HRSA Grantee Conference Call and QA October 2019

HRSA Grantee Conference Call and Q&A October 2019 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 2

Agenda • Welcome • Reminders • DGP Updates • Closeout Process • DFI Fiscal Technical Assistance • Q&A 3

Welcome • HRSA Contact Center hours: 8 a. m. to 8 p. m. (ET) • HRSA Contact Center number: (877) 4644772. 4

Reminders • Payment Management Services (PMS): 877 -614 -5533 or https: //pms. psc. gov/ • Bureau of Primary Health Care: 1 -877 -974 -2742. or http: //www. hrsa. gov/about/contact/bphc. aspx 5

Reminders - continued • 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/ 6

SAM. GOV AND Grants. gov • Update your SAM. gov and Grants. gov registrations. • SAM. gov and Grants. gov are free • Expired registrations will not receive HRSA funding 7

Become a HRSA Grant Reviewer HRSA has specific interest in the following areas: • Health Professions training • HIV/ AIDS • Maternal and child health • Organ transplantation • Primary care for underserved people • Rural health • Register in the HRSA Reviewer Recruitment Module (RRM) • https: //rrm. grantsolutions. gov/ Division of Independent Review 8

Grantee Workshop • Plans for the 2020 workshops are under way • Rockville, MD in May • Chicago, IL in June • Seattle, WA in July 9

HRSA | Electronic Handbooks Help and Knowledge Base 10

Division of Grant Policy ( DGP) Ericka Williams 11

The New Unique Entity Identifier (UEI) Starting December 2020, the D-U-N-S® number will no longer be the official identifier for doing business with the U. S. Government. • What Is a UEI? • The number assigned to an organization that does business with the Federal Government. • What is changing? • The unique entity identifier used to do business with the government is changing. • The process to get a unique entity identifier to do business with the government is changing. 12

The New UEI Transition Timeline Over the next 14 months The United States General Services Administration (GSA) plans to: • Phase-out the D-U-N-S® number • Introduce a new unique Entity ID, generated in the System for Award Management (SAM. gov) • Make it easier to request an Entity Identifier • Receive continued support from Dun & Bradstreet (D&B) during the transition • Retain D-U-N-S ® numbers already assigned to records for historical purposes For more information please visit: https: //www. gsa. gov/entityid 13

Health and Human Services (HHS), Office of Inspector General’s (OIG): Grant Self-Disclosure Program • HHS grant recipients or subrecipients must disclose evidence of potential violations of Federal criminal law involving fraud, bribery, or gratuity violations, potentially affecting the Federal award. • The HHS OIG Grant Self-Disclosure Program provides HHS award recipients and subrecipients with a framework for disclosing, coordinating, evaluating, and resolving potential violations of law relating to their awards or subawards. 14

HHS OIG Self-Disclosure Program • What should an award recipient or subrecipient do? : • • investigate the potential violation; assess any losses suffered by the Federal programs; take corrective action; and make full disclosure to the appropriate authorities • To ensure an efficient evaluation of disclosed matters, disclosers should complete the HHS OIG Grant Self-Disclosure Submission Form • Disclosures may be submitted to: grantdisclosures@oig. hhs. gov, or Office of Counsel to the Inspector General Office of Inspector General U. S. Department of Health and Human Services Grant Self-Disclosures 330 Independence Avenue, SW Cohen Building, Room 5527 Washington, DC 20201 15

Data Analytics and Compliance Branch (DACB) Maya Fryar 16

The Closeout Process Types of Closeouts Document Closeout • The end of a competitive segment of a grant (up to five years). • Future funding • Financial reconciliation required Grant Closeout • The end of the performance period and there will be no further funding • No future funding • Financial reconciliation and programmatic reports required 17

The Closeout Process Financial Reconciliation – Payment Management System • “A one-stop shop for grant payments” – https: //pms. psc. gov Recipient responsibilities: • Request/drawdown funds • Report cash disbursements • Maintain accounting records 18

The Closeout Process Financial Reconciliation – PMS Charge Advances • Immediate disbursement and reimbursement • Costs incurred within budget/project period • 90 -day liquidation period • Expired grant payment request • Costs incurred • Allowable costs • Late payment explanation 19

The Closeout Process Financial Reconciliation – PMS Disbursements • Cumulative • Federal Cash Transaction Report (FCTR) • December 31 – due by January 30 • March 31 – due by April 30 • June 30 – due by July 30 • September 30 – due by October 30 • REMINDER: update every quarter! 20

The Closeout Process Financial Reconciliation – Reconciling PMS with EHBs • Cumulative vs. reporting periodspecific • PMS disbursements = PMS drawdowns* = EHB Final FFR expenditures • REMINDER: maintain financial records! *Exception with pooled accounts 21

The Closeout Process Financial Reconciliation – EHBs Final FFR • Final FFR must not include unliquidated obligations • Final FFR must account for all funds awarded by the project period end date 22

Division of Financial Integrity (DFI) Wayne Bulls 23

DFI Fiscal Technical Assistance Introduction Division of Financial Integrity (DFI) Office of Federal Assistance Management (OFAM) Health Resources and Services Administration (HRSA)

Single Audit Submission Single Audit Resolution - Overview • **Any recipient (including sub-recipients) of a federal award that expends $750 k in federal funds (total) is required to perform a Single Audit. • 45 CFR 75 Subpart F • DFI is responsible for resolving audit findings and recommendations from audit reports which pertain to HRSA programs. • DHHS/OIG/NEAR transmits audits with HRSA findings to DFI. 25

Delinquent Audits • DFI follows-up with grant recipients who are determined delinquent in submitting their fiscal year single audit report to the federal audit clearinghouse (FAC). • Email Communication • Phone Communication • Banner in Electronic Handbooks • DFI continues to follow-up with the grant recipient until the delinquent single audit is resolved. • SARFollowup@hrsa. gov 26

Delinquent Audits • Other Actions that can be taken such as: • • • Draw-down restriction Reimbursable draw-down Withholding a percentage of federal funds Suspending Federal Funds Termination of grant Remember: Lack of response to HRSA’s notifications and/or repeated delays in submission of the SAR to the FAC will likely result in further action 27

Contact Information Wayne Bulls, Auditor Office of Federal Assistance Management/DFI Health Resources and Services Administration (HRSA) Email: wbulls@hrsa. gov Phone: (301) 443 -7764 28

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 29

Contact Information Wayne Bulls Division of Financial Integrity WBulls@hrsa. gov 301 -443 -7764 Ericka Williams Division of Grants Policy EWilliams@hrsa. gov 301 -443 -4489 Haleh Sepasi Division of Independent Review hsepasi@hrsa. gov 301 -443 -4250 Melissa Reyes OFAM/ODOM EHB Support MReyes 2@hrsa. gov 301 -443 -5157 Web: https: //www. hrsa. gov/about/organization/bureaus/ Twitter: https: //twitter. com/HRSAgov Facebook: https: //www. facebook. com/HRSAgov/ 30

Upcoming Topics • Do you have a topic you would like to see presented during an upcoming TA call? • Email your ideas to HRSAPost. Awards@hrsa. gov 31