September 24, 2010 September 24, 2010 Administering your Federal Grant under the GLRI

Administering Your GLRI Grant Urgency Urgency Action Action Accountability Accountability

Administering Your GLRI Grant Read Terms and Conditions Read Terms and Conditions Acknowledge (sign) and return Acknowledge (sign) and return Coordinate among your administrative and technical staff and EPA project officer and grants specialist Coordinate among your administrative and technical staff and EPA project officer and grants specialist Fulfill requirements that must be met before starting work or drawing funds Fulfill requirements that must be met before starting work or drawing funds

GLRI 2010 Standard Terms and Condtions Quality System Documentation Quality System Documentation Sub Awards Sub Awards Meetings/Conferences/Travel Meetings/Conferences/Travel Signage Signage Reporting Reporting Environmental Results Environmental Results

GLRI 2010 Standard Terms and Condtions Applicable to use or collection of environmental data Applicable to use or collection of environmental data Quality System Documentation must be approved before work begins Quality System Documentation must be approved before work begins See including: See including: QA/R-5: EPA Requirements for Quality Assurance Project Plans QA/R-5: EPA Requirements for Quality Assurance Project Plans QA/R-2 EPA Requirements for Quality Management Plans QA/R-2 EPA Requirements for Quality Management Plans Questions – Louis Blume, GLNPO Quality Manager ( ) Questions – Louis Blume, GLNPO Quality Manager ( ) Quality System Documentation

GLRI 2010 Standard Terms and Condtions Established in writing Established in writing Comply with OMB Circular A-133 Comply with OMB Circular A-133 ( ( Community Involvement Community Involvement Prior approval for certain subawards to organizations representing residents in the project location Prior approval for certain subawards to organizations representing residents in the project location Notify PO and submit revised budget Notify PO and submit revised budget Questions – EPA Project Officer Questions – EPA Project Officer Sub-Award

GLRI 2010 Standard Terms and Condtions Prior approval needed for travel not approved in the workplan Prior approval needed for travel not approved in the workplan Justify Justify Meetings/Conferences/Travel

GLRI 2010 Standard Terms and Condtions Determine appropriate signage for on-the-ground projects Determine appropriate signage for on-the-ground projects Include GLRI logo – available from EPA Project Officer Include GLRI logo – available from EPA Project Officer Signage

GLRI 2010 Standard Terms and Condtions Great Lakes Accountability System (GLAS) Great Lakes Accountability System (GLAS) Video: Video: Quarterly reporting by 15 th of January, April, July, and October on Action Plan Goals, Objectives, and Measures Quarterly reporting by 15 th of January, April, July, and October on Action Plan Goals, Objectives, and Measures Semi-annual progress reports to Project Officer Semi-annual progress reports to Project Officer Outline available at: rogressReport.pdf Outline available at: rogressReport.pdf rogressReport.pdf rogressReport.pdf Report on progress against outcomes and outputs Report on progress against outcomes and outputs Final Report within 90 days of project end Final Report within 90 days of project end Geospatial data Geospatial data Reporting

GLRI 2010 Standard Terms and Condtions Aggregated Project Grants Aggregated Project Grants Report on both aggregate and individual progress Report on both aggregate and individual progress Health, Safety, and Environmental Compliance Health, Safety, and Environmental Compliance Disposition of Wastes Disposition of Wastes Spreadsheet Tool for Estimating Pollutant Load Spreadsheet Tool for Estimating Pollutant Load Water Quality Data using STORET Water Quality Data using STORET Incremental Grant Funding Incremental Grant Funding Pre-award Costs Pre-award Costs Laboratory Animals Laboratory Animals Special Cases

GLRI 2010 Grant Management Financial management system meets requirements Financial management system meets requirements Minimize time between transfer of funds and payment Minimize time between transfer of funds and payment “Single Auditt” requirement if total annual federal expenditures equal or exceed $500,000 “Single Auditt” requirement if total annual federal expenditures equal or exceed $500,000 Only charge allowable costs incurred during project period Only charge allowable costs incurred during project period Procurements conducted in manner to provide, to the maximum extent practicable, open and free competition Procurements conducted in manner to provide, to the maximum extent practicable, open and free competition Key Subpart C Requirements of 40 CFR Part 30 or 31

GLRI 2010 Grant Management 1.Labor costs based on grant budget or pre-determined allocations rather than actual time records. 2. Automated Clearing House requests exceed actual and pending disbursements. 3. Expenditures benefitting more than one grant are charged directly to a single grant or are allocated without a supportable basis. 4. Excessive charges related to less-than-arms-length transactions. 5. Inadequate support for costs claimed (allowable, allocable, and reasonable). 10 Common Grant Audit Issues

GLRI 2010 Grant Management 6. Expenditures incurred outside the approved budget period or outside the approved project scope. 7. Untimely financial reporting and grant closeout. 8. Absence of indirect cost rate proposals. 9. Failure to follow procurement regulations, including cost or price analysis in connection with procurements. 10. Inadequate Financial Management System. 10 Common Grant Audit Issues - continued

FY2010 GLRI RFP QUESTIONS?