AWARDS MANAGEMENT DIVISION AND YOU

Carol A. LangguthDivision Director

Awards Management DivisionOffice of Grants & Financial ManagementNational Institute of Food and Agriculture

CAROL LANGGUTHDivision Director -2172

Phone: 401-5204clangguth@nifa.usda.gov

SUSAN BOWMANBranch Chief, Br. I - 2240

Phone: 401-4324sbowman@nifa.usda.gov

ADRIENE WOODINBranch Chief, Br. II - 2182

Phone: 401-4320awoodin@nifa.usda.gov

BEVERLY THOMPSONSecretary - 2183Phone: 401-4986

bthompson@nifa.usda.gov

ROCHELLE MCCREATeam Leader, Team 1- 2160

Phone: 401-2880rmccrea@nifausda.gov

DUANE ALPHSTeam Leader, Team 2 -2152

Phone: 401-4326 dalphs@nifa.usda.gov

LASHAWN POWELLExaminer - 2125Phone: 401-1318

vacant@nifa.usda.gov

CHARLES HUNGERFORDSpecialist - 2119Phone: 401-5059

chungerford@nifa.usda.gov EUGENIA SPOHRER

Specialist - 2118Phone: 401-5058

espohrer@nifa.usda.govBARBARA DODSON

Specialist - 2148Phone: 401-6342

bdodson@nifa.usda.gov

BRUCE MERTZ Team Leader, Team 1 - 2174

Phone: 401-5062bmertz@nifa.usda.gov

SONDRA WATKINSTeam Leader, Team 2 - 2170

Phone: 401-4249swatkins@nifa.usda.gov

JANET SCHMIDT**Specialist - 2144Phone: 401-5951

jschmidt@nifa.usda.gov

SHYNIKA LOFTEN**Specialist - 2110Phone: 401-6031

slofton@nifa.usda.gov

LAQUITA PALMERSpecialist – 2117Phone: 401-5774

lpalmer@nifa.usda.gov

SHIRLEY SMITHSpecialist - 2133Phone: 401-5228

ssmith@nifa.usda.gov

KENDRA ARRINGTON**Specialist - 2146Phone: 401-3669

karrington@nifa.usda.gov

Student 2101BPhone: 401-4940

GAIL MARTINSpecialist - 2131Phone: 401-0327

gmartin@nifa.usda.gov

AWARDS MANAGEMENT DIVISION Revised 5/11/2011

Division Main Number: 202-401-4986

Linda Toppin - 2123Admin. AssistantPhone: 690-2563

ltoppin@nifa.usda.gov

RONALD DUNMORE Admin Assistant- - 2114

Phone:401-5047rodunmore@nifa.usda.gov

Examiner -Phone: 401-

vacant@nifa.usda.gov

JOSE BERNASpecialist - 2130Phone: 401-6509

jberna@nifa.usda.gov

KRISTIN ABERNATHYSpecialist- - 2142Phone: 401-6848

kabernathy@nifa.usda.go

EULA JORDANLiaison-2140

Phone: 401-0848ejordan@nifa.usda.gov

SHAVON DICKERSONAdmin. Assistant - 2122Phone – 202-401-6437

Sdickerson@nifa.usda.gov

RYAN WILLIAMSSpecialist - 2150Phone: 401-4314

rwilliams@nifa.usda.gov

Examiner – Phone:

vacant@nifa.usda.gov

VACANTAdmin. Assistant – 2116

Phone 401-1652vacant@nifa.usda.gov

VACANTGrants and Agreement Spec.

Phone:vacant@nifa.usda.gov

ARNITA CROSS Staff Accountant - 2181

Phone: 401-8982across@nifa.usda.gov

VACANTAdmin Assistant Phone: 401-4248

vacant@nifa.usda.gov

TAM-THAO NGUYENSpecialist - 2126Phone:690-2943

tnguyen@nifa.usda.gov

PATRICIA MYERSTeam Leader - 2244

Phone: 205-0453pmyers@nifa.usda.gov

TOWANA DESHAZO - 2162Team Leader Team 3

Phone: 401-4155tdeshazo@nifa.usda.gov

BRENDA BARNETTBranch Chief - 2246

Phone 401-6520bbarnett@nifa.usda.gov

Selene GatesSpecialist - 2127

Phone: 720-3512sgates@nifa.usda.gov

DIANE DUBARDSpecialist - 2129Phone: 401-0549

ddubard@nifa.usda.gov

JHARANA SAHUGrants and Agreement Spec. –

2111Phone: 720-1253

jsahu@nifa.usda.gov

STEPHANIE BRYANTExaminer - 2122Phone: 401-0187

sbryant@nifa.usda.gov

Formula Grants Branch

TRACEY ROYSpecialist – 2121Phone 401-3681

troy@nifa.usda.gov

JEFF JACOBSSpecialist – 2113Phone 690-5717

jjacobs@nifa.usda.gov

LISA GLANDERSpecialist - 2140Phone 401-1772

lglander@nifa.usda..gov

ALICIA SIMONSpecialist – 2112Phone 401-6104

asimon@nifa.usda.gov

THOMAS MASONSpecialist – 2115Phone 401-3482

tmason@nifa.usda.gov

DARLENE BROWNSpecialist – 2120Phone 401-4189

dmbrown@nifa.usda.gov

ADAM ANDERSONSpecialist - 2128Phone: 401-4185

aanderson@nifa.usda.gov

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 service@nifa.usda.gov

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 specifichttp://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 extensions1. Administrative waivers2. NIFA must be notified within 10 days

BEFORE the grant expires3. 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 Extensions1. Signature from the PD and AR2. Justification should include:

a. Amount of funds remainingb. Timetable for completionc. 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 circumstances1. 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 approval1. Revised Budget 2. Sub-awardee/Consultant information3. 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 submitted2. NPL is responsible for reviewing and

approving the final report3. Forward the approved Technical Report to AMD4. 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: awards@nifa.usda.gov (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 manualsRequirements 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. LangguthDivision Director

Awards Management DivisionOffice of Grants & Financial Management

(202) 401-4986

QUESTIONS??