POST AWARD ACTIONS Presenters: Evelyn Nabbah and Andrea Mack Presentation Date: May 30, 2013

TYPES OF POST AWARD ACTIONS  No Cost Extensions  Extension- With Invocation of Expanded Authority  Extension- Without Invocation of Expanded Authority  Extensions to Closeouts  Foreign Travel  Change or Absence of Principal Investigator  Equipment Purchase  Budget Revisions  Change in Scope  Transfer of Award

 No Cost Extensions  Extension- With Invocation of Expanded Authority  Extensions requests invoking expanded authority are only for those recipients who have research based grants/cooperative agreements and are governed by 15 CFR Part 14  Prior Approval is Waived  Must notify NOAA through Grants Online 10 days before the award ends.  Elect One Time Extension of Up to 12 Months

 No Cost Extensions  Extension- Without Invocation of Expanded Authority  Extension requests not invoking expanded authority are available to all grantees and must be submitted 30 days prior to the expiration date of the award  Prior Approval Required  Must request through Grants Online 30 days before award ends. Requests made after the expiration date of the award will be denied(Grants Online will not allow you to submit a request).  Must have a budget attached showing remaining funds

 Extension to the Closeout  Request to extend the closeout period are only for the completion of invoice payments and reporting(progress reports and financial reports). No new work can be done in this period.  The maximum additional time that can be requested is 60 days. The request must be made before the initial 90 days expires.

 Foreign Travel  Requests that were not specifically outlined in the project description require prior approval.  When requests are submitted to the Program Office it should include:  Trip destination and necessity of trip for the successful completion of the project;  Dates, number of travelers and position titles;  Per diem rates, airfare costs, ground transportation costs and registration fees; and  If using a foreign carrier prior approval is required and a Fly America Act Waiver Checklist must be incorporated with request.

 Change or Absence of Principal Investigator  For those recipients who have Expanded Authorities this can be done without prior approval.  For those entities who do not have Expanded Authorities the request should incorporate a Curriculum Vitae or an explanation for the absence and the estimated amount of time, how the project will be affected and what action will need to be taken.

 Equipment Purchase  Two-pronged Test Equipment is tangible, non-expendable personal property including exempt property charged directly to the award having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.  Prior approval is required for the purchase of equipment not expressly identified in the project description and the budget  Need often results from encountering unanticipated circumstances

 Equipment Purchase continued  Request for approval should include:  Estimated cost of each item;  Written lease versus purchase analysis;  Justification of the need for each item (why is it needed to accomplish work plan tasks?);  Explanation of any budget and work plan revisions required in order to be able to purchase the equipment

 Budget Revisions  Prior approval not usually required for many budget transfers except  Expenditures requiring prior approval in the applicable OMB Cost Principle Circulars.  Movement of funds into or out of indirect costs.  Movement of funds into a budget category in which you have not been funded  Movement of large dollar amounts or a large percentage of funds in any category (cumulative 10% rule)  Re-budget Justification – The “To/From” Analysis  The need for the funds in the “to budget line”.  Why funds are available in the “from” budget line.  How the shift in funds in the “from” budget line will not impact on project performance.  Must submit same type of budget documents required for the application.  Program office must provide recommendation of approval before forwarding to the Grants Office.

 Change In Scope  When the project description is significantly changed prior approval must be obtained from the Grants Officer.  Prior approval determines if proposed activity still falls within the statutory requirements of the program  Request should include: clear reason and supporting documentation to assist in the Grants specialist/ Grant Officer review.

 Transfer of Awards  The most common reason for a Transfer of Award is due to the transfer of the Principal Investigator from one organization to another.  The transfer should be discussed with the Program Officer early in the planning stages.  The Organization that is loosing the Award initiates the Transfer by submitting the Novation Agreement through the Transfer Award Action Request.  A justification for the transfer is required  The approval of Transfer of Award request will generate a termination amendment