Centers for Disease Control and Prevention Procurement and Grants Office

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Centers for Disease Control and
PreventionProcurement and Grants Office

• Technical Reporting Requirements
• 2005 National Cancer Prevention and Control
  Meeting
• NBCCEDP/NCCCP Program Directors
• May 2 - 6, 2005
• Atlanta, GA
• Presented by Annie
  Harrison-Camacho
• Grants
  Management Specialist

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AGENDA

• Notice of Grant Award (NGA)
• SF 424A
• Financial Status Report (FSR)
• Carry Forward Request

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SAMPLENGA
SAMPLENGA

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NGA Key Points

• AUTHORIZATION 301(A) 311,317(C) PHS ACT
• Authority
• Block 4 Grant No.
• Always reference with the submission of any and
  all documentation.
• Block 6 Project Period
• Duration of overall program (1yr 5 yrs)
• Block 7 Budget Period
• Only one year, specific to current years budget
  only
• Block 11 Approved Budget
• Results from budget discussions, negotiations.
  Thats what we monitor to assure that funds are
  being spent IAW plan

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NGA Key Points

• Block 12 Award Computation for Financial
  Assistance
• New money, carryovers, reflected here
• Block 15 Program Income
• Deduction
• Additional Cost
• Matching
• The FINE PRINT
• Regulatory Guidance (This is the Gotcha)
• PHS Grants Management Officer
• If it aint signed, it aint legal

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SAMPLE424A
SAMPLE424A

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424 Key Points

• When
• With the submission of a new application
• SF424 General info about your organization
• One time submission
• SF424A Budget info Non construction programs
• Annual submission
• Both are encompassed inside of the 5161-1, 398,
  or the 0.1246 Application packet
• The 424A - with the submission of an Interim
  Progress Report (IPR) (continuation application)
• Budget for the upcoming year
• Estimated Unobligated Funds

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424 Key Points

• When an Estimate Unobligated Balance is Projected
  via the IPR, the GMO may
• Subtract the estimated unobligated balance from
  the Federal share of the continuation award to be
  issued
• Use the estimated unobligated balance to increase
  the Federal share of the continuation award
• If additional purposes are requested and
  justified by the grantee and approved by program
• Withdraw the estimated unobligated balance from
  the current award authority.
• Ignore the estimated unobligated balance when it
  is less than 250.00

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424 Key Points

• How
• With the submission of a new application
• SF424 To learn the logistics and dynamics of
  your organization.
• With the submission of the Interim Progress
  Report (IPR)
• SF424A To determine fiscal compliance and
  consistency with programmatic expectations
  relative to progress towards goals and
  objectives.

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SAMPLEFSR
SAMPLEFSR

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FSR Key Points

• The Financial Status Report (FSR) is submitted
  annually
• There is no Interim FSR
• Documents expenditures according to the official
  accounting records of the recipient organization
• Must be submitted for each budget period no later
  than 90 days after the close of the budget
  period.
• IAW 45 CFR 74.7, 74.72(e), and 92.12
• Must have no unliquidated obligations
• If so, it will be returned
• Remember, 90 days from end of budget period to
  liquidate
• Must indicate the exact balance of unobligated
  funds
• Must be submitted to the GMO, attn GMS
• Original and two copies

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FSR Key Points

• When an Actual Unobligated Balance is Submitted,
  the GMO may
• Withdraw the estimated unobligated balance from
  the current award authority.
• In response to a written request from the
  grantee, revise the current NGA to authorize the
  recipient to spend the excess funds for
  additional approved purposes.
• Notify the recipient in writing that it is
  restricted from using the excess funds in the
  current budget period
• Excess funds will be taken into account when the
  continuation award is made.
• If funds available are more than 250.00 short of
  the approved budget
• Make an administrative supplemental award
• Negotiate a mutually satisfactory revised budget

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Carry Forward of Unobligated Balances Prior
Approval Authorities Title 45 CFR Part 92.30
74.25

• What are unobligated funds?
• Those funds that were awarded but not obligated
  during the budget period
• How do I report unobligated funds
• On the Financial Status Report (FSR) 269
• Notes
• FSR 269 to be submitted annually (90 days after
  the end of budget period)
• There is NO interim FSR
• Request must be in writing and submitted to the
  Grants Management Office (PGO)
• The carry forward of funds is NOT new money to be
  added to the total amount awarded

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Carry Forward of Unobligated Balances Prior
Approval Authorities Title 45 CFR Part 92.30
74.25

• CDC policy allows carry forward of unobligated
  funds from immediate, and preceding, budget
  periods.
• All requests must be approved by the Grants
  Management Officer (GMO) and must include
• Justification of need
• How funds will enhance current activities
• Detailed line item budget
• Timeline/period of performance for proposed
  activities
• Signature of project director, principal
  investigator, and authorized business office
  official