2011 NERAOC Conference1994 Life Cycle Pre/Post Awards
Presented by: Susan Bowman
Awards Management Division
with Dr.Germaine Daye,
Navajo Technical College
Request for Applications• National Program Leader (NPL)
develops Request for Applications (RFA)
• RFA is reviewed by Office of Grants and Financial Management (OGFM)
• RFA is posted at grants.gov
Request for Applications
• Grantee writes the proposal
• Solicit stakeholder input
• Develop objectives and budget
• Develop Evaluation Plan
• Submit application to grants.gov by DEADLINE
• All attachments must be PDF
National Program Leader (NPL)
• NPL Role
• Panel Selection
• Accepts proposal from grants.gov
• Recommends Award based on panel information
• Submits proposal to AMD
Post award Overview
• Budget Changes• No-Cost Extensions• Project Director and Key
Personnel Changes
• Release of Funds
All Post-Award Actions Require:
• A letter signed by the Authorized Representative (AR) and the Project Director
• Include the Award Number
All Post-Award Actions Require:
• The Intent of the Action(s) articulated in letter
Change in Scope
No-Cost Extension
Project Director Change
Release of Funds
Signatures
• Actions CANNOT be processed without signatures of the AR and the PD
• If requests are submitted without signatures, approval of action will be delayed
1994 INSTITUTE ‘S RESPONSIBLITY
Must have procedures in place to document the post award process
- Things to think about:• Who will initiate the request• Who will approve it at the institute• Who will send it to USDA/NIFA/AMD
NO-Cost Extension 1st Request
• Grantee has authority to extend the award under Research & Related Terms and Conditions
• NIFA must be notified at least 10 days before the award expires by the recipient
• Notification letter must be signed by AR and PD
• NIFA will update expiration date in our systems if appropriate
No-Cost Extension 2ND REQUEST
• A written request must be received no later than 30 days prior to the expiration date and should include– The length of additional time needed and a
justification– Summary of progress to date– Estimate of funds remaining unobligated– Time table to complete the portion that
prompted the extension– Signature of PD and the AR
No-Cost Extension 2nd REQUEST
• Most common issues in requesting a second No-cost extension– Summary of progress to date is missing
– No estimate of funds remaining or time table to complete the award
– The request is received after the award has expired
– Signature of PD and AR is missing
Project Director Change
• Letter indicating change• New PD’s Resume• New PD’s Current and Pending Support
Form including this project– The total amount of time can NOT exceed
100%
• New PD’s signature to concur their willingness to work on the project
• Signature of AR
Withhold/Release of Funds
• See the first provision on NIFA-Award Face Sheet, it states what information is needed to release your funds
• Call the administrative contact for clarification
• Signature of PD and AR on request to grant specialist to release funds
Send Post-Award Actions To:
• E-mail a PDF File to the Administrative Point of Contact on the award document
• Send a written request to: – USDA/NIFA/OEP/AMB
800 9TH Street, SW –STOP 2270
Washington, DC 20024• FAX: 202-401-6271, 202-401-3237 or 202-
401-1804
Draw Down Information
• Draw down funds regularly
• Draw down funds for that project only
• Draw downs after the 90 day period at the end of the award are not allowable
Draw Down Information, Cont’d
• If funds are drawn down late, remaining funds will be placed on manual review
• AMD must receive documentation (invoices) of expenses to justify the late draw down
• If expenses are unallowable, funds must be returned to NIFA
Method of Payment
• NIFA awards are now available through the Department of Treasury’s Automated Standard Application for Payments (ASAP)
• SF 425, Federal Financial Report captures the obligations and disbursements that occurred during the grant period.
Method of Payment/Financial Reports
• Annual reports should be submitted no later than 30 days after the end of the reporting period,
• Annual reports for continuation awards must be received before the next funding increment is issued
• Final financial reports are due within 90 days after the expiration of the award
• Financial reports should be sent to the Awards Management Division e-mail: [email protected]
Technical Reports
• CRIS office will notify grantee by e-mail when a final technical report is due
• Annual report is due 90 days after the anniversary date
• Submit these reports in CRIS
CRIS web site: http://cris.usda.nifa.gov
Technical Reports
• Progress/annual reports for Continuation Awards are due 90 days prior to the anniversary date
– Anniversary date: One year following the project start date
• The next year of continuation funds will not be released if the annual progress report is not received.
Final Reports
• Final Technical Reports and Final Financial Reports are due 90 days after the Expiration Date
• Expiration Date: The date the award expires or is terminated
Helpful Web-sites
• USDA/NIFA Home Page: http://www.nifa.usda.gov/
• Cooperative Research Information Systems (CRIS) Home Page: http://cris.nifa.usda.gov/
• Terms and Conditions:http://www.nifa.usda.gov/business/awards/awardsterms.html
Program Points of Contact• Equity, Extension and Endowment Tim
Grosser 202-690-0402 [email protected]
• Research Programs: Saleia Afele-Faamuli 202-720-0384 [email protected]
1994 Tribal Liaisons for AMB• Janet Schmidt 202-401-5951
• Kendra Arrington 202-401-3669 [email protected]
• Shynika Loften 202-401-6031 [email protected]
• Alicia Simon 202-401-6104 [email protected]