Presentation on theme: "OMB Uniform Guidance “Super Circular”"— Presentation transcript:
1 OMB Uniform Guidance “Super Circular” Uniform Administrative Requirements,Audit Requirements, and Cost Principles2 CFR part 200
2 2 CFR Part 200 2 CFR Part 200 (published Dec 26, 2013) replaced: Uniform Administrative Requirements:A-102 (State, Local, and Indian Tribal Governments)A-110 (Institutions of Higher Education, Hospitals, & Other Nonprofit Organizations)Cost Principles:A-21 (Educational Institutions)A-87 (State, Local, and Indian Tribal Governments)A-122, (Non-Profit Organizations)Audits:A- 133, Audits of States, Local Governments and Non-Profit OrganizationsInteragency working group
3 2 CFR Part 200 Background on the “Super Circular”: The streamlining was a key component of a larger Federal effort to more effectively focus Federal resources on improving performance and outcomes while ensuring the financial integrity of taxpayer dollars in partnership with non-Federal stakeholdersDeveloped by a working group of the Council on Financial Assistance Reform (COFAR) worked with OMB to developCOFARestablished by OMB Memorandum M & comprised of representatives from the 8 Federal agencies that provide the largest amounts of financial assistance and one additional agency to represent the perspective of other agenciesactivities include providing recommendations to OMB on policies and actions necessary to effectively deliver, oversee, and report on grants and cooperative agreements, as well as sharing with Federal agencies best practices and innovative ideas for transforming the delivery of this assistance.engages relevant stakeholders across Government on key issues to foster more efficient and effective Federal management by coordinating the development and implementation of standardized business processes, data standards, metrics, and information technology.
4 Guidance vs requirements OMB issues guidance to the Federal agencies in Title 2 of the Code of Federal RegulationsFederal agencies adopt the guidance as requirements
5 “Should” vs “Must” Throughout, both “should” and “must” are used “Must” means “required”“Should” indicates best practices or recommended approach
6 Implementation/Effective Date , Agency implementationFederal agencies must implement the requirements to be effective by Dec 26, 2014Audit requirements apply to audits of fiscal years beginning after Dec 26, 2014Administrative requirements and cost principles will apply to new awards and to additional funding (funding increments) to existing awards made after Dec 26. The non-Federal entity may choose to use the previous procurement standards for an additional fiscal and must document this decision in its internal procurement policies.Existing Federal awards will continue to be governed by the terms and conditions of the Federal award, except for Audit
7 HUD implementationHUD’s and other agencies’ implementing regs were published Dec 19 as interim regs; effective Dec 26HUD added new 2 CFR § Applicable regulations.HUD amended 24 CFR Parts 84 & 85:Federal awards are subject to 2 CFR Part 200.Federal awards made before to Dec 26, 2014 are governed by 24 CFR part 84 & 85 (2013 edition), as provided under the terms of the Federal award. Where the Federal award states that the award will be subject to regulations as may be amended, the Federal award is subject to 2 CFR Part 200.
8 Next steps for implementation HUD Transition NoticeHUD will publish conforming program reg amendmentsHUD is identifying handbooks and notices that need to be revised
9 Subpart A: Acronyms & Definitions Acronyms are at the beginning200.1 – , DefinitionsThe 99 definitions are in separate sections (and therefore are listed in the index)Terms are broad to encompass all requirements (administrative, cost principles, audit) and all types of entities receiving Federal awards
10 Key Definitions200.38, Federal award (depending on the context, means the $ or the document)200.40, Federal financial assistance (no change in meaning from previous definitions for administrative requirements, cost principles, and audit requirements)200.69, Non-Federal entity (state, local government, Indian tribe, institution of higher education, or nonprofit that is the recipient or subrecipient)200.74, Pass-through entity (non-Federal entity that subawards to a subrecipient)200.90, State no longer includes Indian tribe (200.54)No effect on funding because eligible applicants are based on the Federal program, not Part 200
11 Definitions – Subrecipient and Contractor Subrecipient means a non-Federal entity that receives a subaward from a pass-through entity to carry out part of a Federal program200.23, Contractor is used rather than “vendor” (used in A-133)Contractor means an entity that receives a contract as defined in ContractLook at the nature of the relationship rather than what the agreement is called; See
12 Subpart B: General Provisions , Purpose: 2 CFR Part 200 establishes uniform administrative requirements, cost principles, and audit requirements for all types of non-Federal entitiesFederal awarding agencies must not impose additional or inconsistent requirements, unlessRequirement based on Federal statute, regulation, or Executive Order,OMB permits an exception in accordance with , orOMB approves information in the Federal award in accordance with
13 ApplicabilityApplicability: describes the applicability of each subparts to types of Federal awardsThe table must be read along with the entire applicability section [NOTE: the table was corrected]The Federal awarding agency will determine applicability and state the applicable requirements in the terms and conditions of the Federal awardLikewise, the pass-through entity must state the applicable requirements for its subrecipients in the terms and condition of each subaward
14 Exceptions 200.102, Exceptions No exceptions from any audit requirementsOnly OMB may allow exceptions for classes of Federal awards or non-Federal entitiesIn the interest of maximum uniformity, OMB will permit exceptions only in unusual circumstancesExceptions on a case-by-case basis may be authorized by the Federal awarding agencyThe Federal awarding agency may apply more restrictive requirements when approved by OMB, or required by Federal statutes or regulations
15 Subpart B -- Preaward & Contents of Awards Most of the provisions in Subpart B apply to the Federal awarding agenciesRequirements for:NOFAsRisk assessment of the awardsStandard applicationsInformation in the Federal award
16 Use of Grant Agreements, Cooperative Agreements & Contracts , Use of Grant Agreements (Including Fixed Amount Awards), Cooperative Agreements, and Contracts:Federal Awarding Agencies must determine appropriate award instrumentIncorporates new coverage on fixed amount awards:Payments are based on meeting specific requirements of the Federal AwardAccountability is based on performance and resultsAward amount is negotiated using cost principles as a guideNo governmental review of the actual costs incurredSignificant changes (i.e., principal investigator, project partner or scope) must receive prior awarding agency written approval
17 Notices of Funding Opportunities Notice of the Funding OpportunityFor competitive grants and cooperative agreements, Federal awarding agencies must announce specific funding opportunities by posting a public notice on the OMB-designated governmentwide Web siteSpecifies a set of six data elements that must be included in the public notice
18 Notices of Funding Opportunities (Cont’d) Full Text of Funding OpportunitiesIdentifies required information that must be included in the full text of each Federal funding opportunityDetailed instructions for the full text of the notice of funding opportunity is included in Appendix 1.This coverage was originally published by OMB at 68 FR (October 8, 2003)Establishes minimum timeframes Federal awarding agencies must generally make all funding opportunities available for application
19 Federal Agency Review of Merit , Federal awarding agency review of merit of proposals:For competitive grants or cooperative agreements, Federal awarding agencies must design and execute a merit review process for applicationsProcess must be described (or incorporated by reference) in funding opportunity
20 Federal Agency Review of Risk , Federal awarding agency review of risk posed by applicants:Federal awarding agencies must have a framework for evaluating the risks posed by applicants before receipt of a federal awardItems that MAY BE considered by Federal awarding agencies include:Financial stabilityQuality of management systemsHistory of performanceReports and findings from audits performed under Subpart FApplicant’s ability to effectively implement statutory, regulatory or other requirements
21 Standard Application Requirements Requires Federal awarding agencies to use OMB-approved application standard information collections to solicit applicationsUse of standard OMB-approved collections is a consistent theme throughout 2 CFR part 200Currently approved OMB Grants Management Forms (and formats) are available on the OMB Web site at:
22 Information Contained in a Federal Award Provides a standard set of 15 data elements which must be provided in all Federal awardsIdentifies coverage which must be included in the general terms and conditionsProvides guidance on Federal Awarding Agency, Program, or Award Specific Terms and ConditionsRequires Federal awarding agencies to include an indication of the timing and scope of expected performance as related to the outcomes intended to be achieved
23 Significant Changes in the Administrative Requirements – Subparts C & D Internal controlProcurementSubrecipient monitoring
24 Performance Management Provides more robust guidance to Federal agencies to measure performance in a way that will help the Federal awarding agency and other non-Federal entities to improve program outcomes, share lessons learned, and spread the adoption of promising practices.Federal awarding agencies must require recipients to use OMB-approved standard government-wide information collections to provide financial and performance information.
25 Performance Management (Cont’d) Recipients must be required to relate financial data to performance accomplishments, and must also provide cost information to demonstrate cost effective practices.The Federal awarding agencies are required to provide recipients with clear performance goals, indicators, and milestones
26 Internal Controls 200.303, Internal Controls (Moved from OMB Circular A-133 and expanded)For Federal awards Non-Federal entities must:Establish and maintain effective internal controlsComply with Federal statutes, regulations, & terms and conditionsEvaluate and monitor complianceTake prompt action on audit findingsSafeguard protected personally identifiable information
27 Payments, Payments:Changes provision on interest earned on advances:Extends to State, local, and tribal governments the existing flexibility in A-110/Part 84 to pay interest earned on Federal advances annually to the Department of Health and Human Services, rather than “promptly” to each Federal awarding agencyInterest amounts up to $500 per year may be retained by the non-federal entity for administrative expenses
28 Property Standards & Equipment Coverage in Property Standards (Sections ) largely reflects A-110/Part 84, Equipment reflects the existing coverage in A-102States must use, manage, and dispose of equipment acquired under a Federal award in accordance with state laws and proceduresOther non-Federal entities must follow the requirements specified
29 Supplies & Intangible Property The definition of supplies in existing guidance includes all tangible personal property that fall below the threshold for equipment. Since, as technology improves, computing devices (inclusive of accessories) increasingly fall below this threshold, this section makes explicit that when they do, they shall be treated consistently with all other items below this level. See , Definition of “Supplies”., Intangible Property:Content of is generally the same as A-110/Part 84, however, the section was reorganized for readability and clarity
30 Procurement Standards The procurement standards (in sections through ) are generally based on the requirements in A-102/Part 85 for state, local and Indian tribal governments, with modificationsStates use their own policies and proceduresAll other non-Federal entities, including subrecipients of a state, must have and follow written procurement procedures that reflect the procurement standards
31 Methods of Procurement , Methods of procurement to be followedThe non-Federal entity must use one of the 5 methods:(1) Micro-purchases for acquisition of supplies or services if aggregate amount does not exceed $3,000 [New method]:Micro-purchase may be awarded without soliciting competitive quotations if the non-Federal entity considers the price to be reasonable(2) Small purchase procedures -- contracts not exceeding Simplified Acquisition Threshold (currently $150,000)
32 Methods of Procurement (Cont’d) (3) Sealed bids (formal advertising)(4) Competitive proposals(5) Noncompetitive proposals – revised to clarify when solicitation of a proposal from only one source may be used
33 Procurement Contract Provisions Refers to Appendix II for provisions that must be included in contracts of non-Federal entitiesThe Appendix provides a description of each provision (and generally gives the legal basis of the provision) so that the non-Federal entity can determine whether the provision is applicable to a contract
34 Subrecipient Monitoring and Management Section explains the roles of subrecipients and contractors so that the non-Federal entity can determine the relationship and the applicable requirementsA non-Federal entity provides a subaward to a subrecipient for the purpose of carrying out a portion of a Federal award and creates a Federal assistance relationship between the non-Federal entity and the subrecipientA non-Federal entity provides a contract to a contractor for the purpose of obtaining goods and services for the non-Federal entity’s own use and creates a procurement relationship between the non-Federal entity and the contractorWhat the document is called does not matter; the relationship is the basis for determining which requirements are applicable
35 Subrecipients Monitoring and Oversight Requirements for Pass-through Entities Includes audit responsibilities that were in A-133The pass-through entity must:Put specific information in the subaward, including indirect cost rateDo a risk assessment to determine appropriate subrecipient monitoring AND must monitor subrecipientsConsider if specific subaward conditions are neededVerify subrecipients have audits in accordance with Subpart FMake any necessary adjustment to the pass-through entity’s records based on reviews and audits of subrecipientsConsider actions to address subrecipient noncompliance
36 Information Contained in a Subaward Following information must be identified to subrecipient at time of award and put in the subaward (and when changes are made to the subaward) ( (a)):Federal award identificationIndirect cost rate for the Federal Award (including if the de minimus rate is charge per Indirect (F&A) costs)Requirements imposed by the pass-through entityRequirement to provide access to records for audit
37 Evaluating Subrecipient Risk to Determine Appropriate Monitoring The pass-through entity must evaluate each subrecipient’s risk of noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward for the purpose of determining appropriate subrecipient monitoring, which may include consideration of factors such as ( (b)):Prior experience with same or similar subawardsResults of previous auditsWhether new or substantially changed personnel or systemsExtent and results of Federal awarding agency monitoring
38 Required Subrecipients Monitoring Procedures When monitoring of subrecipients, the pass-through entity must ( (d)):Review reports required by the pass-through entityFollow-up to ensure subrecipient takes appropriate action on all deficiencies pertaining to the subaward from the pass-through entity identified through audits, on-site reviews, and other meansIssue a management decision for audit findings pertaining to subawards made by the pass-through entityNot new requirement – taken from A-133
39 Additional Subrecipient Monitoring Tools Following tools may be useful, depending upon the risk assessment ( (e))Providing subrecipient training and technical assistancePerforming on-site reviewsArranging for agreed-upon-procedures engagements under , Audit services [in Cost Principles]No listed tool is required nor is the list of tools all inclusiveDetermination on which tools is a matter of judgment for the pass-through entity based upon its assessment of risk
40 Subrecipients: Fixed Amount Subawards Permits a non-Federal entity to make subwards based on fixed amounts (in accordance with ) not exceeding the Simplified Acquisition Threshold (currently $150,000)The prior written approval of the Federal awarding agency is required
41 Methods for collection, transmission and storage of information A new section was added to clearly articulate the treatment of electronic recordsFederal awarding agencies and the non-Federal entities should, whenever practicable, collect, transmit, and store Federal award-related information in open and machine readable formatsFederal awarding agencies or pass-through entities must always provide or accept paper versions of Federal award-related information to and from the non-Federal entity upon request
42 Methods for collection, transmission and storage of information (Cont’d) When original records are electronic and cannot be altered, there is no need to create and retain paper copies.When original records are paper, electronic versions may be substituted through the use of duplication or other forms of electronic media provided that they are subject to periodic quality control reviews, provide reasonable safeguards against alteration, and remain readable.
43 Remedies for Noncompliance Remedies for noncompliance are covered in throughThe sections are generally substantively the same as superseded circulars, with some modificationsThe sections cover actions that may be taken by the pass-through entity, not just by the Federal awarding agency
44 Remedies for Noncompliance Permits the Federal awarding agency (or pass-through entity) to try to remedy noncompliance through additional conditions on the Federal award (or subaward)Expressly references suspension and debarment proceedings and cross-references the government-wide regulation at 2 CFR Part 180
45 Remedies for Noncompliance: Termination , Termination, comprehensively addresses terminationThe Federal award may be terminated by the Federal awarding agency (or pass-through entity) in whole or in part:(1) For failure of the non-Federal entity to comply with the terms and conditions of the Federal award(2) for cause(3) with the consent of the non-Federal entity (the two parties must agree upon the termination conditions, including the effective date and, in the case of partial termination, the portion to be terminated)
46 Remedies for Noncompliance: Termination The Federal award may be terminated by the non-Federal entity by sending to the Federal awarding agency (or pass-through entity) written notification setting forth the reasons for termination, the effective date, and, in the case of partial termination, the portion to be terminated.When the Federal award is terminated, the Federal awarding agency (or pass-through entity) and the non-Federal entity remain responsible for closeout, post-closeout adjustments and continuing responsibilities
47 Closeout, CloseoutThis section should be clearer because the timeframes are based on “period of performance” which must be stated in the Federal award
48 Post-Closeout Adjustments and Collection of Amounts Due , Post-closeout adjustments and continuing responsibilitiesThe adjustment to the Federal award amount based on an audit or other review after closeout must be made within the record retention period, Collection of amounts dueThe collection may happen after the record retention period
49 Subpart E Significant Changes in the Cost Principles Indirect Cost RatesCompensation – Personal Services (time & attendance)Family Friendly PoliciesSupport for Shared Services
50 Collections of Improper Payments , Collections of Improper Payments (new)The costs incurred by a non-Federal entity to recover improper payments are allowable as either direct or indirect costs, as appropriate.
51 Compensation – Personal Services Strengthen Internal ControlsRemoved ExamplesFederal Agencies may approve methods for blended/braided fundsUse of institutional base salary for IHESection Compensation - Personal Services strengthens the requirements for non-Federal entities to maintain high standards for internal controls over salaries and wages and allows for additional flexibility in how non-Federal entities implement processes to meet those standards. In addition, it provides for Federal agencies to approve alternative methods of accounting for salaries and wages based on achievement of performance outcomes, including in approved instances where funding from multiple programs is blended to more efficiently achieve a combined outcome.Paragraphs (a) thorough (h) provide the framework for non-federal entities to properly charge personnel costs to their federal award. The position appointment, reasonableness, outside activities, changes in compensation, incentive compensation and salary basis are all well defined.Paragraph (i) is the area we received many comments. Importantly, paragraph (i)(1) details the requirements for documenting salaries and wages to accurately reflect the work performed and be supported by a system of internal controls.Paragraph (i)(1)(viii) provides the information for review and after the fact adjustments when using interim budget estimates since these before the fact estimates alone do not qualify as support for actual charges to an award.
52 200.432, Conferences Conferences Requires conference hosts/sponsors to exercise discretion and judgment in ensuring that conference costs are appropriate, necessary and managed in a manner that minimizes costs to the Federal award.Allows costs of finding local dependent care --encourages non-federal entities to have family friendly policies allowing the hosts of conferences, the costs of identifying (but not providing) locally available child-care resourcesSection Conferences clarifies allowable conference spending and requires conference hosts/sponsors to exercise discretion and judgment in ensuring that conference costs are appropriate, necessary and managed in a manner that minimizes costs to the Federal award.Importantly too, Section encourages non-federal entities to have family friendly policies allowing the hosts of conferences, the costs of identifying (but not providing) locally available child-care resources. .
53 200.436, Depreciation Depreciation Shift from GASBS # 51 to GAAP Donated assets valued at time of donationDonated assets may be depreciated or claimed as matching but not both.
54 Employee Health and Welfare costs Costs incurred in accordance with the non-Federal entity's documented policies for the improvement of working conditions, employer-employee relations, employee health, and employee performance are allowableIn the past, costs to improve morale were allowable even though costs for entertainment were unallowable. The previous language contained a grey area that could potentially lead to waste, fraud or abuse.The new language under paragraph (a) is very succinct. It says, “ Costs incurred in accordance with the non-Federal entity's documented policies for the improvement of working conditions, employer-employee relations, employee health, and employee performance are allowable.”
55 Indirect Costs 200.414, Indirect (F&A) costs Federal acceptance of approved indirect rate (unless different rate is required by Federal statute or regulation, or approved by a Federal awarding agency head/delegate based on documented justification)New 10% de minimis rateAny non-Federal entity that has never received a negotiated indirect cost rate, except for those non-Federal entities described in Appendix VII may elect to charge a de minimis rate of 10% of modified total direct costs which may be used indefinitely. Importantly, if chosen, the non-Federal entity must use the 10% rate on all federal awards until the entity negotiates an approved rate with their cognizant agency.F&A (Facilities and Administration) is the terminology used by Institutions of Higher Education
56 Indirect costs con’t One time extension of up to 4 years Federally negotiated indirect cost rate to apply for a one-time extension of up to 4 years without further negotiation subject to the approval of the negotiating Federal agencyIf approved, the entity can not renegotiate its rate until the extension period ends.
57 Audit Requirements – Subpart F Increases audit threshold from $500,000 to $750,000Strengthens risk-based approach to determine Major ProgramsProvides for greater transparency of audit resultsStrengthens Federal agency use of the single audit processProvides for public outreach to focus Compliance Supplement on requirements of highest risk
58 Resources Council on Financial Assistance Reform (COFAR): Resources about 2 CFR Part 200, including COFAR issued Q&As https://cfo.gov/cofar/reform-of-federal-grants-policies-2/Uniform Guidance 2 CFR Part 200 – 78 Federal Register (Dec 26, 2013):Technical corrections & Agencies’ implementing regulations – 79 Federal Register (Dec. 19, 2014):
59 Questions Please submit questions to firstname.lastname@example.org. All questions will be reviewed and some may be included in a frequently asked questions document posted on the COFAR website.