AWARDS MANAGEMENT DIVISION AND YOU Carol A. Langguth Division Director Awards Management Division...
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AWARDS MANAGEMENT DIVISION AND YOU Carol A. Langguth Division Director Awards Management Division Office of Grants & Financial Management National Institute of Food and Agriculture
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Transcript of AWARDS MANAGEMENT DIVISION AND YOU Carol A. Langguth Division Director Awards Management Division...
AWARDS MANAGEMENT DIVISION AND YOU
Carol A. Langguth
Division Director
Awards Management Division
Office of Grants & Financial Management
National Institute of Food and Agriculture
CAROL LANGGUTHDivision Director -2172
Phone: [email protected]
SUSAN BOWMANBranch Chief, Br. I - 2240
Phone: [email protected]
ADRIENE WOODINBranch Chief, Br. II - 2182
Phone: [email protected]
BEVERLY THOMPSONSecretary - 2183Phone: 401-4986
ROCHELLE MCCREATeam Leader, Team 1- 2160
Phone: [email protected]
DUANE ALPHSTeam Leader, Team 2 -2152
Phone: 401-4326 [email protected]
LASHAWN POWELLExaminer - 2125Phone: 401-1318
CHARLES HUNGERFORDSpecialist - 2119Phone: 401-5059
EUGENIA SPOHRERSpecialist - 2118Phone: 401-5058
BARBARA DODSONSpecialist - 2148Phone: 401-6342
BRUCE MERTZ Team Leader, Team 1 - 2174
Phone: [email protected]
SONDRA WATKINSTeam Leader, Team 2 - 2170
Phone: [email protected]
JANET SCHMIDT**Specialist - 2144Phone: 401-5951
SHYNIKA LOFTEN**Specialist - 2110Phone: 401-6031
LAQUITA PALMERSpecialist – 2117Phone: 401-5774
SHIRLEY SMITHSpecialist - 2133Phone: 401-5228
KENDRA ARRINGTON**Specialist - 2146Phone: 401-3669
Student 2101BPhone: 401-4940
GAIL MARTINSpecialist - 2131Phone: 401-0327
AWARDS MANAGEMENT DIVISION Revised 5/11/2011
Division Main Number: 202-401-4986
Linda Toppin - 2123Admin. AssistantPhone: 690-2563
RONALD DUNMORE Admin Assistant- - 2114
Phone:[email protected]
Examiner -Phone: 401-
JOSE BERNASpecialist - 2130Phone: 401-6509
KRISTIN ABERNATHYSpecialist- - 2142Phone: 401-6848
EULA JORDANLiaison-2140
Phone: [email protected]
SHAVON DICKERSONAdmin. Assistant - 2122Phone – 202-401-6437
RYAN WILLIAMSSpecialist - 2150Phone: 401-4314
Examiner – Phone:
VACANTAdmin. Assistant – 2116
Phone [email protected]
VACANTGrants and Agreement Spec.
Phone:[email protected]
ARNITA CROSS Staff Accountant - 2181
Phone: [email protected]
VACANTAdmin Assistant Phone: 401-4248
TAM-THAO NGUYENSpecialist - 2126Phone:690-2943
PATRICIA MYERSTeam Leader - 2244
Phone: [email protected]
TOWANA DESHAZO - 2162Team Leader Team 3
Phone: [email protected]
BRENDA BARNETTBranch Chief - 2246
Phone [email protected]
Selene GatesSpecialist - 2127
Phone: [email protected]
DIANE DUBARDSpecialist - 2129Phone: 401-0549
JHARANA SAHUGrants and Agreement Spec. –
2111Phone: 720-1253
STEPHANIE BRYANTExaminer - 2122Phone: 401-0187
Formula Grants Branch
TRACEY ROYSpecialist – 2121Phone 401-3681
JEFF JACOBSSpecialist – 2113Phone 690-5717
LISA GLANDERSpecialist - 2140Phone 401-1772
ALICIA SIMONSpecialist – 2112Phone 401-6104
THOMAS MASONSpecialist – 2115Phone 401-3482
DARLENE BROWNSpecialist – 2120Phone 401-4189
ADAM ANDERSONSpecialist - 2128Phone: 401-4185
THINGS WE DO:
• PRE-AWARD• AWARDS• POST AWARD ACTION• CLOSEOUT• INFORMATION SOURCE• OUTREACH
PRE-AWARD CONSIDERATIONS
• Forms completed accurately• Proper signatures• Complete information• Budget items• Legal and Regulatory requirements
FORMS/SIGNATURE
• SF 424 – Appropriate signature• AOR/AR – Other personnel signing?
- Can the person commit resources of university
• DUNS & EIN numbers
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
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
AWARDS
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 [email protected]
POST-AWARD
POST AWARD TOPICS
• Terms and conditions• Post Award Actions not requiring
agency approval• Post Award Action requiring NIFA
approval• PD transfers• Waivers
TERMS AND CONDITIONS
• Research – Terms and conditions & NIFA agency specific
http://www.nsf.gov/bfa/dias/policy/rtc/terms.pdf
• Formula and Other program specific requirementshttp://www.nifa.usda.gov/business/awards/awardterms.html
POST AWARD ACTIONSNOT 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
POST AWARD ACTIONSNOT REQUIRING AGENCY APPROVAL (CONT’D)
• Pre-award costs up to 90 days• Budget changes – most
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
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
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.
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
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
PD TRANSFERSORIGINAL 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
PD TRANSFER (CONT’D)NEW AWARDEE
• Complete proposal – on SF-424• Funding amounts must match the SF-425
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
EQUIPMENT (CONT’D)
•Provide: • Type of equipment• Cost
- Some purchases may require lease vs. purchase analyses
• Brief explanation of intended use
TRAVEL
• Destination (if known)• Purpose• Number of travelers• Estimated cost per trip• Need enough information to determine
reasonableness
TRAVEL
• Destination (if known)• Purpose• Number of travelers• Estimated cost per trip
MATERIALS AND SUPPLIES
• Office, lab, educational, or field supplies• Software• Postage, shipping, etc.• Non-traditional supplies
- Provide brief explanation
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
CONSULTANTS (CONT’D)• Rate of pay
- Executive Level IV
- Currently $600 per day based on an eight hour
day
- http://www.opm.gov/oca/10tables/pdf/ex.pdf• Justification required if over $600
- Invoices for previous work
- Nationally renowned credentials
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
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
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
CONFERENCES/MEETINGS
• Speaker/trainer fees
- Include brief description of service or topic
• Fees should be based on credentials
- Justify fees exceeding $2,000
CONFERENCES/MEETINGS (cont’d)• Meals
- Must justify
- Continuity
- Arduous conditions
- Breakfasts are not normally allowed• Refreshments• Facility and equipment rentals
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
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
SUBMIT REPORTS
FINANCIAL REPORTS
• Quarterly reports are not required for ASAP system
• Annual reports are required
• Final reports are required
SUBMIT REPORTS
USDA/NIFA/AMD, 1400 Independence Avenue, S.W., Stop 2271, Washington, DC 20250-2271
• Overnight Mail Deliveries:• USDA – NIFA, 800 9th Street, S.W., Washington,DC 20024• Fax all requests to: 202-401-1804 or 202-401-6271• By e-mail: [email protected] (preferred method)• If you need assistance, please call 202-401-4986
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
Formula Grants
• Check-up for FY 2011• Reviewing Process• Administrative Manuals – considering
eliminating manuals
Requirements in regulations and terms and conditions
REGULATIONS
• 7 CFR 3430• 7 CFR 3019• OMB CIRCULARS
- A-110 (2 CFR 215)
- A-21 (2 CFR 220)
INFORMATION SOURCE
• Call us• Send us an e-mail• Organizational chart has all telephone
numbers and e-mail addresses
OUTREACH
• Annual meeting• National Council of University Research
Administrator (NCURA)• Requests• Site visits• Budgetary limitations
CONTACT US
Carol A. Langguth
Division Director
Awards Management Division
Office of Grants & Financial Management
(202) 401-4986
QUESTIONS??
