U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration PHMSA HMEP Grant Program ~ Administrative Requirements NASTTPOAnnualConference October 2011

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Executing the HMEP Award NGAs provided on 9/30/11 Grantee must sign NGA & return to PHMSA OHMS Associate Administrator to counter-sign for award execution

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Data Entry Tool – Home Page The Grant Portal was developed in an effort to improve administrative efficiency in the Grant program. This tool allows grantees to request post- award changes to their award via the Activity Request screen. Grantees can also submit SF-270s and changes to contact information through the Portal.

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Oct Nov Dec Q1 of – 2012 HMEP Award 2010 – 2011 HMEP Award Sept 30 th HMEP Grants Awarded* Sept 30 th HMEP Grants Awarded* Oct 1 st HMEP Grants Open for Use Oct 1 st HMEP Grants Open for Use Dec 31st Deadline for Return of Signed Awards Dec 31st Deadline for Return of Signed Awards Oct 31st 4 th Qtr SF-425 Due Oct 31st 4 th Qtr SF-425 Due Dec 31 st Close-Out Reports Due Dec 31 st Close-Out Reports Due

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Data Entry Tool – Submission Form - 5 -

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration USA.govUSA.gov | WhiteHouse.gov | DOT.gov | Regulations.gov | E-Gov.govWhiteHouse.govDOT.govRegulations.govE-Gov.gov Privacy PolicyPrivacy Policy | Accessibility | Web Policies | No Fear | FOIAAccessibilityWeb PoliciesNo FearFOIA Post-Award Activity: –SF-270s o Consider Regular Submissions –Activity Requests o Changes in Scopes –Contact Information Changes o Communicate Personnel Changes Data Entry Tool – Uses

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Program Requirements Forms –SF-270s (Reimbursements) –Quarterly SF-425s (Federal Financial Reports) –Quarterly Performance Reports –Final Report (Narrative, SF-425 & Questionnaire)

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration HMEP Grant Management Grantees are expected to: Institute a structured review and evaluation process for subgrants Document and support use of federal funds and matching through record keeping to ensure sub-grants meet PHMSA grant requirements Ensure that federal funds for sub-grants are used for actual expenses versus generic operational expenses Ensure that matching amounts should be based on documented volunteer hours and/or expenses - 8 -

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Desk Reviews & Site Visits ApplicationAdministrationCloseout Desk reviews will involve in-depth evaluations of grantee files and supporting documentation. Site Visits include on-site discussions and process reviews resulting in presentation of findings and possible requirement for corrective actions

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Grant Schedule Apr May June July Aug Sept Oct Nov Dec Jan Feb Mar April 1 st Application Process Begins April 1 st Application Process Begins June 1 st Deadline for Applications June 1 st Deadline for Applications Sept 30 th HMEP Grants Awarded* Sept 30 th HMEP Grants Awarded* Oct 1 st HMEP Grants Open for Use Oct 1 st HMEP Grants Open for Use Dec 31st Deadline for Return of Signed Awards Dec 31st Deadline for Return of Signed Awards April 30 th 2 nd Qtr SF-425 Due April 30 th 2 nd Qtr SF-425 Due June 30 th 3 rd Qtr SF-425 Due June 30 th 3 rd Qtr SF-425 Due Sept 30 th 4 th Qtr SF-425 Due Sept 30 th 4 th Qtr SF-425 Due Dec 31 st Close-Out Reports Due Dec 31 st Close-Out Reports Due Jan 1 st 1 st Qtr SF-425 Due Jan 1 st 1 st Qtr SF-425 Due Grant Activity Schedule Application Schedule * Grant award must be signed and returned before funds are available for disbursement.

U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Questions Website : Phone : (202)