14-(pgs 14-17)17)

Answer Q6:Answer Q6:According to OMB A-87 (federal cost According to OMB A-87 (federal cost

principles), applicants are not to budget principles), applicants are not to budget indirect costs if they do not have a current indirect costs if they do not have a current approved indirect cost rate. To accommodate approved indirect cost rate. To accommodate the needs of our applicants, Region 9 allows the needs of our applicants, Region 9 allows such costs in budgets using a prior-year rate. such costs in budgets using a prior-year rate. Grantees are encouraged to complete their Grantees are encouraged to complete their annual Single Audits on time–thereby, annual Single Audits on time–thereby, allowing them to submit their indirect cost allowing them to submit their indirect cost rate proposal on time torate proposal on time tothe National Business Center (NBC).the National Business Center (NBC).

INDIRECT COSTS INDIRECT COSTS (pgs 14-(pgs 14-

17)17) Q7:Q7:Our current year’s indirect cost Our current year’s indirect cost

rate (ICR) hasn’t been approved rate (ICR) hasn’t been approved yet. Since we have indirect costs yet. Since we have indirect costs budgeted in our grant, can we budgeted in our grant, can we request payment using our last request payment using our last approved rate then make approved rate then make adjustments later?adjustments later?

INDIRECT COSTS INDIRECT COSTS (pgs 14-(pgs 14-17)17)

Answer Q7:Answer Q7:Region 9 allows the applicant to Region 9 allows the applicant to

budget indirect costs if it has an budget indirect costs if it has an approved rate from the prior year. approved rate from the prior year. However, the term & condition of However, the term & condition of the award only allows the grantee to the award only allows the grantee to request payment if it has an request payment if it has an approved ICR for the applicable approved ICR for the applicable funding period.funding period.

GRANT CLOSEOUT GRANT CLOSEOUT (pgs (pgs 62-63)62-63)

Q8:Q8:

Our grant has ended (expired). Our grant has ended (expired). What do we need to submit to What do we need to submit to EPA in order to close out our EPA in order to close out our grant?grant?

GRANT CLOSEOUT GRANT CLOSEOUT (pgs (pgs 62-63)62-63)

Answer Q8:Answer Q8:Following are due to EPA Following are due to EPA within 90 dayswithin 90 days

from the end of the projectfrom the end of the project final Technical/Performance Reportfinal Technical/Performance Report final Payment Requestfinal Payment Request final Federal Financial Report (SF425)final Federal Financial Report (SF425) final Minority/Women Business Enterprise final Minority/Women Business Enterprise

(M/WBE) Utilization Report (EPA Form (M/WBE) Utilization Report (EPA Form 5700-52A)5700-52A)

(http://www.epa.gov/ocfo/finservices/forms.htm)(http://www.epa.gov/ocfo/finservices/forms.htm)

GRANT CLOSEOUT GRANT CLOSEOUT (pgs (pgs 62-63)62-63)

Q9:Q9:Our current year’s indirect cost Our current year’s indirect cost

rate (ICR) hasn’t been approved rate (ICR) hasn’t been approved yet and our grant has ended yet and our grant has ended (expired). What can we do to get (expired). What can we do to get reimbursed for indirect costs and reimbursed for indirect costs and close out the grant?close out the grant?

GRANT CLOSEOUT GRANT CLOSEOUT (pgs (pgs 62-63)62-63)

Answer Q9:Answer Q9: Contact the National Business Contact the National Business

Center (NBC) to check status of Center (NBC) to check status of ICRICR

Contact your EPA Grants Contact your EPA Grants Specialist about feasibility of a Specialist about feasibility of a one-time extension for submittal one-time extension for submittal of theof thefinal Federal Financial Reportfinal Federal Financial Report

GRANT CLOSEOUT GRANT CLOSEOUT (pgs 57 (pgs 57 & 63)& 63)

Q10:Q10:

What happens to the money we did What happens to the money we did not spend from our expired not spend from our expired grant? Is there a way for us to grant? Is there a way for us to get it back? Perhaps add it to our get it back? Perhaps add it to our current grant for approved current grant for approved activities?activities?

GRANT CLOSEOUT GRANT CLOSEOUT (pgs 57 (pgs 57 & 63)& 63)

Answer Q10:Answer Q10:Remaining funds (as reflected on the Remaining funds (as reflected on the

final Federal Financial Report) are final Federal Financial Report) are “deobligated” by LVFC. Depending “deobligated” by LVFC. Depending on type of funds, they are either on type of funds, they are either returned to Treasury (Congress) or returned to Treasury (Congress) or returned (“recertified”) to the EPA returned (“recertified”) to the EPA Program Office to be used/spent on Program Office to be used/spent on eligible activities.eligible activities.

What’s NewWhat’s New

Federal Financial Report (SF425) Federal Financial Report (SF425) replaces the Financial Status Report replaces the Financial Status Report (SF269) & Federal Cash Transaction (SF269) & Federal Cash Transaction Report (SF272)Report (SF272)

Administrative grant conditions Administrative grant conditions prohibiting Management Fees in prohibiting Management Fees in budgets & Human Trafficking activitiesbudgets & Human Trafficking activities

Tribal Grants Management Manual &Tribal Grants Management Manual &

Training available via NPETETraining available via NPETE