1. AWARDS MANAGEMENT DIVISION AND YOU
Carol A. Langguth
Division Director
Awards Management Division
Office of Grants & Financial Management
National Institute of Food and Agriculture

2. Division Main Number: 202-401-4986
AWARDS MANAGEMENT DIVISION Revised 5/11/2011
Division Main Number:
CAROL LANGGUTH
Division Director -2172
Phone:
BEVERLY THOMPSON
Secretary
Phone:
Student 2101B
Phone:
EULA JORDAN
Liaison-2140
Phone:
SUSAN BOWMAN
Branch Chief, Br. I
Phone:
Formula Grants Branch
ADRIENE WOODIN
Branch Chief, Br. II
Phone:
DUANE ALPHS
Team Leader, Team
Phone:
BRENDA BARNETT
Branch Chief
Phone
BRUCE MERTZ
Team Leader, Team
Phone:
TOWANA DESHAZO
Team Leader Team 3
Phone:
ROCHELLE MCCREA
Team Leader, Team
Phone:
SONDRA WATKINS
Team Leader, Team
Phone:
CHARLES HUNGERFORD
Specialist
Phone:
DARLENE BROWN
Specialist – 2120
Phone
LAQUITA PALMER
Specialist – 2117
Phone:
Selene Gates
Specialist
Phone:
THOMAS MASON
Specialist – 2115
Phone
PATRICIA MYERS
Team Leader
Phone:
EUGENIA SPOHRER
Specialist
Phone:
JEFF JACOBS
Specialist – 2113
Phone
SHIRLEY SMITH
Specialist
Phone:
VACANT
Grants and Agreement Spec.
Phone:
JANET SCHMIDT** Specialist
Phone:
GAIL MARTIN
Specialist
Phone:
BARBARA DODSON
Specialist
Phone:
KENDRA ARRINGTON**
Specialist
Phone:
RYAN WILLIAMS
Specialist
Phone:
SHYNIKA LOFTEN**
Specialist
Phone:
ARNITA CROSS Staff Accountant
Phone:
ADAM ANDERSON
Specialist
Phone:
DIANE DUBARD
Specialist
Phone:
JOSE BERNA
Specialist
Phone:
TRACEY ROY
Specialist – 2121
Phone
KRISTIN ABERNATHY
Specialist
Phone:
ALICIA SIMON
Specialist – 2112
Phone
TAM-THAO NGUYEN
Specialist
Phone:
LISA GLANDER
Specialist
Phone
Examiner -
Phone: 401-
Examiner –
Phone:
STEPHANIE BRYANT
Examiner
Phone:
LASHAWN POWELL
Examiner
Phone:
JHARANA SAHU
Grants and Agreement Spec. –
2111
Phone:
RONALD DUNMORE
Admin Assistant
Phone:
VACANT
Admin. Assistant – 2116
Phone
SHAVON DICKERSON
Admin. Assistant
Phone –
Linda Toppin
Admin. Assistant
Phone:
VACANT
Admin Assistant
Phone:
Revised 2/3/2011

3. THINGS WE DO: PRE-AWARD AWARDS POST AWARD ACTION CLOSEOUT
INFORMATION SOURCE
OUTREACH

4. PRE-AWARD CONSIDERATIONS
Forms completed accurately
Proper signatures
Complete information
Budget items
Legal and Regulatory requirements
Food, Conservation, and Energy Act of 2008, (FCEA)(Pub. L )
AFRI - Agriculture and Food Research Initiative

5. FORMS/SIGNATURE SF 424 – Appropriate signature
AOR/AR – Other personnel signing?
- Can the person commit resources of university
DUNS & EIN numbers
Food, Conservation, and Energy Act of 2008, (FCEA)(Pub. L )
AFRI - Agriculture and Food Research Initiative

6. COMPLETE INFORMATION PDF attachments Budget & Budget Narrative
- All items explained
Matching – non-federal
- Proper documentation
- AMD will follow-up – but award will be delayed
Legal requirements
- Eligibility
- Indirects, construction, matching

7. IMPORTANT REQUIREMENT
Keep CCR Registration Current for the Life of the Award
NIFA Accounting System Affected
ASAP ENROLLMENT MUST BE COMPLETED
45-DAYS TO COMPLETE
OR – START OVER

8. AWARDS

9. AWARDS Execute all awards - Formula & non-formula
Final administrative review – after technical/scientific review and recommendation
E-notify awards – most
- AR & PD are notified
- ASAP instructions attached
- ASAP customer

10. POST-AWARD

11. POST AWARD TOPICS Terms and conditions
Post Award Actions not requiring agency approval
Post Award Action requiring NIFA approval
PD transfers
Waivers
As of Sept 23 there will be six additional institutions in FY 2010 – they are:
West Virginia State University
Delaware State University
Fort Valley University
Alcorn State University
Lincoln University
Tennessee State University
Per Brenda, there may be additional institutions but this is the list in which letters from the Governors have been received.

12. TERMS AND CONDITIONS
Research – Terms and conditions & NIFA agency specific
Formula and Other program specific requirements
This rule serves to enhance accountability and to standardize procedures across CSREES Federal Assistance programs. Also it establishes basic rules for those programs that have been operating without them as well as new programs.
For those programs that already have established administrative rules, those will eventually be moved to 7 CFR 3430 and then the program-specific rule canceled. In the meantime, where there exists a conflict between 7 CFR 3430 and the program reg, 3430 supersedes.
Includes Grants and Cooperative Agreements
VMLRP - Veterinary Medicine Loan Repayment Program
SBIR – SBA Policy Directive and 7 CFR 3403
VMLRP - 7 CFR Part 3431 published in the Federal Register on July 9, 2009 as an interim final. The comment period just ended Sept 8.

13. NOT REQUIRING AGENCY APPROVAL
POST AWARD ACTIONS
NOT REQUIRING AGENCY APPROVAL
Notification of No-cost extensions
1. Administrative waivers
2. NIFA must be notified within 10 days
BEFORE the grant expires
3. Authorized Representative (AR) signature
needed

14. POST AWARD ACTIONS NOT REQUIRING AGENCY APPROVAL (CONT’D)
Pre-award costs up to 90 days
Budget changes – most
Because of OIG audits and A-123 reviews, CSREES is establishing stricter controls in a couple of areas including late no-cost extensions.
For a late no-cost extension, the awardee must submit a justification which is to include an explanation as to the efforts that will be taken to minimize these requests in the furture.
If an institution has obligations that remain unpaid at the time the Final SF-269 is due, an extension of time MUST be requested including a justification and an anticipated submission date. A provisional report also must be submitted. The extension request and provisional rpt must be submitted within 90 days following the expiration of the award. The final report must be submitted before expiration of the extension.
A late request for an extension will only be considered within 30 days following the due date.
Overdue SF-269 – funds are restricted and awardee must submit justification and documentation to support the requested draw. These will only be apporved in extenuating cicumstances.
The overdue final SF-260 provision also applies to awards issued after 9/4/2009 or those that were made prior to 9/4/09 but receive a monetary actions following that date.

15. AGENCY APPROVAL REQUIRED
Change in the scope of work
Change in Project Director (PD) or Co-PD
Subs over 50% of the award or any subs
to federal agencies, not previously approved
Pre-Award costs more than 90 days
Waivers
Disallowed costs
– notice to awardee w/explanation for disallowance
– awardee may respond w/in 60 days (30-day ext may be requested in extenuating circumstances)
– CSREES will issue a mgmt decision (will include appeal process) w/in 60 days of awardee response
– If no further action w/in time allotted (appeal) then decision is final and CSREES issues a demand for payment notice
– w/in 60 days the awrdee may respond to the demand for pymt notice to OEP Deputy Admin requesting a review of the debt and the amount
Process similar for award appeals.
Expiring appropriation
– In 5th year of project, the account must be closed by Aug 31.
– If project is funded as a reimbursable ($ coming from other Fed agency), the acct must be closed by June 30.
– funds can not be restored after expiration of acct.

16. AGENCY APPROVAL REQUIRED (CONT’D)
2nd No-cost Extensions
1. Signature from the PD and AR
2. Justification should include:
a. Amount of funds remaining
b. Timetable for completion
c. Summary of progress to date
3. Second NCE must be approved by NPL
SCRI
– FY08 couldn’t use unrecovered indirect costs for matching.
– FY09 could use unrecovered indirect costs because language was included in the annual appropriation allowing unrecovered indirect towards match.
Published in Federal Register on Sept 4
SCRI – Final rule at 74 FR 45736
BFRD – Interim rule at 74 FR 45967
New ERA – Interim rule at 74 FR 45972
Subparts G, H, and I are currently being worked on and publication in the Federal Register as interim rules is anticipated for October.

17. AGENCY APPROVAL REQUIRED (CONT’D)
No-cost Extensions within 120 days after expiration date may be approved only under extenuating circumstances
1. A strong justification by the grantee & NPL is required.
2. All other requirements for a 2nd NCE must
be met.
is the preferred method to receive Form SF It would be submitted as a portable document format (pdf) attachment to an

18. AGENCY APPROVAL REQUIRED (CONT’D)
Release of funds – Needing NPL approval
1. Revised Budget
2. Sub-awardee/Consultant information
3. Special requests by the NPL
As specified in the Terms & Conditions, post award documentation should be submitted directly to the Awards Management Division
FY 2009, Initial Submission based on estimated amounts per the 2009 Continuing Resolution
Final Submission based on the actual appropriated amount for FY 2009.

19. AGENCY APPROVAL REQUIRED (CONT’D)
Final Technical Report (FTR)
1. NPL will receive notification from CRIS when
FTR has been submitted
2. NPL is responsible for reviewing and
approving the final report
3. Forward the approved Technical Report to AMD
4. Late Technical Reports – no more funds until it is submitted
– AMD withholds funds
Interim funding allocation is based on the lowest amount of the prior FY or the latest budget action
Goal is to issue Final FGO 45 days following the passage of the appropriation

20. PD TRANSFERS ORIGINAL AWARDEE
A letter signed by the AR relinquishing the grant;
A summary of progress to date; and
Form SF-425, “Financial Status Report” which reflects the total amount of award funds being transferred to the new institution
PSEP – OGC provided an opinion that it is not under Smith-Lever so applications will be solicited via a non-competitive RFA an not a FGO. Funding for Smith-Lever will not be affected as the funding is provided by EPA. Funds are to be distributed based on a EPA formula.
FY 2009 PSEP FGO to include an explanation.

21. PD TRANSFER (CONT’D) NEW AWARDEE
Complete proposal – on SF-424
Funding amounts must match the SF-425

22. BUDGET ITEMS SALARIES Base salary (all senior/key/other)
- Provide funded work months
- Calendar or academic and summer
Secretarial or clerical salaries
- Must be justified to be charged as a direct cost
Graduate students
- Number of students
Only employees of recipient organization should be included
Research misconduct (7 CFR 3022) – proposed rule for extramural funding was issued for comment and now the Department are in the final stages of approval. Once all approvals are received, the final regulation will be published in the Federal Register.
Indirect cost matrix – applicable indirect cost rate by program. Currently at OGC review but should be provided shortly. When completed, the matrix will be made available via the agency web site.
Matching Chart – chart indicating when matching is applicable. Once completed, it will be made available via the agency web site.
5% cap on retirement costs – a policy on the retirement cap is currently at OGC for review. Once the policy is cleared for legal sufficiency CSREES will issue correspondence on the issue.
Revision of 7 CFR 3430 – will need to revise for agency name change, implementation of SF-425, move from CRIS to REEport, etc

23. EQUIPMENT (CONT’D) Provide: Type of equipment Cost
- Some purchases may require lease vs. purchase analyses
Brief explanation of intended use

24. TRAVEL Destination (if known) Purpose Number of travelers
Estimated cost per trip
Need enough information to determine reasonableness

25. TRAVEL Destination (if known) Purpose Number of travelers
Estimated cost per trip

26. MATERIALS AND SUPPLIES
Office, lab, educational, or field supplies
Software
Postage, shipping, etc.
Non-traditional supplies
- Provide brief explanation

27. CONSULTANTS Identified as someone who renders expert advice
- Not an employee of grantee organization
Provide:
- Letter of intent with signature(s)
- Statement of work
- Curriculum vita

28. CONSULTANTS (CONT’D) Rate of pay - Executive Level IV
- Currently $600 per day based on an eight hour
day -
Justification required if over $600
- Invoices for previous work
- Nationally renowned credentials

29. ADP/COMPUTER SERVICES
Charges associated with shared computer usage
Internet charges
Purchases of computer equipment would not go
here
- Budget under equipment or materials and
supplies

30. SUBAWARDS When portion(s) of work will be performed by
outside sources:
- Provide:
- Statement of work (Proposal)
- Letter of intent signed by Authorized
Representative
- Budget
- Budget narrative

31. SUBAWARDS (CONT’D) Period of performance may not be longer than
primary award
Start date should not be earlier than the prime
award
Terms and conditions flow down

32. CONFERENCES/MEETINGS
Speaker/trainer fees
- Include brief description of service or topic
Fees should be based on credentials
- Justify fees exceeding $2,000

33. CONFERENCES/MEETINGS (cont’d)
Meals
- Must justify
- Continuity
- Arduous conditions
- Breakfasts are not normally allowed
Refreshments
Facility and equipment rentals

34. MATCHING/COST SHARING
When a program requires matching or cost-sharing
- All matching must be secured at time of award
- Cannot be dependent on funds not fully
committed
Federal dollars normally unallowable
Indirect costs normally unallowable
- Allowed only on programs with specific authority

35. MATCHING/COST SHARING (CONT’D)
Provide:
- Letter from contributor to support third party
matching
- Detailed description of how matching dollars will be used on award

36. SUBMIT REPORTS

37. FINANCIAL REPORTS Quarterly reports are not required for ASAP system
Annual reports are required
Final reports are required

38. SUBMIT REPORTS
USDA/NIFA/AMD, 1400 Independence Avenue, S.W., Stop 2271, Washington, DC
Overnight Mail Deliveries:
USDA – NIFA, 800 9th Street, S.W., Washington,DC 20024
Fax all requests to: or
By (preferred method)
If you need assistance, please call

39. FINAL PAYMENTS 90 Days after award ends Request extension
Expiring appropriations – 5 years
- Cannot extend
- Funds go back to Treasury
- Pay attention to expiration date of award and award
documents

40. Formula Grants Check-up for FY 2011 Reviewing Process
Administrative Manuals – considering
eliminating manuals
Requirements in regulations and terms and conditions

41. REGULATIONS 7 CFR 3430 7 CFR 3019 OMB CIRCULARS - A-110 (2 CFR 215)

42. INFORMATION SOURCE Call us Send us an e-mail
Organizational chart has all telephone numbers and addresses

43. OUTREACH Annual meeting
National Council of University Research Administrator (NCURA)
Requests
Site visits
Budgetary limitations

44. CONTACT US Carol A. Langguth Division Director
Awards Management Division
Office of Grants & Financial Management
(202)

45. QUESTIONS??