Office of Program Services Division of Grants Management Edna L. Frazier Grants Management Specialist Office Number: Grantee Meeting December 3-4, 2008

TOPICS  Grants Management Role and Responsibilities  Prior Approval Requirements  Method for Requesting Approval  Other Grants Management Issues

Grants Management’s Role  Division of Grants Management (Separate Office)  Partners with SAMHSA Program Officials  Responsible for the business and other non- programmatic areas of grant award and administration.  Responsible for ensuring that grantees fulfill applicable statutory, regulatory, and administrative policy requirements after the award is issued.

Actions Requiring Prior Approval  Change in Scope: (i.e. reduction in services originally proposed, reduction in number of clients).  Change of a subcontract.  Transfer of Substantive Programmatic Work to a Contractor  (Re-budgeting) of funds:  Cumulative amount of transfers among direct/indirect cost categories exceeding 25% of the total award amount or $250,000, whichever is less.  Carryover of Un-obligated Funds from one Budget Period to another.

Process for Requesting Approval  Letter of Request submitted in writing by Grantee (Not the Contractor):  Address to Grants Management Specialist  Reference Grant Number (e.g. SP-12345)  Provide a short Program Narrative  Sign by both Program Director and Business Official  Prefer request is submitted via attachment to me (and a copy to your Project Officer). (Do not mail original or fax it.)  Reviewed by Grants Management Specialist in consultation with Project Officer.  Approval will be official with a revised Notice of Grant Award.

Method for Requesting Approval: (Carryover)  Carryover of funds:  To expedite the request, submit the Financial Status Report (SF-269 Long Form) from the previous year with the carryover request.  The letter of request must include the following:  Mention of the carryover amount  Short Statement of the Programmatic need.  Explanation of why funds were not spent in previous year.  Attach: Budget showing Direct plus Indirect Cost Categories, broken down by line item budget with short budget justification for the use of the carryover funds.

Reporting Requirements REPORTSRESPONSIBILITYSENT TO Programmatic Progress Reports Program DirectorCSAP Project Officer will advise the process for submitting the Progress Reports Quarterly Financial Reports (PMS-272) Grantee OrganizationDivision of Payment Management (DPM) ( Annual Financial Status Reports (SF-269 Long form) Grantee OrganizationDivision of Grants Management (DGM)

Helpful Grants Management Websites:  Post award Administrative Requirements  Carryover and No Cost Extension Click on “Grants," then “Grants Management,” and scroll down till you see the heading titled “Postaward Administrative Requirements” there you will be able to find all Post award Administrative Requirements.  HHS Grants Policy Statement (“google” HHS Grants Policy Statement)  Financial Status Report (FSR), SF-Form 269

IMPORTANT DATES December 19, 2008 – Continuation Letter mailed to all grantees. March 16, 2009 – Continuation Application package due to SAMHSA Grants Management. December 31, 2009 – Financial Status Report (FSR- 269) for Year 1 due to SAMHSA Grants Management.