1. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration - 1 - PHMSA HMEP Grant Program ~ HMEP Grant Application Trends NASTTPOAnnualConference October 2011

2. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Application - 2 - Forms Application for Federal Assistance (SF-424) Budget for Non-Construction Programs (SF-424A) Assurances for Non-Construction Programs (SF-424B) Combined Assurances (ED-80-0013) Narrative 1.Agency Identification 2.Transportation Fees 3.Contact Information 4.Report of Progress 5.Program Goals and Objectives 6.Statement of Work for Upcoming Budget Period 7.SERC/LEPC Involvement 8.Supplies and Equipment

3. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 2011 – 2012 Application Summary - 3 - This year, we are recommending that grantees place additional emphasis on the following sections: -Program Goals and Objectives  List goals/objectives of training and planning activities and how they tie into program goals/objectives -Statement of Work  Statement of proposed activities or deliverables  Number of proposed activities or deliverables  Schedule of implementation -Budget Narrative We are also clarifying that the Report of Progress information may be provided through Quarterly and Final Reports, rather than as a narrative within the application.

4. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Hazmat Grant Application Preparation Requirements & Expectations Budget Narrative a. Personnel - Staff positions by title - Annual salary - Job title - Role in HMEP grant - Total cost for budget period a. Personnel - Staff positions by title - Annual salary - Job title - Role in HMEP grant - Total cost for budget period c. Travel - Local Travel: -Estimate of aggregate costs - Mileage reimbursement rate - Reasons for travel - Non-Local Travel: - Estimated # of trips - Purpose and programmatic need - Location and estimated costs c. Travel - Local Travel: -Estimate of aggregate costs - Mileage reimbursement rate - Reasons for travel - Non-Local Travel: - Estimated # of trips - Purpose and programmatic need - Location and estimated costs b. Fringe Benefits - If included as Direct Cost: - Percentage used (fringe benefit rate) - Basis for computation of rate - If addressed as Indirect Cost: - Do not include amounts for fringe benefits b. Fringe Benefits - If included as Direct Cost: - Percentage used (fringe benefit rate) - Basis for computation of rate - If addressed as Indirect Cost: - Do not include amounts for fringe benefits d. Equipment - Identify equipment that: -is tangible - is non-expendable personal property - has an estimated cost of $5,000+/unit - has a useful life of more than 1 year - will be used during proposed planning or training activities d. Equipment - Identify equipment that: -is tangible - is non-expendable personal property - has an estimated cost of $5,000+/unit - has a useful life of more than 1 year - will be used during proposed planning or training activities e. Supplies (tangible property other than “Equipment”) - Identify categories of supplies to be procured which will be used during proposed planning or training activities - Identify “sensitive” items (laptops, GPSs, etc.) and associated cost/unit e. Supplies (tangible property other than “Equipment”) - Identify categories of supplies to be procured which will be used during proposed planning or training activities - Identify “sensitive” items (laptops, GPSs, etc.) and associated cost/unit h. Other - Provide detailed information on other subgrants, Insurance, space rental, printing, publication, Postage, utilities, telephone, rental of equipment and supplies, and activities not covered under other budget categories. h. Other - Provide detailed information on other subgrants, Insurance, space rental, printing, publication, Postage, utilities, telephone, rental of equipment and supplies, and activities not covered under other budget categories. f. Contractual - Anticipated expenditures for services/analyses or consultants - Specify purpose and estimated cost f. Contractual - Anticipated expenditures for services/analyses or consultants - Specify purpose and estimated cost j. Indirect Charges - Identify cognizant federal agency for negotiation of indirect cost rate - State approved indirect rate - Provide copy of most recent negotiated agreement j. Indirect Charges - Identify cognizant federal agency for negotiation of indirect cost rate - State approved indirect rate - Provide copy of most recent negotiated agreement

5. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration 2011-2012 HMEP Application Evaluation Criteria Agency/State goals and objectives identified? SF-424A budget substantiated in the narrative? Matching detailed? Object Class Category correctly used? Personnel costs charged to the program? Indirect costs passed through to the program? Planning/Training SOWs included? –Project costs allowable, reasonable, feasible? Subgrant schedules Provided? - 5 -

6. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Program Vulnerabilities Agency/State goals and objectives identified?  Misaligned objectives enable unallowable expenses SF-424A budget substantiated in the narrative?  Undisclosed activities enable unallowable activities Matching details?  Lack of clarification on how match will be met may result in rushed and incorrect accounting. - 6 -

7. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Program Vulnerabilities Object Class Category correctly used?  Incorrect categorization enables mishandling of expenses or may cause post-award audit triggers Personnel costs charged to the program?  Undisclosed activities enable unallowable activities Indirect costs passed through to the program?  Lack of supporting documentation/clarity on inclusions can result in duplicate expenses for HMEP - 7 -

8. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration Program Vulnerabilities Planning SOWs included?  Lack of planned program activities enable unfocused and ineffective spending Training SOWs included?  Lack of planned program activities enable unfocused and ineffective spending Subgrant schedules Provided? - 8 -

9. U.S. Department of Transportation Pipeline and Hazardous Materials Safety Administration More HMEP to Come… Administrative Requirements HMEP Grant Management Training (Program Terms & Conditions) - 9 -