Presentation on theme: "ADMINISTRATIVE MANAGEMENT OF HRSA GRANTS"— Presentation transcript:
1 ADMINISTRATIVE MANAGEMENT OF HRSA GRANTS Vera M. MessinaLead Grants Management SpecialistDepartment of Health and Human ServicesHealth Resources and Services AdministrationOffice of Federal Assistance Management
2 ObjectivesWalk through post-award administrative management of HRSA grants:Prior approval requestsResponse to grant conditions and/or terms
3 Prior Approval Procedures Any changes in the scope or budget that may significantly impact the project or materially impair the ability to meet objectives.What type of changes require prior approval from HRSA?
4 Prior Approval Procedures Most common actions requiring HRSA prior approval:Change in project director/other key personnelRequires request from Authorized Representative and resume/CV for proposed staffBudget RevisionsUsually for changes of more than 25% of total budgetSome programs require prior approval for all budget revisionsRequires SF424-A, line item budget and narrative justification
5 Actions Requiring HRSA Prior Approval Carryover of unobligated funds into the subsequent funding periodrequest should be submitted at the same time as the SF-425 Federal Financial Report (FFR) and must include an SF424-A, line item budget, and narrative justificationshould include details as to how the carryover will be used to complete the previously approved goals and objectives of the programshould not be requested solely in order to spend down available unobligated fundsCarryover is not always guaranteed
6 Actions Requiring HRSA Prior Approval No-Cost Extensions: A request to extend the final project period up to one year beyond the original expiration date shown on the NGA.No additional funds are required to be obligated by the awarding agency, there will be no change to the project scope or objectives and any one of the following applies:Additional time beyond the established expiration date is requiredContinuity of Federal grant support is required while a competing continuation application is under reviewThe extension is necessary to complete the original approved aims of the project.Must be submitted no less than 30 working days prior to the end of the project period
7 Actions Requiring HRSA Prior Approval Change in scopeInclusion of costs that require prior approvalEquipment, foreign travel, training stipendsContracting for substantive programmatic workTransfer of funds allotted to trainingAbsence of project director for more than 3 months or a 25% reduction in time devotedNeed for additional Federal fundsChange of grantee organizationPre-award costsProgram specific items
8 Prior Approval Procedures Some programs waive certain prior approval requirements such as for carryover or grant extensions under “expanded authorities”Prior approval requests must be submitted through the EHB Prior Approval areaAfter review by the program officer and grants management specialist, approval is official when a Notice of Grant Award is issued reflecting the approved request
9 Response to Grant Conditions Award-specific terms and conditionsHRSA may include terms or conditions on the NGA that address concerns applicable to that recipient only or all recipientsFor example, due to concerns about a recipient’s financial management systems, a condition of award may request submission of a recent audit.Conditions have specific due dates and deliverables and submission is through the EHB; terms may or may not require a response and can be informational only
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