Grants Management Ryan White Part A Grantees

Victoria C. Carper Grants Management Officer

Chief, HIV/AIDS & Rural Health BranchDivision of Grants Management Operations

Office of Federal Assistance Management

Objectives• Review 2 common actions:

FFR/Carryover

• Identify key components of a successful carryover request

• Highlight special aspects of Ryan White Funding and important deadlines

• Carryover request submission in EHB

• Flag common pitfalls

Definitions and Distinctions

• Obligations – Expended Federal funds

• Unliquidated Obligation – Costs incurred or committed by the grantee but not yet paid • Not eligible to be carried over

• Unobligated Balance - Federal funds remaining at the end of a budget period

Only funds listed in the Unobligated Balance on the FFR are eligible for carryover

Federal Financial Report (FFR)

• Reminders – Annual FFR Due: 7/30/13

• Grantees who had not submitted an FFR by 7/16/12; should have received a system generated email (see Sample Email handout)

• HRSA Grants Management Specialist Performs an analysis of the FFR –

-Reviews the FFR in conjunction with prior Notice of Award (NOA) funding requirements

-Reconciliation of the FFR with PMS funds disbursement data

Important FFR Reminders:

• Accurate & timely submission is key• The need to made changes should be RARE

• GMS Requests to make corrections need expedited attention & quick response

• Corrected/Revised FFR’s need to be resubmitted immediately

• Only an FFR that has been accepted by the HRSA GMS is considered valid & complete

FFR Assistance • July 2013 Quick Reference Guide was

posted on the HRSA website: • http://

www.hrsa.gov/grants/manage/index.html “Manage Your Grant”

• Right side of the page – Under: Technical Assistance: User Guides:

• HIV/AIDS FFR Guide (for H89 & X07 UOB)

Federal Financial Report (FFR)

Payment Management System Grantees need to:

-At least Quarterly PMS access to confirm that all appropriate funds have been drawdown properly.

-Ensure data entered on FFR matches information in the PMS account

-Quickly respond to any inquiries from the GMS regarding discrepancies between FFR & PMS accounts

Requirements Prior to Carryover

FFR -• Submitted and Accepted by HRSA

Notice of Award • For the current fiscal year must be issued

Prior Approval Requirement• Carryover of funds requires HRSA

prior approval:• HRSA Program Staff Review - Assess

program specific requirements

• HRSA Grants Management Specialist Analysis

- Review, Validation and Acceptance of the FFR

-Creates the carryover approval NOA Or disapproves request

• Grants Management Officer – Review and release of NOA

Grantee are subject to penalties if the unobligated balances of formula exceed 5%;

1. Future year award is offset by the amount of UOB less approved carryover amount;

2. Future year award is reduced by amount of UOB less the amount of carryover approved; and

3. The grant is not eligible to receive future year supplemental funding

Unobligated Balances (UOB) Penalties

Important Dates and Deadlines

DECEMBER 31st-• Submit estimated carryover request,

including intended use of funds. IF NOT SUBMITTED, NO CARRYOVER WILL BE PERMITTED.

JULY 30th – Final FFR Due • Submit final carryover request with FFR

or with in 30 days; before: August 29th.

FAILURE TO MEET DEADLINES WILL RESULT IN CARRYOVER DENIAL.

Per HHS Grants Policy

• Failure to make a timely request and

• Obtain required agency prior approval from the GMO may result in• the disallowance of costs, • termination of the award, • or other enforcement action within the HRSA’s authority.

Navigate to Prior Approval Requests

New/Existing link

Prior Approval Requests – Begin New Request

Click GO to Begin New

Request

Prior Approval Requests – Select Type of Request

Select Type

Click Continue

The Instructions link provides additional information about each type

of request

Prior Approval Request – Created Confirmation

Click Continue

Tracking Number

Carryover Request Components

1. SF424-A Line item budget breakout (including Part A identification of funding source/stream) with

2. Corresponding narrative description of activities not completed (identify barriers) and

3. Justification of the proposed use of funds in relation to the previously approved program goals and objectives (state steps taken to avoid barriers previously identified from prior year)

A carryover request will not be accepted without the required breakout of the source of all unobligated balances by funding type:

a. The Formula amountb. The Supplemental amountd. Prior Year Formula carryover amounte. Prior Year MAI carryover amount (as applicable)

Some funding sources MUST be used in the year in which they are awarded, and are not eligible for carryover. These are:

a. Supplementalb. Any carryover from a prior year

SF425 FFR – Part A CarryoverFunding Source/Stream

Identification

Carryover Approval

Is Official, when - Revised Notice of Award It’s very important to:Review Terms of Award for information regarding approval

Common Carryover Myths • It’s a good idea to reserve money

periodically throughout the budget year so carryover funds are available for the grantees use in the following year

• Grantees can keep whatever funds are “leftover”

• Grantees can rebudget component funds as they see necessary

• Grantees can request carryover of funds solely to spend down available unobligated funds and zero out their account

• Since the funds were already awarded to my grant a reasonable carryover is pretty much guaranteed

•  

Most Common Reasons Carryover Request are

Disapproved:Funds are requested for inappropriate items;EX: Restricted funds requested to be carried over and used for another purposeIncorrect identification of funding sourceAttempting to carryover funds for multiple yearsCarryover request submitted in EHB after required deadline

Most Common Reasons Carryover Requests are

Delayed:• FFR has not been submitted

• FFR was incorrectly submitted/requires revision

• FFR does not match funds in PMS account

• Funding stream/component breakout not submitted or properly explained

Points of Contact • ?’s on your individual

grant/carryover: Grants Management Specialist identified on the most recent NOA• ?’s on Payment Management System:E-Mail: PMSSupport@psc.gov (877) 614-

5533 http://www.dpm.psc.gov (Click on contact list)

• ?’s related to this presentation: vcarper@hrsa.gov