HRSA GranteeConference Call and Q&AUS Affiliated Pacific Island GranteesOctober 2018

Office of Federal Assistance Management (OFAM)Health Resources and Services Administration (HRSA)

Operator

• Listen-only mode initially

• How/when to ask a question

• HRSA personnel will present information. Then open the call for questions and answers

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Agenda

• Welcome• Reminders• Implementing Micro-Purchase and

Simplified Acquisition Policy Changes• Federal Interest and Equipment Reporting• Suspension and Debarment • Q&A

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Welcome

• HRSA Contact Center hours: 8 a.m. to 8 p.m. (ET)

• HRSA Contact Center number: (877) 464-4772.

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Reminders

• Payment Management Services (PMS):877-614-5533 or http://www.dpm.psc.gov/

• Bureau of Primary Health Care: 1-877-974-2742. or http://www.hrsa.gov/about/contact/bphc.aspx

• Update your Grants.gov registrations.

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Reminders 1

• EHBs Help and Ticketing System: http://www.hrsa.gov/about/contact/ehbhelp.aspx

• Additional Resources: etc. Visit http://www.hrsa.gov/grants/manage/index.html

• The HRSA Grants TA webpage: http://www.hrsa.gov/grants/apply/

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Award Management Tutorial

• Information to assist recipient's with successful administration and fiscal management of their grants.

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Grantee Workshop

• The May and August Grantee workshop slides decks can be found on the HRSA Manage your Grants Webpage.

• Plans for the 2019 Workshop are underway.

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HRSA | Electronic Handbooks Help and Knowledge Base

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Division of Grant Policy ( DGP)

Ericka Williams

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Quick Reminder: System of Award Management (SAM.gov)

SAM.gov new requirements:

All new and renewing registrants will need to provide an original, signed notarized letter to authenticate the authorized Entity Administrator.

If you log in after June 29,2018: create a login.gov user and going forward, you will use your login.gov username and password every time you log in to SAM.gov. Your current SAM.gov username and password will no longer work.

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Implementing Micro-Purchase and Simplified Acquisition Policy Changes and Increased Thresholds

• On June 20, 2018, OMB raised the thresholds for micro purchases from $3,500 to $10,000 and raised the threshold for simplified acquisitions from $150,000 to $250,000.

• OMB implemented increases to the acquisition thresholds, to ensure consistency with The National Defense Authorization Act (NDAA) for FY2018, which became law on December 12, 2017

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Implementing Micro-Purchase and Simplified Acquisition Policy Changes and Increased Thresholds

• The statutory amendments were effective June 20, 2018 and will be incorporated into the next updates to 45 CFR 75 and the Grants Policy Statement (GPS).

• OMB issued an exception allowing recipients to use the new thresholds in advance of the revisions to the FAR

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Implementing Micro-Purchase and Simplified Acquisition Policy Changes and Increased Thresholds

What Non-Federal Entities Need to know:• The 2018 NDAA included provisions delaying the increase of the

micro-purchase and simplified acquisition thresholds until implemented in the FAR at 48 CFR subpart 2.1. However, granted an exception for grants and cooperative agreements to begin using the higher thresholds upon issuance of the OMB memorandum on June 20, 2018.

• Before implementing the changes grantees must update internal policies reflecting the new thresholds in accordance with 45 CFR Section 75.327.

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Division of Grant Management Operations ( DGMO)

Devon Cumberbatch

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Federal Interest and Equipment Reporting

• Recipients must maintain adequate property and equipment records in accordance with 45 CFR Part 75, UNIFORM ADMINISTRATIVE REQUIREMENTS.

• The Tangible Personal Property report, in the form of the SF 428B, is required at grant closeout.

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Equipment Reporting (SF 428)

• Must report on acquired equipment with an acquisition cost of $5,000 or more.

• If equipment is no longer being used for the intended purposes as awarded under a grant, disposition instructions must requested from the agency (SF 428C and S).

• Records for equipment acquired with Federal funds shall be retained for three years after final disposal.

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Real Property

• Disposition instructions must be requested for property that is no longer being used as intended under a grant award.

• Real property acquired with HRSA grant support may not be conveyed, transferred, assigned, mortgaged, or in any other manner encumbered by an awardee, without permission from the awarding agency.

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Questions?

• For Real Property and Equipment Reporting, contact the Grants Management Specialist pertaining to the grant.

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Division of Financial Integrity (DFI)

Stephanie Sowalsky

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Steven’s Amendment

Standard Term 3 on the Notice of Award (NOA):• HRSA requires grantees to use the following acknowledgement

and disclaimer on all products produced by HRSA grant funds:• “This (project/publication/program/website, etc.) (is/was)

supported by the Health Resources and Services Administration (HRSA) of the U.S. Department of Health and Human Services as part of an award totaling $XX with XX percentage financed with nongovernmental sources. The contents are those are those of the author(s) and do not necessarily represent the official views of, nor an endorsement, by HRSA, HHS or the U.S. Government.” For more information, please visit HRSA.gov.”

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Steven’s Amendment

• Grantees are required to use this language when issuing statements, press releases, requests for proposals, bid solicitations, and other HRSA supported publications and forums describing projects or programs funded in whole or in part with HRSA funding.

• Examples of HRSA supported publications include, but are not limited to, manuals, toolkits, resource guides, case studies and issues briefs.

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What is Suspension and Debarment?Importance

Suspension and debarment (S&D) actions serve to protect the government’s interests and ensure the

federal government does business only with presently responsible entities and individuals.

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What is Suspension?Regulations2 CFR 180.1015 Suspension.• Suspension is an action taken by a suspending official under

subpart G of this part that immediately prohibits a person from participating in covered transactions and transactions covered under the Federal Acquisition Regulation (48 CFR chapter 1) for a temporary period, pending completion of an agency investigation and any judicial or administrative proceedings that may ensue. A person so excluded is suspended.

• IMMEDIATE NEED• Quick response to protect the government’s interests.• Temporary

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What is Debarment?Regulations

2 CFR 180.925 Debarment.• Debarment means an action taken by a debarring

official under Subpart H of this part to exclude a person from participating in covered transactions and transactions covered under the Federal Acquisition Regulation (48 CFR chapter 1). A person so excluded is debarred.

• Final decision• Excluded for a period of time.

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Audit Objectives and Findings Suspension and Debarment

• Audit Objectives• For covered transactions determine whether the non-

Federal entity verified that entities are not suspended, debarred, or otherwise excluded.

• Examples of HRSA Suspension and Debarment Findings• No procedures in place to verify whether the organizations

they do business with are suspended, debarred, or excluded.

• Unallowable costs due to payment of salary to an excluded individual.

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Best PracticesSuspension and Debarment

• Know and understand the suspension and debarment regulations.

• Know and understand the HRSA reporting requirements.• Policies and procedures to document and review the

debarment, suspension or exclusion status of all employees, contractors, subrecipients, etc.

• Train Authorized Representatives.• Self-report to HRSA if federal funding is paid to an

excluded party.• Respond to HRSA requests in a timely matter.• Utilize SAM.gov to check for exclusions.

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Contact Information

Wayne BullsDivision of Financial Integrity WBulls@hrsa.gov301-443-7764

Neera AgarwalOITNAgarwal@hrsa.gov301-945-9784

Ericka WilliamsDivision of Grants PolicyEWilliams@hrsa.gov301-443-4489

Melissa ReyesOFAM/ODOM EHB SupportMReyes2@hrsa.gov301-443-5157

Web: https://www.hrsa.gov/about/organization/bureaus/

Twitter: https://twitter.com/HRSAgov

Facebook: https://www.facebook.com/HRSAgov/

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Question & Answer

• Please have your grant number ready

• If we cannot answer your question, we will take your contact information and get back to you

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Upcoming Topics

• Do you have a topic you would like to see presented during an upcoming TA call?

• Email your ideas to HRSAPostAwards@hrsa.gov

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