virginia simmons, grants management officer division of grants management (dgm) division of grants...
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Virginia Simmons, Grants Management OfficerDivision of Grants Management (DGM)
Division of Grants Division of Grants ManagementManagement
Drug Free Communities (DFC) Support Program SAMHSA’s Center for Substance Abuse Prevention
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Federal Partners
Office of National Drug Policy (ONDCP)
Substance Abuse and Mental Health Services Administration (SAMHSA)
Division of Payment Management (DPM)http://www.dpm.psc.gov/
http://www.samhsa.gov/grants/
http://www.whitehouse.gov/ondcp
http://www.samhsa.gov/about/csap.aspx
Division of Grants Management (DGM)Division of Grants Management (DGM)
CentersCenters for for SubstanceSubstance Abuse Prevention (CSAP) Abuse Prevention (CSAP)
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Division of Grants Management
Division of Grants Management (DGM) Provide management and administration of grants provides grantees with guidance, financial management and technical assistance Ensures compliance with all laws, regulations, policies (HHS ,SAMHSA, ONDCP)
and terms of award applied to the grant program. Provides guidance on all close out requirements.
Center for Substance Abuse and Prevention (CSAP) Monitor activities and technical assistance for programmatic issues Review and monitor Progress Report through Coalition Online Management and
Evaluation Tool (COMET) Conducts site visits
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Roles & Responsibilities
Grants Management Staff
Grants Management Officer (GMO)- Only authorized official to: obligate expenditure of federal funds; Sign Notice of Award; ( NoA ) Approve changes in funding, duration or other terms and conditions of Award.
Grants Management Specialist (GMS)- The GMS works with the GMO on the day-to-day management of the grant. The GMS is responsible for: all business and financial management matters related to the grant; interpretation and enforcement of grants administration policies and provisions. The name and contact information of the GMS grant appears on the NoA.
Center for Substance Abuse Prevention Staff
Grants Project Officer (GPO)- The PO is responsible for the programmatic, and/or technical aspects of assigned applications and grants. The PO works in partnership with grants management staff on: post-award administration; review of progress reports, participation in site visits, and other activities. The contact information for the assigned PO is provided on the NOA
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Roles & Responsibilities
DFC Grantees
Legally responsible for the financial and programmatic aspects of the DFC grant
Develop and follows procurement policies Develop and follows personnel policies Official contact persons Assure coalition members are informed regarding the procedures Assure that the coalition is in compliance with terms and conditions
of the award and applicable Federal regulations
Roles & Responsibilities
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Grants Management Specialists
Olivia Cline-Thomas Grants Management Specialist (240) 276-1413 Office(240) 276-1420 Fax [email protected]
Nadine DeJesus Grants Management Specialist (240) 276 1518 Office(240) 276-1420 Fax [email protected]
Natalie Gibson Grants Management Specialist (240) 276-2585 Office(240) 276-1420 [email protected]
Zekiea Jones Grants Management Specialist (240) 276-1433 Office (240) 276-1420 Fax [email protected]
Erwin MoralesGrants Management Specialist (240) 276-1425 Office (240) 276-1420 Fax [email protected]
Karen Warner Grants Management Specialist (240) 276-1426 Office (240) 276-1420 Fax [email protected]
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Division of Grants Division of Grants ManagementManagement
The Division of Grants Management coordinates thebusiness, administrative and financial aspects of the Federal grant process.
Administer Award Monitor post award activities Closeout
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Budget
An estimate and itemized calculation of expected expenses and/or income for a given period.
Must meet the following four tests:
Reasonable AllowableAllocableConsistency
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Match/Cost SharingMatch/Cost Sharing
Match is the recipient share of the project costs. Match may either be“in-kind” or “cash.” In-kind match includes the value of donated services. Cash match includes actual cash spent by the recipient and must have a cost relationship to the Federal award that is being matched.
Costs that are not allowable, can not be claimed as a match Match funds must meet the four budget tests
Reference the Grants Policy Statement Section II-47 for guidance on valuation of donated goods and services. You can access this document through www.samhsa.gov/Grants/management.aspx
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Match/Cost SharingMatch/Cost Sharing
Grantees must specify the following matching percentages :
Year 1-6 100% of total Federal award
Year 7-8 125% of total Federal award
Year 9-10 150% of total Federal award
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Indirect CostsIndirect Costs
Costs that are incurred for common or joint objectives and cannot be readily identified with a particular final cost objective.
Need a negotiated rate agreement with cognizant government agency
Research rates are unacceptable
Indirect or administrative costs may be charged as a direct cost if a rate agreement is NOT available.
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Notice of Award
SECTION I - Award Data
• Award Calculation(Cost Categories)
• Amount of this Action
• Summary of Totals for all Years
Fiscal Information
SECTION II - Payment/Hotline Information
• Division of Payment Management (DPM) Website: http://www.dpm.psc.gov/ DPM Telephone Number: 1 – 877 – 614 - 5533
• HHS Inspector General Hotline Number: 1 – 800 – 447 - 8477
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Notice of Award
Section III• Award is subject to the terms and conditions of regulations listed in this
section by ‘Order of Precedence’
Section IV• Program Overview• Roles• Restrictions on Lobbying• Special Condition(s) of Award • Special Term(s) of Award
Training Workshops Match requirements Data Collection and National Evaluation Corrective Action Plan Roles and Responsibilities of a Grantee Continue to meet eligibility requirements Work Station Maintain current account with CCR/SAM
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-Section IV (Continued) Notice of AwardNotice of Award
Standard Term (s) of Award Grantee is legally and financially responsible for all aspects of the grant Supplanting Lobbying Accounting Records Per Diem Post Award Actions (i.e. replacement/substantial deduction of key staff) Public Assistance (P-Account ) created in DPM to provide a separate accounting
of Federal funds per SAMHSA grant. Provide your account # when contacting DPM’s account representative.
Reporting Requirements Federal Financial Report (FFR) Standard Form (SF)- 425 Quarterly Federal Cash Transactions Report (formerly PSC 272) reported
electronically online through the Division of Payment Management (DPM) COMET Report (Semi-Annual Reports) Annual Coalition Classification Tool Survey A-133 Audit
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Post Award
The Grants Management Specialist and Project Officer work together to monitor the grantee’s progress to assure the program is successful and that it accomplishes the mission.
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Post Award Requests
Prior approval means written approval by the authorized official evidencing consent prior to a budgetary or programmatic change in the award. All prior approval requests should be made at least 30 days before action is to occur. Standard Post Award Administrative Changes
Change in Project Director or Program Coordinator Change in Percent of Effort or Level of Work (by Key Personnel) Significant Change in Budget (over 25%) Change in Scope of Work Carryover of unspent funds over 10% require a prior approval request (See Terms and Conditions of Award for more details)
Requests are not considered approved until a notice of award is issued.
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Prior approval requirements
Requests must include the following:
Grant number Grantee name and address Signature of authorized official of the grantee organization Supporting documents
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Closeout
Closeout is the final phase of the grant /project period end date.
Grantees are required to submit the following: Final reports- program and financial Reimbursements of any unexpended funds Accounting of property and equipment
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Updates– CCR has moved to SAM
Important Note:
The Central Contractor Registry (CCR) Registration process has changed. Grantees must be registered in the new System for Award Management (SAM).
SAM is a Federal Government owned and operated free website that consolidates the capability of some systems e.g. CCR, EPLS , etc.
The former Central Contractor Registration (CCR) transitioned to SAM on July 30, 2012.
For any registration in process during the transition period between July 16, 2012 and October 15, 2012, the data previously submitted to CCR was migrated to SAM.
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CCR has moved to SAM
SAM information must be updated at least every 12 months to remain active. Once you update your record in SAM, it will take 48 to 72 hours to complete the validation processes. Grants.gov will reject submissions from applicants with expired Entity Registrations. To create a user account, Register /Update entity and/or Search Records from CCR, refer to https://www.sam.gov.
For a Quick Start Guide for Entities Interested in Being Eligible for
Grants through SAM go to: https://www.sam.gov
1. Select Help, User Guides, Quick User Guides2. Choose Quick Start Guides for Grant Registrations3. Select Download PDF file
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Useful Websites
CADCA Coalition Institute: http://www.cadca.org
Federal Cash Transactions Report (formerly PSC 272): http://www.dpm.psc.gov
Federal Financial Report (SF 425): http://www.whitehouse.gov/sites/default/files/omb/assets/grants_forms/SF-425.pdf
Office of National Drug Control Policy (ONDCP): http://www.whitehouse.gov/ondcp
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Useful Websites
SAMHSA’s National Clearinghouse on Alcohol and Drug Information (NCADI) : http://ncadi.samhsa.gov/
SAMHSA Grants Management: http://www.samhsa.gov/Grants/management.aspx
System for Award Management (SAM) https://www.sam.gov
U.S. General Services Administration (GSA): www.gsa.gov
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QUESTIONS????
Grants Management Contact:
Virginia Simmons
Grants Management Officer
Division of Grants Management
Substance Abuse Mental Health Services Administrations (SAMHSA)
(240) 276-1422 Office
(240) 276-1420 Fax
You may also contact a Grants Management Specialist
for any grants questions.