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