Grant Management Responsibilities DGMO staff provide technical assistance to applicants and manage grantees’ financial information and administrative matters concerning federal awards. Grants Management Staff work in concert with respective program officials to provide HRSA recipients business management assistance in managing their federal awards.  Grants Management Specialist (GMS): Are responsible for all business management aspects of individual grant and cooperative agreement awards. This includes all post-award processes; such as prior approval actions and review and acceptance of Federal Financial Reports (FFR).  Grants Management Officer (GMOs): Are responsible for authorizing and committing federal funds through the issuance of legal notices of award (NoAs).

Review of Notice of Award

Review NoA – Conditions and Terms of Award  Conditions of Award: Extremely important –  Requires Action/Response by specific deadline  Majority of these NoA require:  Revised Budget with corresponding justification  Work and Staffing Plan  Due 45 Days of the original NoA issuance date = October 13; submitted via EHB  Review by HRSA; approval will occur via a revised NoA  Resulting NoA will contain a Categorical NoA that will reflect individual itemized budget categories  2 Categories of Terms: Legally binding – 1. Standard – 14 Apply to all HHS awards Example: Must maintain an active registration in the GSA System for Award Management (SAM). Requires Annual update. 2. Grants Specific – 12 Apply to this Cooperative Agreement Program

Review NoA – Program Specific Terms of Award  Cooperative Agreement  Substantial HRSA involvement with the recipient during the performance of the project.  In addition to the usual monitoring and technical assistance HRSA provides to grant recipients, specific HRSA Program responsibilities were defined in the Funding Opportunity Announcement.  Example: HRSA participation in the design of project models/tools; review proposed training curriculum; identify best practices.  Your responsibilities as the recipient include additional collaboration with HRSA/HAB and other AETC network programs. Example: With HAB involvement and approval; Identify jointly planned activities; Attendance and participation in specific HAB meetings.

Highlights of 12 Grant Specific Terms of Award  Uniform Guidance 2 CFR 200; codified by HHS at 45 CFR 75  Administrative Audit Requirements  Cost Principles  Copyright 45 CFR § HRSA/HAB reserves a royalty free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the work for Federal purposes, and to authorize others to do so.  Breakout of Funds: Base = $1,500,000; MAI = $500,000  Initial NoA did not reflect CDC funding. Subsequent Revised NoA’s did provide CDC specific funds.  Program Income funds: Must be tracked and reported on the annual Federal Financial Report. All program income earned must be used to further the objectives of the Regional AETC program.

Important Recipient Roles 2 Categories: Organization & Specific to individual award -Separate and Distinct Functions 1. Organization Roles – Initially chosen and established during the organizations registration process Authorizing Official: Individual authorized to act on behalf of the applicant; assumes the obligations imposed by the Federal laws, regulations, requirements, and conditions that apply to grant applications or federal awards. Business Official: Individual authorized to review and submit the financial report, and interact with the payment management system. Other: All other individuals of an organization who participate in the electronic process should register using this role. HRSA's electronic process allows for additional functional roles such as Application Preparer, Communication Contact etc.

Recipient Roles Continued 2 nd Category: Grant Roles – Specific to the individual project Program Director (PD): The individual who is most closely tied to programmatic aspects of the award. The PD's name appears on the Notice of Award (NoA). Permissions: Non-financial submissions; include performance reports, progress reports, noncompeting continuations, and other submissions. Responsible for approving EHB privileges for other individuals in the organization. Financial Reporting Administrator (FRA): Individual responsible for financial reporting for the organizations grants. Typically, the organizations Business Official. Registers the grant with the Payment Management System. Permissions: Financial reports and PMS interactions. Responsible for approving EHB privileges to financial reports for other individuals in the organization.

Recipient Roles Continued 2 nd Category Grant Roles Continued – Specific to the individual project Other Employee (Grant Reporting Support): Other individuals (other than the PD or FRA) who will need access to submissions for a grant. It includes: Users responsible for assisting in the non-financial post award activities for the grant. Approval and authorization by the PD are required to access the non-financial grant reports.  HRSA recommends each award recipient identify 3 individual with the roles of:  Program Director  Business Official  Authorizing Official with corresponding addresses. NoA’s are ed to those address(es)

Prior Approval Requests (PAR)  Prior Approvals requests must be submitted within the EHB  Significant Budget Changes  Example: Request change of funds from individual budget categories  Program Director Changes – Submitted by AOR; Requires: Resume/CV of proposed PD and signature of current PD  Carryover Requests

Federal Financial Report (FFR) SF-425  Annual Reporting Requirement; submission via EHB  Year 1 FFR is due October 30, 2016  Must identify all Program Income Funds earned. Program Income funds must be used to further the objectives of the Regional AETC program.  Funds remaining (Unobligated) at the end of a budget period are subject to offset (HRSA’s use)  When a unobligated balance is entered; the FFR contains a: “Carryover Request Decision” and displays as: “Do you intend to request a carryover for this amount?”  Carryovers should be submitted with the FFR & MUST be submitted before December 1, SelectOption Yes - for part of, or entire UOB amount, I will create and submit carryover prior approval within 30 days of Financial Report submission date No Not Applicable

Resources HRSA.gov/grants Award Management Tutorial – tips to successfully administer and fiscally manage your cooperative agreement

Points of Contact  Lead Grants Management Specialist for the Regional AETC Program Ms. Karen Mayo  Grants Management Specialist identified on the Notice of Award  Payment Management System (PMS) (Click on contact list to find your PMS Account Representative) Questions on the Payment Management System: (877)  Questions related to this presentation: Victoria Carper, Grants Management Officer,