HRSA Office of Financial Assistance Management OFAM

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HRSA Office of Financial Assistance Management
(OFAM)

• Division Of Grants Management Operations (DGMO)
• Pam Hilton, Acting Div. Dir.

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HEALTH SERVICES BRANCH(HSB)

• Branch Chief, Vacant
• Healthy Start Program Team Leader-Helen Harpold,
  hharpold_at_hrsa.gov 301-443-3262
• Lead Grants Management Specialist for Healthy
  Start Program - Mary Alexander,
  malexander_at_hrsa.gov 301-594-4253
• 20 Grants Mgmt. Spec. assigned to grants by State

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NOTICE OF GRANT AWARD (NGA)

• Read entire document, not just award amount.
• Conditions have due dates.
• Program terms-specific to Healthy Start Program.
• Standard terms-apply to all grant programs.

• Reporting requirements have due dates.
• HRSA Contacts-Project Officer/Grants Mgmt.
  Specialist.

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FINANCIAL STATUS REPORT (FSR)

• Use SF-269a, short form.
• Use correct grant in item 2.
• Non-cumulative reporting only.
• FSR budget period must match NGA budget period.
• Federal funds authorized must match NGA Federal
  funds authorized.

• Due within 90 days of end of budget period.
• Request an extension if needed.
• Failure to submit -drawdown restriction.
• No current plans to consolidate PMS 272 with FSR.

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UNOBLIGATED BALANCES CARRYOVER REQUESTS

• Definition of unobligated balance funds awarded
  in a prior budget period which were not obligated
  or spent during the budget period in which they
  were awarded.
• Definition of carryover request a request to use
  unobligated funds in a budget period other than
  the one in which the funds were awarded.

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UNOBLIGATED BALANCES CARRYOVER REQUESTS (cont.)

• Prior HRSA approval is required before
  unobligated balances can be spent/obligated.
• Submit letter to DGMO requesting carryover.
• Request must include unobligated amt., Original
  purpose of funds, reason not spent, proposed
  activities if carryover is approved.

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UNOBLIGATED BALANCES CARRYOVER REQUESTS (cont.)

• Request must also include a line item budget and
  narrative justification.
• Use line item categories identified on SF-424A.
• Unobligated funds may not be used for new
  activities.
• Carryover request will not be processed without
  applicable FSR.

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UNOBLIGATED BALANCES CARRYOVER REQUESTS (cont.)

• No deadline for submitting carryover requests.
• However, must be submitted in time to complete
  proposed activities and obligate/spend funds
  carried over before budget period expires.
• HRSA processing time 30 days.

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UNLIQUIDATED OBLIGATIONS

• Definition grant funds obligated prior to
  budget period expiration via execution of a
  legally binding document, e.g., contract, but not
  spent prior to budget period expiration.
• Report unliquidated obligations in item 10d.,
  10.e., and 10f. of FSR form ONLY.

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UNLIQUIDATED OBLIGATIONS (cont.)

• Prior HRSA approval not required to spend
  unliquidated obligations.
• Plan your budget so that unliquidated funds are
  minimized.

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OFFSETS

• Definition Reducing a new award by the amount,
  or a portion of the amount, of unobligated funds
  reported from a previous budget period.
• If new award is offset, unobligated funds in the
  amount of the offset may be used for activities
  approved in the new award WITHOUT REQUESTING
  PRIOR HRSA APPROVAL.

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REBUDGETING a.k.a. BUDGET REALLOCATIONS

• Prior HRSA approval is required ONLY IF
  reallocating more than the lower of 25, or
  250,000, of total grant award among currently
  approved direct line item categories.
• However, prior HRSA approval IS required if
  budget reallocation constitutes a change in the
  scope of project, regardless of the amount being
  reallocated. See change of scope hand-out.
• Budget reallocation requests must include line
  item category budget reflecting currently
  approved budget AND proposed new budget with
  narrative justification.
• HRSA Processing time 30 days

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CONCLUSION

• DGMO Grants Management Specialist (GMS) Healthy
  Start Program grant assignments. See hand-out.
• Contact your assigned GMS regarding
  grant-specific issues.
• Contact me regarding general grants management
  issues Mary Alexander, malexander_at_hrsa.gov
  301-594-4253.