Victoria C Carper Grants Management Officer Chief HIVAIDS amp Rural Health Branch Division of Grants Management Operations Office of Federal Assistance Management Objectives Review 2 common actions ID: 1028844
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1. Grants Management Ryan White Part A GranteesVictoria C. Carper Grants Management OfficerChief, HIV/AIDS & Rural Health BranchDivision of Grants Management OperationsOffice of Federal Assistance Management
2. ObjectivesReview 2 common actions: FFR/CarryoverIdentify key components of a successful carryover request Highlight special aspects of Ryan White Funding and important deadlinesCarryover request submission in EHBFlag common pitfalls
3. Definitions and Distinctions Obligations – Expended Federal fundsUnliquidated Obligation – Costs incurred or committed by the grantee but not yet paid Not eligible to be carried overUnobligated Balance - Federal funds remaining at the end of a budget period Only funds listed in the Unobligated Balance on the FFR are eligible for carryover
4. Federal Financial Report (FFR)Reminders – Annual FFR Due: 7/30/13Grantees who had not submitted an FFR by 7/16/12; should have received a system generated email (see Sample Email handout)HRSA Grants Management Specialist Performs an analysis of the FFR – -Reviews the FFR in conjunction with prior Notice of Award (NOA) funding requirements-Reconciliation of the FFR with PMS funds disbursement data
5. Important FFR Reminders:Accurate & timely submission is keyThe need to made changes should be RARE GMS Requests to make corrections need expedited attention & quick responseCorrected/Revised FFR’s need to be resubmitted immediatelyOnly an FFR that has been accepted by the HRSA GMS is considered valid & complete
6. FFR Assistance July 2013 Quick Reference Guide was posted on the HRSA website: http://www.hrsa.gov/grants/manage/index.html “Manage Your Grant” Right side of the page – Under: Technical Assistance: User Guides:HIV/AIDS FFR Guide (for H89 & X07 UOB)
7. Federal Financial Report (FFR)
8. Payment Management System Grantees need to: -At least Quarterly PMS access to confirm that all appropriate funds have been drawdown properly. -Ensure data entered on FFR matches information in the PMS account -Quickly respond to any inquiries from the GMS regarding discrepancies between FFR & PMS accounts
9. Requirements Prior to Carryover FFR -Submitted and Accepted by HRSA Notice of Award For the current fiscal year must be issued
10. Prior Approval RequirementCarryover of funds requires HRSA prior approval:HRSA Program Staff Review - Assess program specific requirements HRSA Grants Management Specialist Analysis - Review, Validation and Acceptance of the FFR-Creates the carryover approval NOA Or disapproves requestGrants Management Officer – Review and release of NOA
11. Grantee are subject to penalties if the unobligated balances of formula exceed 5%; Future year award is offset by the amount of UOB less approved carryover amount;Future year award is reduced by amount of UOB less the amount of carryover approved; andThe grant is not eligible to receive future year supplemental fundingUnobligated Balances (UOB) Penalties
12. Important Dates and Deadlines DECEMBER 31st-Submit estimated carryover request, including intended use of funds. IF NOT SUBMITTED, NO CARRYOVER WILL BE PERMITTED. JULY 30th – Final FFR Due Submit final carryover request with FFR or with in 30 days; before: August 29th.FAILURE TO MEET DEADLINES WILL RESULT IN CARRYOVER DENIAL.
13. Per HHS Grants PolicyFailure to make a timely request and Obtain required agency prior approval from the GMO may result inthe disallowance of costs, termination of the award, or other enforcement action within the HRSA’s authority.
14. Navigate to Prior Approval RequestsNew/Existing link
15. Prior Approval Requests – Begin New RequestClick GO to Begin New Request
16. Prior Approval Requests – Select Type of RequestSelect TypeClick ContinueThe Instructions link provides additional information about each type of request
17. Prior Approval Request – Created ConfirmationClick ContinueTracking Number
18. Carryover Request Components SF424-A Line item budget breakout (including Part A identification of funding source/stream) with Corresponding narrative description of activities not completed (identify barriers) and Justification of the proposed use of funds in relation to the previously approved program goals and objectives (state steps taken to avoid barriers previously identified from prior year)
19. A carryover request will not be accepted without the required breakout of the source of all unobligated balances by funding type: a. The Formula amountb. The Supplemental amountd. Prior Year Formula carryover amounte. Prior Year MAI carryover amount (as applicable)Some funding sources MUST be used in the year in which they are awarded, and are not eligible for carryover. These are: Supplemental Any carryover from a prior yearSF425 FFR – Part A CarryoverFunding Source/Stream Identification
20. Carryover Approval Is Official, when - Revised Notice of Award It’s very important to:Review Terms of Award for information regarding approval
21. Common Carryover Myths It’s a good idea to reserve money periodically throughout the budget year so carryover funds are available for the grantees use in the following year Grantees can keep whatever funds are “leftover” Grantees can rebudget component funds as they see necessaryGrantees can request carryover of funds solely to spend down available unobligated funds and zero out their account Since the funds were already awarded to my grant a reasonable carryover is pretty much guaranteed
22. Most Common Reasons Carryover Request are Disapproved:Funds are requested for inappropriate items;EX: Restricted funds requested to be carried over and used for another purposeIncorrect identification of funding sourceAttempting to carryover funds for multiple yearsCarryover request submitted in EHB after required deadline
23. Most Common Reasons Carryover Requests are Delayed:FFR has not been submittedFFR was incorrectly submitted/requires revisionFFR does not match funds in PMS accountFunding stream/component breakout not submitted or properly explained
24. Points of Contact ?’s on your individual grant/carryover: Grants Management Specialist identified on the most recent NOA?’s on Payment Management System:E-Mail: PMSSupport@psc.gov (877) 614-5533 http://www.dpm.psc.gov (Click on contact list)?’s related to this presentation: vcarper@hrsa.gov