2011 NERAOC Conference 1994 Life Cycle Pre/Post Awards Presented by: Susan Bowman Awards Management Division with Dr.Germaine Daye, Navajo Technical College

Request for Applications National Program Leader (NPL) develops Request for Applications (RFA) RFA is reviewed by Office of Grants and Financial Management (OGFM) RFA is posted at grants.gov

Request for Applications Grantee writes the proposal Solicit stakeholder input Develop objectives and budget Develop Evaluation Plan Submit application to grants.gov by DEADLINE All attachments must be PDF

National Program Leader (NPL) NPL Role Panel Selection Accepts proposal from grants.gov Recommends Award based on panel information Submits proposal to AMD

Post award Overview Budget Changes No-Cost Extensions Project Director and Key Personnel Changes Release of Funds

All Post-Award Actions Require : A letter signed by the Authorized Representative (AR) and the Project Director Include the Award Number

All Post-Award Actions Require : The Intent of the Action(s) articulated in letter Change in Scope No-Cost Extension Project Director Change Release of Funds

Signatures Actions CANNOT be processed without signatures of the AR and the PD If requests are submitted without signatures, approval of action will be delayed

1994 INSTITUTE ‘S RESPONSIBLITY Must have procedures in place to document the post award process -Things to think about: Who will initiate the request Who will approve it at the institute Who will send it to USDA/NIFA/AMD

NO-Cost Extension 1 st Request Grantee has authority to extend the award under Research & Related Terms and Conditions NIFA must be notified at least 10 days before the award expires by the recipient Notification letter must be signed by AR and PD NIFA will update expiration date in our systems if appropriate

No-Cost Extension 2 ND REQUEST A written request must be received no later than 30 days prior to the expiration date and should include –The length of additional time needed and a justification –Summary of progress to date –Estimate of funds remaining unobligated –Time table to complete the portion that prompted the extension –Signature of PD and the AR

No-Cost Extension 2 nd REQUEST Most common issues in requesting a second No-cost extension –Summary of progress to date is missing –No estimate of funds remaining or time table to complete the award –The request is received after the award has expired –Signature of PD and AR is missing

Project Director Change Letter indicating change New PD’s Resume New PD’s Current and Pending Support Form including this project –The total amount of time can NOT exceed 100% New PD’s signature to concur their willingness to work on the project Signature of AR

Withhold/Release of Funds See the first provision on NIFA-Award Face Sheet, it states what information is needed to release your funds Call the administrative contact for clarification Signature of PD and AR on request to grant specialist to release funds

Send Post-Award Actions To: a PDF File to the Administrative Point of Contact on the award document Send a written request to: –USDA/NIFA/OEP/AMB TH Street, SW –STOP 2270 Washington, DC FAX: , or

Draw Down Information Draw down funds regularly Draw down funds for that project only Draw downs after the 90 day period at the end of the award are not allowable

Draw Down Information, Cont’d If funds are drawn down late, remaining funds will be placed on manual review AMD must receive documentation (invoices) of expenses to justify the late draw down If expenses are unallowable, funds must be returned to NIFA

Method of Payment NIFA awards are now available through the Department of Treasury’s Automated Standard Application for Payments (ASAP) SF 425, Federal Financial Report captures the obligations and disbursements that occurred during the grant period.

Method of Payment/Financial Reports Annual reports should be submitted no later than 30 days after the end of the reporting period, Annual reports for continuation awards must be received before the next funding increment is issued Final financial reports are due within 90 days after the expiration of the award Financial reports should be sent to the Awards Management Division

Technical Reports CRIS office will notify grantee by when a final technical report is due Annual report is due 90 days after the anniversary date Submit these reports in CRIS CRIS web site:

Technical Reports Progress/annual reports for Continuation Awards are due 90 days prior to the anniversary date –Anniversary date: One year following the project start date The next year of continuation funds will not be released if the annual progress report is not received.

Final Reports Final Technical Reports and Final Financial Reports are due 90 days after the Expiration Date Expiration Date: The date the award expires or is terminated

Helpful Web-sites USDA/NIFA Home Page: Cooperative Research Information Systems (CRIS) Home Page: Terms and Conditions: awardsterms.html

Program Points of Contact Equity, Extension and Endowment Tim Grosser Research Programs: Saleia Afele-Faamuli

1994 Tribal Liaisons for AMB Janet Schmidt Kendra Arrington Shynika Loften Alicia Simon