grants made easy: awarding and monitoring federal grants
DESCRIPTION
Grants Made Easy: Awarding and Monitoring Federal Grants. Presented for the workshop at UMD School of Business sponsored by Governor’s Grants Office and Washington D.C. Mayor’s Office of Partnerships and Grant Services. G P D. Grant Programs Directorate. - PowerPoint PPT PresentationTRANSCRIPT
![Page 1: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/1.jpg)
1
G P DGrants Made Easy:
Awarding and Monitoring Federal GrantsPresented
for the workshop at UMD School of Business sponsored by
Governor’s Grants Office and Washington D.C. Mayor’s
Office of Partnerships and Grant Services
Grant Programs Directorate
![Page 2: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/2.jpg)
2
FEMA Grant Programs Directorate (GPD)
Our Mission…To provide a unified, solutions oriented approach to federal
financial assistance management in support of FEMA’s
multi-faceted mission, priorities and customer base.
Our Vision…The recognized leader valued for proactive federal financial
assistance management that prepares the American public
and supports them in their times of greatest need.
![Page 3: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/3.jpg)
3
Scope of FEMA Grant Programs• Provide grants management business services
• 50 Grant Programs at FEMA across 7 Directorates; also award and manage one-time grant awards (i.e., earmarks)
– 6 disaster grant programs– Disaster and non-disaster grant programs follow different processes
• Regional grants staff do not award disaster grants, but do manage them. Program Staff have award authority per Program Regulations.
• 2007 Data– Non Disaster
• 7646 grants awarded (grants not projects)• Over $5B awarded
– Disaster• 129 grants awarded (grants not projects)• Over $5B awarded
![Page 4: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/4.jpg)
44
FY 2007 Grant Awards
Type of Grants Number of Awards FY 2007Assistance to Firefighters Grants 6436 $ 672,280,341 Preparedness 788 $ 3,697,455,785
Disaster Assistance 129 $ 5,471,384,499
Non-Disaster Grants 422 $ 785,490,791
Total Awarded in FY 07 7775 $ 10,626,611,416
![Page 5: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/5.jpg)
5
U.S. Fire Administration– Reimburse Firefighting on
Federal Property*– Degrees at a Distance*– Training Assistance*– State Fire Training Systems Grants– TRADE Grants– NFA Education Programs*– EMI Independent Study*– EMI Residential Educational*– EMI Training Assistance*– Fire Service Hazardous Materials– PARADE Grants– Safe Kids
Mitigation– Earthquake Consortium– National Dam Safety– Cooperating Technical Partners– Map Modernization Management Support– Community Assistance Program –State Support
Services Element – Flood Mitigation Assistance– Repetitive Flood Claims– Pre-Disaster Mitigation Competitive– Hazard Mitigation Grant Program– Severe Repetitive Loss
Disaster Operations– Urban Search and Rescue Cooperative
Agreements
*Direct Federal Assistance, loan, stipend programs
Currently in RegionsHQ Grant ProgramsColor Code
FEMA Grant Programs by Directorate
![Page 6: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/6.jpg)
6
FEMA Grant Programs by Directorate
Disaster Assistance– Alternative Housing Pilot Program– Debris Removal Insurance– Disaster Donations Management– Katrina Case Management– 9/11 Heroes Stamps *– Emergency Food and Shelter National
Board– Fire Management Assistance– Public Assistance– Crisis Counseling Program– Individuals and Households - Other Needs– Community Disaster Loans *– Cora Brown Fund *– Disaster Unemployment Assistance *– Disaster Legal Services *– Disaster Housing Operations for
Individuals and Households * – Disaster Housing Assistance *
Grant Programs– Assistance to Firefighters Grant (AFG) Program– Staffing for Adequate Fire Emergency Response Grant
Program (SAFER)– Homeland Security Grant Program (HSGP)
• State Homeland Security Program (SHSP)• Urban Areas Security Initiative (UASI)• Metropolitan Medical Response Grants (MMRS)• Citizen Corps Program (CCP)
– Transit Security Grant Program (TSGP)• Intercity Passenger Rail Security (Amtrack)• Freight Rail Security Grant Program (FRSGP)
– Port Security Grant Program (PSGP)– Intercity Bus Security Grant Program (IBSGP)– Trucking Security Program (TSP)– Buffer Zone Protection Program (BZPP)– Emergency Operations Centers (EOC)– Operation Stonegarden (OPSG)– Interoperable Emergency Communication Grants (IECG)– UASI Non-Profit– Public Safety Interoperable Communications (PSIC)
Program– Emergency Management Performance Grant (EMPG)– Real ID Grant Program
*Direct Federal Assistance, loan, stipend programs
Currently in RegionsHQ Grant ProgramsColor Code
![Page 7: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/7.jpg)
7
National Preparedness
–System Assessment and Validation for Emergency Responders (SAVER)*–National Training Program–Competitive Training Grant –Homeland Security Preparedness Technical Assistance–Systems Support Grant Program–Chemical Stockpile Emergency Preparedness Program (CSEPP)–Commercial Equipment Direct Assistance Program (CEDAP) *–Regional Catastrophic Preparedness Grant Program
*Direct Federal Assistance, loan, stipend programs
Currently in RegionsHQ Grant ProgramsColor Code
FEMA Grant Programs by Directorate
![Page 8: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/8.jpg)
8
Evolution of GPD • FEMA formed in 1979 to respond to natural disasters and civil
emergencies
• Grants Management Branch established within the Office of Chief Procurement Officer
• Office of Justice Programs (OJP) establishes the Office for Domestic Preparedness (ODP)
• Homeland Security Act of 2002 – ODP transferred to DHS March 1, 2003
• 2003 – Office of State and Local Government Coordination and Preparedness (SLGCP)
• 2005 – SLGCP is incorporated under the Preparedness Directorate as the Office of Grants & Training (G&T)
• Post Katrina Emergency Management Reform Act (PKEMRA) of 2006 – Preparedness to FEMA as of April 1, 2007
• Grants Management Branch, Preparedness Programs Division (PPD), Office of Grant Operations (OGO) combined to form the Grant Programs Directorate
![Page 9: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/9.jpg)
9
Grant Programs Directorate (GPD)Office of the Assistant
Administrator for Grant Programs
W. Ross Ashley III
Office of the Assistant Administrator for Grant Programs
W. Ross Ashley III
Grant Development & Administration Division (GD&A)
T. Trautman
Grant Development & Administration Division (GD&A)
T. Trautman
Business Support & Data Analysis Division (BSDA)
L. Lewis
Business Support & Data Analysis Division (BSDA)
L. Lewis
Financial Accountability & Oversight Division (FAO)
L. Lewis
Financial Accountability & Oversight Division (FAO)
L. Lewis
Assistance to Firefighters
B. Cowan
Assistance to Firefighters
B. Cowan
Transportation Infrastructure Security
M. McNamara (A)
Transportation Infrastructure Security
M. McNamara (A)
Homeland Security Programs
E: J. HamptonC: M. Larson (A)
W: J. Marks
Homeland Security Programs
E: J. HamptonC: M. Larson (A)
W: J. Marks
Program Development
Stacey Street (A)
Program Development
Stacey Street (A)
Systems
B. Costa (A)
Systems
B. Costa (A)
Reporting and Analysis
C. Toro (A)
Reporting and Analysis
C. Toro (A)
Training
D. Simmons (A)
Training
D. Simmons (A)
Regional Operations & Business Support
J. Cramer (A)
Regional Operations & Business Support
J. Cramer (A)
Operations
J. Capps (A)
Operations
J. Capps (A)
Financial Monitoring
N. Baugher (A)
Financial Monitoring
N. Baugher (A)
Audit
M. Lloyd (A)
Audit
M. Lloyd (A)
![Page 10: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/10.jpg)
Grant Development & Admin. – GD&A
Grant Development and Administration (GD&A)
Regional Operations & Business Support
Transportation Infrastructure
Support
Program Development
Assistance to Firefighters
Homeland Security Programs
![Page 11: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/11.jpg)
11
GD&A - Assistance to Firefighters (AFG)
• Oversee funding for firehouses
and EMS rescue organizations
• Develop grant guidance and
reports
• Administer and programmatically monitor grants (e.g. award, execution, closeout)
![Page 12: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/12.jpg)
12
GD&A - Transportation Infrastructure Security
• Programmatic grant oversight for the majority of Infrastructure Protection Program (IPP) components
• Key programs include
IBSGP, PSGP
and TSGP
![Page 13: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/13.jpg)
13
GD&A - Homeland Security Programs
• Programmatic grant
oversight for Homeland
Security Preparedness Programs
• Key programs include
EMPG and HSGP (CCP, MMRS, SHSP, and UASI)
![Page 14: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/14.jpg)
14
GD&A - Program Development
• Establish program
guidance for new and
existing grant programs
• Provide programmatic grant program administration activities as related to award execution and closeout for technical assistance elements of HSPTAP
![Page 15: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/15.jpg)
15
BSDA and FAO
Business Support & Data Analysis Division (BSDA)
Business Support & Data Analysis Division (BSDA)
Financial Accountability & Oversight Division (FAO)
Financial Accountability & Oversight Division (FAO)
SystemsSystems
Reporting and Analysis
Reporting and Analysis
Training Training
Regional Operations & Business Support
Regional Operations & Business Support
OperationsOperations
Financial MonitoringFinancial Monitoring
AuditAudit
![Page 16: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/16.jpg)
16
BSDA/FAO has 7 Functional Areas
• Policy• Regional Operations• Operations (HQ)• Systems• Training• Reporting and Analysis• Audit (A-133)
![Page 17: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/17.jpg)
17
Functional Areas
• Each functional area plays a unique and interrelated role in the organization.
• All require extensive knowledge of the Federal requirements for all grants as outlined in legislation, OMB Circulars, Regulations.
• Every functional area ensures compliance, standardization, and internal controls.
![Page 18: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/18.jpg)
18
– Federal Grant and Cooperative Agreement Act– Authorizing Legislation (i.e. 9-11 Act, Stafford Act)– Appropriations Language– Appropriations Law– Federal Regulations (i.e. 44 CFR)– Program Guidance– OMB Circulars (Administrative Requirements, Cost
Principles, and Audit)• State and Local Governments: A-102, A-87, A-133• Educational Institutions: A-110, A-21, A-133• Non-Profits: A-110, A-122, A-133• For Profit: A-110, FAR 31.2, A-133
Compliance
![Page 19: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/19.jpg)
19
Standardization
• We ensure that FEMA applies Federal requirements listed above evenly across all grant programs.
• We ensure standardization of processes and procedures wherever possible.
• We standardize the implementation, application, review, award/obligation, management, and closeout of grants.
![Page 20: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/20.jpg)
20
Internal Controls
• We are the officials with the delegation of authority to obligate FEMA in legally binding non-disaster grant agreements.
• We ensure the proper separation of duties between the program office that determines eligibility and the fiduciary agent that determines reasonableness, allowability and allocability of grant dollars.
• We provide the review, oversight and documentation required by all FEMA offices to legally bind the Federal government in a grant agreement.
![Page 21: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/21.jpg)
21
GPD Outreach to Minority Institutions
Increase capacity of Minority Colleges and Universities (MCU) to compete effectively for grants.
Federal Agencies Are Required to Support:
Executive Order 13256 – President’s Board of Advisors on Historically Black Colleges and Universities (HBCU)
Executive Order 13230 – President’s Advisory Commission on Educational Excellence for Hispanic Americans (HSI)
Executive Order 13270 – Tribal Colleges and Universities (TCU)
![Page 22: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/22.jpg)
22
GPD Outreach to Minority Institutions
GPD Goal
Implement a strategic plan for the next three fiscal years to support Historically Black Colleges and Universities (HBCU), Hispanic Serving Institutions (HSI), and Tribal Colleges and Universities (TCU) as outlined below.
Three-Phased Approach
1) Establish partnerships
2) Utilize campus facilities
3) Visit campuses to attend job fairs and conduct workshops for faculty about FEMA grant funding opportunities
![Page 23: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/23.jpg)
23
GPD Outreach to Minority Institutions
1) Establish Partnerships Between: FEMA Headquarters and Regional Offices HBCU, HSI and TCU Non-Federal Organizations
2) Utilize Space at HBCU, HSI, and TCU for Meetings and Workshops attended by GPD staff and grant recipients.
3) Visit Campuses Attend Job Fairs Conduct Grant Workshops for Faculty Disseminate FEMA Materials
![Page 24: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/24.jpg)
24
Locations of FEMA Regional Offices
= Regional Office
![Page 25: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/25.jpg)
25
GPD Outreach to Minority Institutions
Select at least one minority institution per HBCU, HSI, and TCU as a site for an event to support three minority institutions per fiscal year.
Next Steps
1) Identify event or activity planned for each institution.
2) Set date for event or activity.
3) Determine cost of event or activity.
![Page 26: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/26.jpg)
26
Distribution of HBCUs, TCUs and HSIs
MT
WY
ID
WA
OR
NV
UT
CA
AZ
ND
SD
NE
CO
NM
TX
OK
KS
AR
LA
MO
IA
MN
WI
IL IN
KY
TN
MSAL GA
FL
SC
NC
VA
OH
MINY
PA
MD
DENJ
CTRI
MA
MEVTNH
AK
Puerto Rico
HI
DC (HSI and HBCU)
WV
III
III
IV
VVII
VI
VIII
IX
X
Key
HBCU = Historically Black Colleges and Universities HSI = Hispanic Serving Institutions TCU = Tribal Colleges and Universities
Virgin Islands
American Samoa Guam U.S. Trust Territory of the Pacific Islands
![Page 27: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/27.jpg)
27
FEMA Grant Program Eligibility
Universities are Eligible to Be Grantees of:
Competitive Training Grants Program Fire Prevention & Safety
Universities are Eligible as Sub-Grantees for:
Homeland Security Grant Program Pre-Disaster Mitigation Program Public Assistance Grant Program
![Page 28: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/28.jpg)
28
Workshop Overview
![Page 29: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/29.jpg)
29
Workshop Objectives
• Build Team Approach
• Understand the Business Practices
• Develop Networks Among Recipients and Subrecipients
• Problem Solve on Specific Issues
![Page 30: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/30.jpg)
30
FEMA Grants ManagementFrom the Top
![Page 31: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/31.jpg)
31
Grants Management Business Process
• Applies to All Grant Programs
• Manages Resources
• Creates Common Framework and Communication
![Page 32: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/32.jpg)
32
Business Process = The Grants Cycle
Funding
AcquisitionProgram
Establishment
SubrecipientSolicitation
SubrecipientSelection
Applicationand Award
MonitoringProject
Modification
Payments Reporting AuditsClose-
Out
![Page 33: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/33.jpg)
33
Business Process = The Grants Cycle
• Fundamentals for Any Grant Program
• Processes are Not Mutually Exclusive
• Cycle Sequence is Important
• Starts with Pre-Award and Ends with Post-Award
![Page 34: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/34.jpg)
34
Pre-Award Business Practices
FundingAcquisition
ProgramEstablishment
SubrecipientSolicitation
SubrecipientSelection
Applicationand Award
![Page 35: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/35.jpg)
35
Post-Award Business Practices
MonitoringProject
Modification Payments ReportingAudits and Close-out
![Page 36: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/36.jpg)
36
Business Process = The Grants Cycle
Funding Acquisition
![Page 37: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/37.jpg)
37
Award and Terms & Conditions
• Award Notification to Grantee
• Terms & Conditions
• Sign Award and Special Conditions
![Page 38: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/38.jpg)
38
Setting Program Prioritiesfor the State/Territory
• Determining Priorities and Capabilities
• Support Homeland Security Strategic Goals
• Identifying Initiatives, Investments and Projects
• Consensus from State/Territory Advisory Board
![Page 39: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/39.jpg)
39
Setting Program Priorities
• Establish Subrecipient Grant Period
• Determine Competitive/Non-Competitive Application Process
![Page 40: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/40.jpg)
40
Business Process = The Grants Cycle
ProgramEstablishment
![Page 41: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/41.jpg)
41
Establishing Policies and Procedures
• All Grant Stages
– Application
– Award
– Administration
– Review
![Page 42: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/42.jpg)
42
Establishing Your Program
• Roles and Responsibilities– Policy, Program and Grants
• Setting Goals and Priorities
• First 100 Days
![Page 43: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/43.jpg)
43
Establishing Your Program
• Physical Location
• Information Technology Requirements/Needs
• Communication…External
– Public– Media Relations– Attorneys…State, County, Other– Subrecipients…Your Customers
![Page 44: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/44.jpg)
44
Establishing Your Program
• Communication…Internal
– Written Policies/Procedures
– Regular Staff Meetings
– Dialogue with Senior Management
![Page 45: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/45.jpg)
45
Establishing Your Program
• Information Management
– Accessible…Shared with All Disciplines– Retrievable…eGMS– Analyze Data to Improve Decision-making– Data Calls– Supportable
![Page 46: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/46.jpg)
46
Establishing Your Program
• Strong Financial Management System
• Staffing Needs and Structure…Key Positions
• Integrating Policy, Program and Financial
• Assistance from Other Agencies… Memorandum of Understanding (MOU)
![Page 47: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/47.jpg)
47
Establishing Your Program
• Hiring Personnel
– Management and Administrative (M&A) Costs vs. Planning Costs
– Position Descriptions– Posting Jobs and Interviewing– Background Checks - Time is $– Consultant Contracts
![Page 48: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/48.jpg)
48
Establishing Your Program
• Training Personnel
– Cross-training– Retention and Career Development– M&A Use for Online Courses– M&A Budget…Travel for Staff Training– Document and Evaluate Annually
![Page 49: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/49.jpg)
49
Business Process = The Grants Cycle
SubrecipientSolicitation
![Page 50: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/50.jpg)
50
Prepare Applications and Guidelines
• Integrate Priorities
• Require Budget and Program Narratives
• Incorporate Required Elements
![Page 51: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/51.jpg)
51
Prepare Applications and Guidelines
• Include Grant Terms and Conditions
• Required Signatures
• Include Example of Subgrant Application
![Page 52: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/52.jpg)
52
Announce Funding and Priorities
• Publish Funding Availability and Deadlines
• Consider Conditional Grant Awards
• Conduct Grant Application Workshops
![Page 53: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/53.jpg)
53
Business Process = The Grants Cycle
SubrecipientSelection
![Page 54: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/54.jpg)
54
Develop Criteria, Review and Select
• Policy, Program and Financial Grant Staffing
• Compare Project with Goals
• Supports Approved Initiatives and Investments
• Cost Analysis of Budget, including Narrative
![Page 55: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/55.jpg)
55
Develop Criteria, Review and Select
• Necessity, Reasonableness, Appropriateness
• Review by Program Office (PO)
• Review Prior Subrecipient Performance
![Page 56: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/56.jpg)
56
Business Process = The Grants Cycle
Applicationand Award
![Page 57: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/57.jpg)
57
Subawards and Release of Funds
• Subrecipient Special Conditions
• State Policies and Procedures
• Reporting Forms and Instructions
• Program Evaluation
• Audit and Close-out Forms and Instructions
![Page 58: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/58.jpg)
58
Financial Management
• Organizing for Receipt of Federal Funds
• Program v. Financial-Not Mutually Exclusive
• Understanding Federal Requirements
• Establishing Policies and Procedures
![Page 59: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/59.jpg)
59
Financial Management Systems
• Minimum Requirements for Financial System
– Provide Financial/Performance Data• Required by A-102 and 2 CFR Part 215
– Associate Grant Expenditures to Specific Funding Source
– Provide Clear Audit Trail
– Manage Cash Effectively
![Page 60: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/60.jpg)
60
Financial Management Systems
• “Adequate” Accounting Systems Require
– Internal Controls– Ability to Test Internal Control– Chart of Accounts– Compliance with CMIA– Procedures Minimizing Federal Cash-on-Hand
![Page 61: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/61.jpg)
61
Financial Management Systems
• “Adequate” Accounting Systems Require
– Track Expenditures (Budget Control)
– Track both Financial and Program Budgets
– Ensure Allowability of Costs Charged to Grants
![Page 62: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/62.jpg)
62
Financial Management Systems
• “Adequate” Accounting Systems Require
– Documentation for All Grant-related Expenditures
• Broken Down by Award
– Fulfill Government-required Financial Reporting
![Page 63: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/63.jpg)
63
Financial Management Systems
• Must Record and Report Grant Funds
– Receipt
– Obligation
– Expenditure
![Page 64: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/64.jpg)
64
OMB Circulars: Which Do I Follow?
• State, (Territories), Local Governments and Indian Tribes
– A-87 for Cost Principles
– A-102 for Administrative Requirements
– A-133 for Audit Requirements
![Page 65: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/65.jpg)
65
OMB Circulars: Which Do I Follow?
• Educational Institutions, Hospitals and Non-Profits
– A-21 for Cost Principles (Educ. & Hospitals Only)
– A-122 for Cost Principles (Non-Profits Only)
– A-110 for Administrative Requirements
– A-133 for Audit Requirements
![Page 66: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/66.jpg)
66
Policies and Procedures
• What?
– Integrate Federal and State Policies
– Develop Internal and External Forms and Procedures
– Publish Formally
![Page 67: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/67.jpg)
67
Policies and Procedures
• Why?
– Provides Documentation and Authorization– Tracks Modifications– Provides Accountability and Audit Compliance
• Who?
– Obtain Support Prior to Implementation
![Page 68: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/68.jpg)
68
Procurement
• Review Financial Guides and OMB Circulars
• Identify Conditions Requiring Prior Approval
• Develop Forms for Prior Approval
![Page 69: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/69.jpg)
69
Procurement
• Understand Differences Between Types
– Competitive
– Federal (GSA) or State Contract
– Sole Source-Use is Discouraged• Emergency or Uniqueness
![Page 70: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/70.jpg)
70
Procurement– Sole Source requirements in 44 Code of Federal
Regulations (CFR) Part 13:
– Item only available from one source– Emergency– Awarding agency authorizes– After solicitation of a number of sources,
competition deemed inadequate
– Project Director and Local Procurement Official Signatures
![Page 71: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/71.jpg)
71
Fiscal Matters
![Page 72: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/72.jpg)
72
Fiscal Matters…Proceed with Caution
• Allowable vs. Unallowable Costs
• Prior Approval Costs
• Renovations and Construction
• Travel Authorizations
![Page 73: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/73.jpg)
73
Fiscal Matters…Proceed with Caution
• Time and Effort
• Overtime and Backfill
• Direct Costs
• Indirect Costs
![Page 74: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/74.jpg)
74
Fiscal Matters…Proceed with Caution
• Supplantation• Consultants
– Fair Market Value-cautious on sole sourcing contractors
• Interest Earned/Program Income
• Match
![Page 75: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/75.jpg)
75
Fiscal Matters…Proceed with Caution
• Cash Advance– Interest Earned (CMIA)
• Outstanding Purchase Orders
• Excessive Spending Near End of Grant Period
• Records Retention
![Page 76: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/76.jpg)
76
Business Process = The Grants Cycle
Monitoring
![Page 77: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/77.jpg)
77
Monitoring Visit
• Conducted by Program Analyst
• Two Types
– Desk…Administrative Monitoring
– On-site…Strategic Monitoring
![Page 78: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/78.jpg)
78
Program Monitoring VisitDesk…Administrative Monitoring
• Office Based
• Review Recipient’s Signed Grant Award
• Review Signed Application (SF-424
![Page 79: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/79.jpg)
79
DHS Program Monitoring VisitDesk…Administrative Monitoring
• National Environmental Policy Act (NEPA) Letter
• Copies of Modifications / Amendments
• Follow-up Letter with Findings
![Page 80: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/80.jpg)
80
DHS Program Monitoring VisitOn-site…Strategic Monitoring
• Pre-visit
– Review DHS Guidance (National Priorities, Planning Scenarios, TCL, etc.)
– Review Current Fiscal Year Investments
– Review Financial Monitoring Report(s) and Performance Report(s) for Follow-up
![Page 81: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/81.jpg)
81
DHS Program Monitoring VisitOn-site…Strategic Monitoring
• Final Steps
– Post-visit Letter (15 days)
– Monitoring Report (30 days)
![Page 82: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/82.jpg)
82
GPD Financial Monitoring Visit
Mission: Ensure Stewardship over Federal Funds Awarded
![Page 83: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/83.jpg)
83
GPD Financial Monitoring Visit
• GPD Does Not Conduct Audits
• GPD Does Conduct– On-site Financial Reviews– Desk-based Financial Reviews– Resolution of Audit Reports– Technical Assistance to Grantees
![Page 84: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/84.jpg)
84
GPD Financial Monitoring Visit
• Pre-Visit Letter to Recipient– All Financial and Administrative Grant Files
– List of Awardees and Files for Each Subaward Related to Each Grant
– Policies and Procedures Manuals
![Page 85: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/85.jpg)
85
GPD Financial Monitoring Visit
• Pre-Visit Letter to Recipient – Detailed General Ledger (G/L) Reports
• All Expenditures Charged to Each Grant Award
– Financial Status Reports (SF-269a)
– G/L Reconciliations for Each Quarter
![Page 86: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/86.jpg)
86
GPD Financial Monitoring Visit
• Pre-Visit Letter to Recipient– Supporting Documentation for All Expenditures
• Invoices• Receipts• Purchase orders• Contracts
![Page 87: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/87.jpg)
87
GPD Financial Monitoring Visit
• Pre-Visit Letter to Recipient – Supporting Documentation for All Expenditures
• Travel Authorization Forms/Travel Vouchers• Timecards• Payroll Registers
![Page 88: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/88.jpg)
88
GPD Financial Monitoring Visit
• Create Monitoring Profile– Program Office Monitoring Report – Audit Findings– Grant File Review– Pass-through Requirements– SF269 Analysis– Match Requirements
![Page 89: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/89.jpg)
89
GPD Financial Monitoring Visit
• ANALYZE, REVIEW and EVALUATE– Procurement Practices– Subrecipient Files (Programmatic and
Financial)– Subrecipient Monitoring– Accounting System– Management and Administration (M&A)– Inventory
![Page 90: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/90.jpg)
90
GPD Financial Monitoring Visit
• ANALYZE, REVIEW and EVALUATE– Policies and Procedures– Flow of Funds– Pass-through Requirements– File Documentation – SF269 Analysis– Payroll– Travel
![Page 91: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/91.jpg)
91
GPD Financial Monitoring Visit Top Monitoring Findings
• Inventory Management Deficiencies
• Inadequate Subrecipient Monitoring
• Excess Cash on Hand
• Grantee Has No Written Procedures
![Page 92: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/92.jpg)
92
GPD Financial Monitoring Visit Top Monitoring Findings
• Project Period Expired• No Grant Adjustment Approving Extension
• Failure to Manage Audit Results
• Inadequate Accounting Procedures
![Page 93: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/93.jpg)
93
GPD Financial Monitoring Visit Top Monitoring Findings
Financial Status Reports Fail To Agree With Accounting Records
• Questioned Expenditures
• Untimely Submission of SF-269a Financial Status Reports
![Page 94: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/94.jpg)
94
Case Study: Monitoring Assistance to Firefighters Grant (AFG)
Program
![Page 95: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/95.jpg)
95
Assistance to Firefighters Grant (AFG) Program
• Financial Assistance directly to Fire Departments and non-affiliated EMS Organizations
• $560 million for FY 2008
• Fire Prevention & Safety
• Staffing for Adequate Fire & Emergency Response (SAFER)
![Page 96: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/96.jpg)
96
AFG Site Visit Preparation
• Criteria for Selecting Grantees– State– Dollar Threshold– Diverse Sample
• Contact and Correspondence– Confirmation Letter and Reviewer Checklist
![Page 97: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/97.jpg)
97
AFG Monitoring PPPE
• Procurement
• Personnel
• Property
• Expenditures
![Page 98: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/98.jpg)
98
AFG Monitoring: Procurement
• Local or State Written Procurement Policy
• Specs, Bids, & Quotes
• Single Source Justification
• Conflict of Interest
![Page 99: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/99.jpg)
99
AFG Monitoring: Personnel
• Time & Attendance (Fire Prevention & SAFER)
• Overtime Records (Training)
• Rosters
![Page 100: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/100.jpg)
100
AFG Monitoring: Property
• Inventory & Maintenance Records
• Fixed Asset Threshold
• Physical Inventory of Equipment
![Page 101: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/101.jpg)
101
AFG Monitoring: Expenditures
• Evidence of Expenditures to Include Purchase Orders, Receipts, and Canceled Checks
• Tracking / Flow of Funds
• A-133 Audit
![Page 102: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/102.jpg)
102
Subrecipient Program and Financial Monitoring
![Page 103: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/103.jpg)
103
Subrecipient Monitoring: Purposes
• Periodic Monitoring Required
• Information Sharing and Gathering
• Reinforce Priorities and Policies
![Page 104: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/104.jpg)
104
Subrecipient Monitoring: Benefits
• Technical Assistance
• Subrecipients Identify/Showcase Successes
• Ensure Projects are on Track
• Improve Communications/Process
• Correct Shortfalls and Offer Solutions
![Page 105: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/105.jpg)
105
Subrecipient Monitoring Different Approaches and Types
• Desk
– Provides Documentation– Used When Staff Size is Limited– Short-Term Approach– Captures Limited Information
![Page 106: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/106.jpg)
106
Subrecipient Monitoring Different Approaches and Types
• Site Visits
– Staff/Team Approach– Direct Contact with Stakeholders
• Projects and Players– Visual Project Status…Big Picture– Requires Follow-up
![Page 107: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/107.jpg)
107
Subrecipient MonitoringTools and Resources
• Federal Guidelines– OMB Circulars– Program Guidance (by Federal Fiscal Year)
• State Requirements
• Monitoring Checklist…for Consistency
![Page 108: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/108.jpg)
108
Getting Started…Take the Temperature
![Page 109: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/109.jpg)
109
Subrecipient Monitoring: What to Expect
• Determine General “Health”– Project Goals and Project Management
• Staff Make Advance Notes– Areas Needing Special Attention
• All Staff Talk (Policy, Program and Financial)– Most Recent Status
![Page 110: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/110.jpg)
110
Subrecipient Monitoring What to Expect
• Pre-Monitoring Letter/Email
– Confirm Location, Date and Time– Name of Staff Conducting Monitoring– Subrecipient Representatives Required
• Project Director and Financial Officer• Authorized Official…Procurement Official(s)
![Page 111: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/111.jpg)
111
Subrecipient Monitoring What to Expect
• Pre-Monitoring Letter/Email– Monitoring Objectives– Materials/Equipment Necessary for Monitoring
• Inventory Inspection…Location• Grant File(s)• Programmatic and Financial Records• Grant-funded Personnel
![Page 112: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/112.jpg)
112
Subrecipient Monitoring What to Expect
• Compare Grant Files…Yours and Theirs– Signed Grant Award– Final Application (Program/Financial Pages)– Met Special Conditions– Personnel Status…Position Descriptions?,
Interviewing?, Hiring?– Status of Procurement, Revisions, etc.
![Page 113: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/113.jpg)
113
Subrecipient Monitoring What to Expect
• Review Grant File(s) Folder– Previous Monitoring Reports/Correspondence– Compliance with Deadlines– Progress and Financial Reports– Fiscal Information
• Invoices, Payments, Backup, POs
![Page 114: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/114.jpg)
114
Subrecipient MonitoringSuggested Grant File Format
Label each tab1. Correspondence
2. Blank Forms, POC Info.3. Financial-Payments-Special Cond.4. Application, Signed Award, GANs5. Review & Audit Resolution6. Progress & Monitoring Reports
1. Corresp
ond
.
![Page 115: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/115.jpg)
115
Subrecipient Monitoring What to Expect
• Post Monitoring Letter (Desk or On-site)– Agreed-upon Modifications– Remaining Compliance Issues– Recommendations for Improvements
![Page 116: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/116.jpg)
116
Subrecipient Monitoring What to Expect from the SAA?
• Post Monitoring Letter (Desk or On-site)– Recognition of Progress and Successes– Deadline for Response, if Applicable– Copied to Authorized Official
![Page 117: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/117.jpg)
117
Business Process = The Grants Cycle
Project Modification
![Page 118: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/118.jpg)
118
Project Modification
• Change in Budget or Project Scope/Focus• Grant Revisions and Grant Extensions
– Examples: • Programmatic: Change in Strategy
Objectives• Financial: Re-budgeting Remaining Funds
![Page 119: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/119.jpg)
119
Project Modification
• Grant Revisions and Grant Extensions– Requires Pre-Approval from awarding Agency– Must Meet Original Program Intent– Allowable Costs from FY Program Guidance– Strong Justification for Review/Approval
![Page 120: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/120.jpg)
120
Project Modification
• Document Approval • Compliant with OMB Circulars• Federal Guidelines• Allowable, Allocable, Reasonable
![Page 121: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/121.jpg)
121
Project Modification
• Comply with Grant Terms and Conditions• Program Restrictions• Unallowable Costs • Be Prepared to Extend Grant Periods
![Page 122: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/122.jpg)
122
Business Process = The Grants Cycle
Payments
![Page 123: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/123.jpg)
123
Reimbursement
• Funds Disbursed as Costs Incurred
• Based upon Immediate Disbursement and Reimbursement– Limit Cash on Hand
![Page 124: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/124.jpg)
124
Reimbursement
• Subrecipient Requests for Reimbursement
• Not Exceed Total Grant Award or Unallowable Cost
![Page 125: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/125.jpg)
125
Advance
• Cash Management Improvement Act– Interest-Bearing Account
• $100 Annually for State/Local; $250 for Non-profits
–Remit Earned Interest Quarterly
![Page 126: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/126.jpg)
126
Things to Consider
• Provide Examples– Invoices– Purchase Orders– Requests for Reimbursement– Unallowable Costs, etc.
![Page 127: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/127.jpg)
127
Things to Consider
• Withhold Payments: Advance or Reimbursement
– Subrecipient’s Inability to Submit Reliable and/or Timely Reports
– Improper Administration of Subawards
![Page 128: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/128.jpg)
128
Secrets for Success
![Page 129: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/129.jpg)
129
Secrets for Success
• Your Role in Grant Administration
• Administrative Tools
• Resources
![Page 130: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/130.jpg)
130
Secrets for Success
• Partnership - Partnership – Partnership
• Clear and Concise Communication
• Develop Policies and Procedures
• Participate in Training Opportunities (Workshops)
![Page 131: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/131.jpg)
131
Secrets for Success
• Keep Your Eye on Strategy– Goals, Objectives, and Priorities
• Focus on What Matters Most
• Be a Change Agent
![Page 132: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/132.jpg)
132
Secrets for Success
• Set Realistic Goals
• Cross Train Personnel
• Use Technology – Preferably Someone Else's
• Scan Your Environment
![Page 133: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/133.jpg)
133
Workshop Conclusions
• You Understand the Business Practices
• You Know the Critical Events
• You Learned to Problem Solve
![Page 134: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/134.jpg)
134
Workshop Conclusions
• You Can Build a Team Approach
• You Identified Promising Practices
• You Developed Networking Methods
![Page 135: Grants Made Easy: Awarding and Monitoring Federal Grants](https://reader031.vdocuments.site/reader031/viewer/2022012917/56815968550346895dc6a713/html5/thumbnails/135.jpg)
135
Contact Information
• Donna Simmons, FEMA/GPD Acting Training Branch Chief– (202) 786-9579– [email protected]
• Vanessa Pert, FEMA/GPD Grants Management Specialist– (202) 786-9564– [email protected]
• FEMA Centralized Scheduling and Information Desk– 1-800-368-6498