Post Award Grant Management NiKisha L. Love State Policy Advisor
Overview • • • • • • • • •
Conditions for Award and Acceptance Accessing funds Special Conditions Unallowable costs Grant Adjustment Notices (GAN) Reporting Requirements Monitoring Grant Closeout Policies and Procedures Additional Information
Accepting the Award • The grant point of contact and/or authorized representative will assign a Financial Point of Contact (FPOC) for the grant. • Print, read, sign, and date the grant award document and initial the bottom right corner of each page of the special conditions. • Email the award document and special condition pages to acceptance@usdoj.gov or fax to 1-866-388-3055. (Email or fax, but only do one of these).
• Submit an Automated Clearing House (ACH) form to the Office of the Chief Financial Officer (OCFO) to set up your account. • Grantee will receive an assigned grant ID, PIN number, and information about the OJP Grant Payment Request System (GPRS) via postage service upon receipt of the signed award document.
Award Document
Accepting the Award (cont’) • For step-by-step instructions on the GPRS system, please visit, http://www.ojp.usdoj.gov/about/office/ocfogprs.htm. • In order to access GPRS, grantees must register online at https://grants.ojp.usdoj.gov/gprs/login New User Registration.
When Can You Access Your Funds? • GPRS is the only method of access to withdraw award funds. • Funds cannot be drawn down until the awarding agency receives the signed award document. • Grant recipients must comply with award conditions, have current financial and programmatic reports on file with OJP, and request all payments within 90 days after the end date of the grant. • Funds are requested through the Grants Payment Request System (GPRS). To access (GPRS) go to https://grants.ojp.usdoj.gov/gprs/welcome
What is a Special Condition? • Special conditions are terms and conditions of the award.
• All awards will include standard special conditions concerning compliance with the OJP Financial Guide, audit requirements, the Anti-Lobbying Act, and equal employment opportunity. • Specific Justice and Mental Health Collaboration Program (JMHCP) special conditions may apply. • Certain special conditions may be added specifically to an individual award.
Example of Special Conditions • Standard Special Conditions • Financial Guide • Civil Rights – EEOP • Audit States, Unit of Local Government, or NonProfit Organizations • Use of Federal Funds • Reporting Potential Fraud, Waste, and Abuse • Planning and Implementation guide (JMHCP) • Evaluations • Limit on use of grant funds for grantees’ employees’ salaries
Examples of Withholding Special Conditions • Budget pending review or approval • BJA programmatic withholding • Indirect cost rate – not approved • Delinquent financial reports • Delinquent progress reports • Overdue audit report
• Special Conditions
Audit Reports • Due nine months after the close of your agency’s fiscal year, if your agency expended more than $500,000 in federal funding during the applicable fiscal year. • State and local governments, institutions of higher education, and nonprofit institutions must submit reports to: Federal Audit Clearinghouse, Bureau of the Census, 1201 East 10th Street, Jeffersonville, IN 47132. http://harvester.census.gov/sac/ . • Commercial organizations and individuals must submit reports to the OJP Control Desk.
CCR Special Condition OCFO - Active CCR Registration:
• The recipient agrees expeditiously to obtain active registration with the Central Contractor Registration (CCR) database, and to notify the program office in writing of its registration. Following satisfaction of this requirement, a Grant Adjustment Notice will be issued to remove this special condition.
Unallowable Costs • • • • • • • • • • •
Land Acquisition Lobbying Fundraising Compensation and Travel for Federal Employees Consultant Fees Above $450/day (Without Prior Approval) Bonuses or Commissions Military-type Equipment Corporate Formation State and Local Sales Taxes Costs Incurred Outside the Project Period Other Unallowable Costs
Unallowable Costs • Please note, DOJ has adopted a new food and beverages policy which states that "Food and/or beverages costs are unallowable under any grant, cooperative agreement, and/or contract for any meeting, conference, training or other event�.
Grant Adjustment Notices (GANs) • A GAN is used to request project changes and/or corrections for any programmatic, administrative, or financial item associated with an award. Once OJP makes a decision regarding the proposed change, the grantee is notified by GMS via e-mail.
Grant Adjustment Notices (GANs) • Grant changes are approved through the GMS GAN module: • • • • • • • • • •
Budget modifications Change of scope Change of project period (“no cost extension”) Change grantee authorized signing official Change of grantee point of contact (or alternate) Change DUNS number Program Office Approvals Removal of special conditions (initiated by Grant Manager) Hold funds (automatically generated reports are delinquent) Release funds (automatically generated)
• GANs will not be approved if grantee is delinquent on financial or programmatic reporting.
Federal Financial Reports (SF-425) • A quarterly SF-425 must be submitted via GMS by: Reporting Period Date Due January 1 – March 31 April 30 April 1 – June 30 July 30 July 1 – September 30 October 30 October 1 – December 31 January 30 • Submitted in GMS: https://grants.ojp.usdoj.gov
• Delinquent reports = frozen grant funds.
• Final Financial Status Report (SF-425) is due within 90 days after the end date of the award.
Progress Reports •
A semi-annual programmatic report must be submitted via the online Grants Management System (GMS). Reporting Period Date Due January 1 to June 30 July 30 July 1 to December 31 January 30
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Performance measures are required – submitted quarterly through the BJA Performance Measurement Tool (PMT).
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Narrative responses provide summary of progress to date, challenges, and successes.
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Delinquent reports = frozen grant funds
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Final progress report is due within 90 days after the end date of the award.
JMHCP – PMT Reporting Requirements Reporting Period January 1 – March 31 April 1 – June 30 July 1 – September 30 October 1 – December 31
Date Due April 30 July 30 October 30 January 30
• Submitted through the Performance Measurement Tool website https://www.bjaperformancetools.org/
BJA Compliance Monitoring BJA conducts on-site monitoring visits and Enhanced Programmatic Desk Reviews to confirm grantees are:
• In compliance with approved award program narratives; • Meeting programmatic, administrative, and fiscal requirements; • Identifying and resolving problems and/or issues; • Receiving needed technical assistance.
Grant Closeout Standard Closeout: • 90 calendar days after the grant end date, and all administrative, programmatic, and financial requirements have been met. • Project completed by grant end date. Administrative Closeout: • On the 91st day after the grant end date, GMS will automatically freeze funds, initiate an administrative closeout and notify the grantee. • Non-compliant to grant requirements or declined the grant post award.
Closeout Notification • GMS will automatically notify the grantee:
- 60 days prior to the grant end date - On the grant end date
- 30 days after the grant end date • Notifications will be sent to the point of contact, financial point of contact, and the authorizing official.
Closeout Components 1. Final progress report 2. Final Federal financial report (SF-425) 3. Special condition compliance 4. Financial reconciliation 5. Programmatic requirement certifications
For More Information: • BJA Website: http://www.ojp.usdoj.gov/BJA/ • State Policy Advisors: http://www.opj.usdoj.gov/BJA/resources/ProgramOff ice.pdf • OJP Funding Resources: http://ojp.usdoj.gov/funding/funding.htm • Office of Justice Programs Financial Guide 2011: http://www.ojp.usdoj.gov/financialguide/index.htm • OCFO Customer Service Center at 1-800-458-0786 or ask.ocfo@ojp.usdoj.gov
For More Information: • GMS Training Tool: http://www.ojp.gov/gmscbt/ • GMS Helpdesk: 1-888-549-9901 or email GMS.helpdesk@usdoj.gov • PMT: www.bjaperformancetools.org • PMT Helpdesk: 1-888.252-6867 or email BJAPMT@csrincorporated.com
Grants Management System (GMS) http://grants.ojp.usdoj.gov Customer Support Helpline 888-549-9901 Option #3
JUSTICE MENTAL HEALTH COLLABORATION PROGRAM
NiKisha L. Love State Policy Advisor Nikisha.Love-weaver@usdoj.gov 202-616-8241
Mark Kline State Policy Advisor Mark.Kline@ojp.usdoj.gov