Transcript Slide 1
Managing your SAVIN Award Kate Winton, State Policy Advisor, AZ and UT Grants Management System (GMS) What is GMS for? Receiving the award acceptance documents Submitting Progress Reports Submitting Quarterly Financial Reports (SF-269A) Submitting Grant Adjustment Notices (GANs) Closing out a grant Grants Management System (GMS) GMS: https://grants.ojp.usdoj.gov/ GMS Help Desk: (888) 549-9901 or [email protected] GMS Training Tool: http://www.ojp.gov/gmscbt/ Consolidation of GMS Usernames: For applications submitted via Grants.gov Instructions: http://www.ojp.usdoj.gov/BJA/resource/User_Account_Consolidation.pdf Financial Point of Contact (FPOC) The person who will submit the Quarterly Financial Status Reports (SF-269A) Must designate an FPOC before an award can be accepted. This is done through GMS. Special Conditions Withholding Special Conditions Freeze funds until the condition is satisfied. Contact your State Policy Advisor to work on getting these conditions released. Examples Budget Pending Review or Approval BJA Programmatic Withholding Delinquent Financial Reports Overdue Progress Reports Delinquent Audit Report Indirect Cost Rate – Not Approved How Do You Access Your Funds? Through the Phone-Activated Paperless Request System (PAPRS) For assistance, contact the Office of the Chief Financial Officer (OCFO) Customer Service Center at: Phone: (800) 458-0786 TTY: (202) 616-3867 Fax: (202) 353-9279 E-mail: [email protected] Resources on the Use of Funds Office of Justice Programs (OJP) Financial Guide: http://www.ojp.usdoj.gov/finguide06/index.htm BJA Program Solicitations: http://www.ojp.usdoj.gov/BJA/programs/index.html OMB Circulars: http://www.ojp.usdoj.gov/BJA/resource/toolbox.html Reporting Requirements Quarterly Financial Status Reports (SF-269A) Reporting Period Due By January 1 – March 31 May 15 April 1 – June 30 August 14 July 1 – September 30 November 14 October 1 – December 31 February 14 Semi-annual Progress Reports Reporting Period Due By January 1 - June 30 July 30 July 1 - December 31 January 30 Audit Reports Your funds will be frozen automatically if submitted late. Progress Reports Report only on grant-funded activities during the specified reporting period. Answering only “See attached” or “See narrative” will not be accepted. For questions requesting a numerical answer, enter only a number. We cannot accept “N/A.” Enter “0” (zero) if the questions do not apply and explain this answer in the Narratives section. Audit Reports Due 9 months after the end of your agency’s fiscal year Only required if you expended more than $500,000 in federal funds (from all sources) during the fiscal year. Submit reports to: Federal Audit Clearinghouse Bureau of the Census 1201 East 10th Street Jeffersonville, IN 47132 http://harvester.census.gov/sac/ Grant Adjustment Notices (GANs) For reporting changes and obtaining prior approval when required. Submit through GMS. Examples Contact or their contact information Organization name or mailing address Grant Adjustment Notices (GANs) Budget Modification – prior approval is needed when the proposed change: Is greater than or equal to 10% of the total budget The 10% rule refers to cumulative changes. Moves funds to a budget category that was not previously approved. Changes Indirect Costs. Changes the scope of the project. Grant Adjustment Notices (GANs) Project Scope – prior approval is needed when the changes include: altering programmatic activities, or affecting the purpose of the project, or changing the project site, or changing a subgrantee. Grant Adjustment Notices (GANs) Extension of the Project Period May not be exceed 12 months past the original end date, unless there are extraordinary and exigent circumstances. Must be requested through GMS no later than 45 days before the award’s end date. Grant Adjustment Notices (GANs) A GAN is also required in these circumstances, as prior approval is required: Sole source - Selecting a non-competitive contract over $100,000 Consultant rates that exceed $450 per 8-hour workday. The Closeout of the Grant All program expenses must be obligated by the end of the project period. Any unobligated funds will be de-obligated. All costs must be liquidated (expended) no later than 75 days after the last day of the project period. Any funds that were drawn down in excess of expenditures must be returned. The Closeout of the Grant Final Financial and Progress Reports must be submitted by 90 days after the end of the project period. The grantee should initiate the closeout via GMS within those 90 days. Requirements for the Closeout After the grantee submits the Final Reports or on the 91st day after the grant’s end date (when the closeout is considered overdue), OJP will handle the: Programmatic Requirements Certification Special Condition Compliance Financial Reconciliation You may be contacted about these if more information is needed. Useful Links and Numbers BJA Website: http://www.ojp.usdoj.gov/BJA/ BJA Grantee Resources: http://www.ojp.usdoj.gov/BJA/resource/toolbox.html OJP Website: http://www.ojp.usdoj.gov/ OJP Funding Opportunities: http://www.ojp.gov/funding/solicitations.htm OJP Funding Resources” http://www.ojp.gov/funding/funding.htm OJP Financial Guide: http://www.ojp.gov/financialguide/index.htm Grants Management System: https://grants.ojp.usdoj.gov/ GMS Help Desk: (888) 549-9901 or [email protected] OCFO Customer Service: (800) 458-0786 or [email protected] OCFO Post-Award Instructions: http://www.ojp.usdoj.gov/funding/pdfs/post_award_instructions.pdf Who to Contact for Assistance? Kate Winton, State Policy Advisor for AZ & UT (202) 353-2325 [email protected] or Your BJA State Policy Advisor – The names and contact information are available at: www.ojp.usdoj.gov/BJA/resource/stcont.pdf