Grants Management Ryan White Part A Grantees Victoria

Grants Management Ryan White Part A Grantees Victoria C. Carper Grants Management Officer Chief, HIV/AIDS & Rural Health Branch Division 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 H 89 & X 07 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 üFFR • Submitted and Accepted by HRSA ü 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

Unobligated Balances (UOB) Penalties 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

Important Dates and Deadlines üDECEMBER 31 st • Submit estimated carryover request, including intended use of funds. IF NOT SUBMITTED, NO CARRYOVER WILL BE PERMITTED. ü JULY 30 th – Final FFR Due • Submit final carryover request with FFR or with in 30 days; before: August 29 th. 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 The Instructions link provides additional information about each type of request Click Continue

Prior Approval Request – Created Confirmation Tracking Number Click Continue

Carryover Request Components 1. SF 424 -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)

SF 425 FFR – Part A Carryover Funding Source/Stream Identification A carryover request will not be accepted without the required breakout of the source of all unobligated balances by funding type: a. The Formula amount b. The Supplemental amount d. Prior Year Formula carryover amount e. 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. Supplemental b. Any carryover from a prior year

Carryover Approval Is Official, when - ü 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 purpose Incorrect identification of funding source Attempting to carryover funds for multiple years Carryover 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