1. Getting Ready for Federal Grants
Stacy Ruble
McAllister & Quinn
YWCA University – Grants Track Series

2. Topics for Today Registrations Regulations Competitiveness
Determining readiness

3. Polling Questions

4. Registrations
Start now!

5. DUNS
Dun & Bradstreet (D&B) provides a DUNS Number, a unique 9 digit ID number
Need one to do business with the U.S. government
DUNS Number assignment is FREE
Can get online or by phone, usually within 1 day
If not sure, search in SAM

6. DUNS Screenshot

7. System Award Management (SAM)
Replaces CCR (central contractor registry) and other online databases
If you were in CCR, your data “migrated” – need to check in and create SAM account
If not, you need to register in SAM
It is new system and has some glitches
Takes a few weeks to do so - START NOW
Use their Help materials

8. Sam.gov Screenshot

9. Grants.gov Centralized place for all federal government grant listings
Often used for grant submission, but not always
Good idea to register now

10. Grants.gov Online Demo

11. Grants.gov Demo Continued

12. Questions?
If you have questions, please type them into the question pod. Clare will read them and Stacy will respond.

13. Federal regulations

14. Polling Question

15. Uniform Administrative Requirements
For non-profits, colleges,
hospitals, for-profits:
2 CFR Part 215
(formerly known as A-110)
For state, & local
governments, and Indian
tribes:
A-102
Addresses: financial management, property procedures, procurement, reporting and record-keeping
Note: CFR= code of federal regulations

16. Uniform Administrative Requirements
If following generally accepted accounting principles, you should be fine.
Or if you have any federal dollars you should already be doing these things

17. Financial Management Examples
Be able to track dollars all the way from federal agency to the actual expense and how it is associated with grant funded project
Tracking match and program income
Written procedures to minimize time between drawdown and expenditure

18. Cost Principles There are five sets
Governments and tribes (2 CFR 225)
Non-profits (2 CFR 230)
Colleges and universities (2 CFR 220)
Hospitals (45 CFR Part 74)
For profits (48 CFR 31.2)
They address the general allowability of costs

19. Cost Principles Example - Audit
Audit costs and related services.
a. The costs of audits required by, and performed in accordance with, the Single Audit Act, as implemented by Circular A–133, ‘‘Audits of States, Local Governments, and Non-Profit Organizations’’ are allowable.

20. Cost Principles Example Continued
b. Other audit costs are allowable if included in an indirect cost rate proposal, or if specifically approved by the awarding agency as a direct cost to an award. c. The cost of agreed-upon procedures engagements to monitor subrecipients who are exempted from A–133 under section 200(d) are allowable, subject to the conditions listed in A–133, section 230 (b)(2).

21. Cost Principles Example - Memberships
Memberships, subscriptions, and professional activity costs. a. Costs of the non-profit organization’s membership in business, technical, and professional organizations are allowable. b. Costs of the non-profit organization’s subscriptions to business, professional, and technical periodicals are allowable.

22. Cost Principles Example Continued
c. Costs of membership in any civic or community organization are allowable with prior approval by Federal cognizant agency. d. Costs of membership in any country club or social or dining club or organization are unallowable

23. A-133 Audits
Any entity that spends more than $500,000 in federal funds in their fiscal year must have A-133 audit (proposed change to $750,000)
$500,000 can come from multiple sources, including pass through from non-federal agency

24. A-133 Audits A-133 audits are financial audits, but more detailed
A-133 audits also look at programmatic compliance
A-133 is expensive – build cost into your proposal
If you will meet that threshold, get an experienced accountant involved from the beginning

25. To Access Regulations
– Electronic Code of Federal Regulations

26. OMB Proposed Guidance
Combines cost principles, A-133, and uniform administrative requirements - simplifies
Was released in February for comment
Is proposed to go into effect next summer
Regulations.gov – for copy and crosswalk
OMB – Office of Management and Budget

27. Indirect Cost Rate Negotiated with your federal cognizant agency
The cognizant agency for non-profit organizations is determined by calculating which Federal agency provides the most grant funding.
Includes costs that go across your grants
Human resources, accounting, procurement
Executive director, administrative staff
Rent, utilities, phone, internet
Office supplies, postage

28. Example of Proposed Change - IDC
Change in indirect cost rates
While you are negotiating IDC rate with federal agency you can request flat 10%
10% rate lasts for up to 4 years
Negotiated rates vary greatly

29. Questions?
If you have questions, please type them into the question pod. Clare will read them and Stacy will respond.

30. competitiveness Small fish, very big pond
We will cover these topics in more detail in upcoming courses of
YWCA University- Grants Series Track

31. How to Prepare to be Competitive
Defined Need – statistics, client satisfaction, community surveys
Create baselines
Develop strong, measureable outcomes
Reviewers don’t know you – what’s your elevator speech?
Develop a “We Rock File”

32. Budget Preparation Clean audits
Completed, thorough corrective action plans
Clear annual budget
Meet 2 CFR 215 requirements
Negotiated indirect cost rate
Meeting match requirements

33. SF424 – Federal budget form

34. Overall, is your ywca ready?

35. Questions to Ask Yourself
Do you have a proven well defined, well documented need and solid plan?
Can your project provide measureable results?
Do you have the required systems, procedures in place to meet federal guidelines? Or can you by the time you get funding?
Are you registered online?

36. Cost-Benefit Analysis
Time and Effort
Results
How much time will it take to write the proposal?
Will writing it negatively impact other efforts?
Can you put together a proposal you will be proud of?
Would you be in better position to invest in preparation and wait to apply?
If not successful, can you use what you did in other proposals?
If you get funded what amazing work can you do?
You can use success to leverage other funds.
You can use unsuccessful applications as learning experiences to improve future applications.

37. Questions?

38. Upcoming YWCA University Courses and Online Workshops
Funding Opportunities from Office of Violence Against Women Online Workshop, November 19 at 3:00-5:00 EST
YWCA University – Grants Track Series:
Grants 101: Basic Grant Writing Tips, December 5, 4:00 EST
Developing an Effective Project Design for a Federal Grant, January 9, 4:00 EST

39. Thank you