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Navigating Government Grants Stacy Ruble March 13, 2015.

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1 Navigating Government Grants Stacy Ruble March 13, 2015

2 Topics for Today  Searching for government grants  Differences and similarities between government grants (federal, state) and foundation grants (family, corporate, community)  Regulations for federal grants  Managing government grants post-award  Reporting and communication with government funders post-award

3 Don’t be scared! We will go slow This is an overview You will get to practice We will have time for questions

4 What has been your experience? If you have ever applied for a grant…  Was if a government or foundation grant?  How long was it?  Did you communicate with the funder in advance?  Were you successful?

5 Government Grants  Directly from federal agency  Passed through from a federal agency through another agency to you  State funding  Local funding  Typically in the form of grant or cooperative agreement

6 Foundation vs Government Grants - Generally Foundations  Relationship building  Shorter  Content tends to be more basic  Online apps – complete online  No set regulations  Less reporting Government  No relationship  So long. Lots of attachments  Set objectives. Evaluation.  Upload online.  Government regulations  More reporting Similarities – need solid project idea and good writing skills. Must follow the rules they provide. You will get less than you ask for. Competitive.

7 To Apply for Federal Grants:  Have a Federal ID number  Have a DUNS number  Be registered in  Be registered in  Sometimes also have to be registered in a federal agency grant system This takes time! Do NOT wait until the last minute. Make sure that you keep your registrations active.

8 Searching for Federal Grants



11 Tips  Opportunity status: Open now, or if closed can put into your grant calendar  Funding instrument type: grant, cooperative agreement  Eligibility: Find your own entity, and entities you could partner with  Category: Do not limit your options here unless just cannot narrow down the list  Agency: Use this if you know what the agency is or to narrow down options  Browser – IE, Firefox, Chrome, Safari all compatible (but I have had trouble with Chrome downloading the right version of Adobe)  Must have latest version of Adobe (but may need older version of Adobe to do reporting)  Sign up for RSS feed and/or email alerts



14 What terms would you search for? Partner activity


16 Export Results Result OPPORTUNITY NUMBEROPPORTUNITY TITLEAGENCY NAMEOPEN DATECLOSE DATE OVW-2015-4037 OVW FY 2015 Rural Sexual Assault, Domestic Violence, Dating Violence and Stalking Program Office on Violence Against Women1/21/20153/4/2015 OVW-2015-4025 OVW FY 2015 Transitional Housing Assistance Grants for Victims of Sexual Assault, Domestic Violence, Dating Violence, and Stalking Office on Violence Against Women1/13/20152/24/2015 OVW-2015-4026 OVW FY 2015 Training and Services to End Violence Against Women with Disabilities Grants Program Office on Violence Against Women1/7/20152/19/2015 OVW-2015-4044OVW FY 2015 Tribal Sexual Assault Services Program Office on Violence Against Women12/31/20142/24/2015 OVW-2015-4032 OVW FY 2015 Grants to Reduce Sexual Assault, Domestic Violence, Dating Violence, and Stalking on Campus Program Office on Violence Against Women2/7/20153/20/2015 OVW-2015-4046 OVW FY 2015 Consolidated Grant Program to Address Children and Youth Experiencing Domestic and Sexual Assault and Engage Men and Boys as Allies Office on Violence Against Women2/6/20153/19/2015 OVW-2015-4031 OVW FY 2015 Grants to Encourage Arrest Policies and Enforcement of Protection Orders Program Office on Violence Against Women2/11/20153/24/2015

17 Federal Program Announcement Template A. Program Description  Intent, goals, history, priority areas B. Federal Award Information  Funding available, number of awards, type of financial assistance C. Eligibility Information  Eligibility, pre-requisites, match requirements D. Application and Submission Information  Content of application, due date, how to submit E. Application Review Information  Review criteria, review and selection process, when will be announced (rare) F. Federal Award Administration Information  Regulations, reporting G. Federal Awarding Agency Contacts

18 Review the RFP - Should you apply?  Eligibility  Deadline  Does your mission and intent match the funder?  Geographical area  Budget minimums and caps  Match requirements  Pre-requisites (e.g. community needs assessment, planning grant, environmental survey)  Competitiveness  Priority areas  Impact on your agency

19 Key Tip for Finding Additional Information Check out the federal agency’s website for:  Prior funded projects  Agency regulations  Samples or templates  FOIA


21 Department of Justice – Office on Violence Against Women has listing by year - by state and by program.



24 Practice time! You can use your laptops or tablets to practice searching.

25 State government grants Not so easy in Virginia…

26 Some State Agencies with Grant Programs  Board for People with Disabilities  Commission for the Arts  Commission for Healthy Youth  *Aging and Rehabilitative Services  *Agriculture and Consumer Services  *Behavioral Health and Developmental Services  *Conservation and Recreation  *Criminal Justice Services  *Education  *Emergency Management  *Fire Programs  *Game and Inland Fisheries  *Health  *Housing and Community Development  *Rail and Public Transportation  *Social Services *Department of

27 State Agency Tips  You may need to do some hunting  Not all state agencies that issue grants have information on their websites  You may need to talk to other entities that you know receive money from that agency to determine what is available or who to contact

28 Sometimes it is easy to find – here is an example of a link directly from the agency’s home page

29 In this case, grants were one click away. By clicking on “Programs” on their home page you can reach their grant program. Note – this grant program is for individuals.

30 For this agency, putting “grants” in their search box provides list of links associated with grant opportunities. This is not always the case.

31 DJJ has grant information, but does not actually provide any grant funding.

32 DCJS administers a significant number of grant programs, so their homepage has multiple links to grant information.

33 Lots of links to grant programs!

34 DBHDS does do grants, but you cannot tell that from their website. This is probably because their grants are open to finite groups. So by not listing those opportunities they limit calls, emails, and inquiries from ineligible entities.

35 Key to the Process & Your Future Success If you are not successful in getting your grant, ask for feedback on the proposal. Typically with federal grants they will provide this to you in writing. With state grants, it depends on the funder, but often they will give you verbal feedback.

36 Local government grants  These do exist in some communities  Typically are passed through from state or federal funds  Or are from the local unit of government’s budget, and therefore are not issued as grants but instead are lobbied for or requested as part of the budget process

37 Questions on finding government grants?

38 Break!

39 Post-Award Regulations, management, reporting, and communicating

40 Regulations  Federal government-wide regulations – Uniform Guidance  Federal or state agency-specific regulations  Programmatic guidelines or regulations for a particular grant program  Will be referenced in your award document  You are responsible for knowing and following them

41 Supercircular= Cost Prin. Admin Req A-133 Policy Changes Uniform Guidance Title 2 Grant Agreements Part 200 - UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS

42 Uniform Guidance  Combined prior regulations – Cost Principles, Uniform Administrative Requirements, and A-133 Single Audit Requirements  Was issued December 26, 2013  Went into effect for any financial assistance issued on or after December 26, 2014, or for any grants or cooperative agreements with budget increases after that date  Also called “Supercircular”  Uniform Guidance regulations Uniform Guidance regulations  Links for resources, crosswalk documents, FAQs, training:

43 Cost Principles Describes select items of cost Includes prior approval requirements Explains indirect costs There were 4 sets:  Educational institutions: 2 CFR 220/A-21  Hospitals: 45 CFR Part 74  Nonprofits: 2 CFR 230/A-122  State, local & tribal govts: 2 CFR 225/A-87

44 Cost Principles Continued  Costs – allowability, allocability, reasonableness  Indirect costs (overhead, F&A)  Considerations of select items of cost  Not an exhaustive list  Tells you if generally the item is allowable or not Example:  §200.422 Advisory councils.  Costs incurred by advisory councils or committees are unallowable unless authorized by statute, the Federal awarding agency or as an indirect cost where allocable to Federal awards. See §200.444 General costs of government, applicable to states, local governments and Indian tribes.

45 Uniform Administrative Requirements  Were two sets:  2 CFR 215: Educational institutions, Hospitals, Nonprofits (formerly A-110)  A-102: State and local governments Preaward Application forms, debarment & suspension, etc Post award Financial & program management Property standards Procurement standards Reports and record keeping Termination and enforcement After the award E.g. closeout

46 Uniform Administrative Requirements Cont. Financial & program management  Tracking grant dollars, internal control requirements, match, program income, prior approvals Property standards  Definitions, insurance, tracking, record keeping, allowable uses, inventory Procurement standards  Methods of procurement, competition requirements, record keeping Reports and record keeping  Financial reporting, program reporting Record retention Remedies for noncompliance

47 A-133 Audit requirements  How often  Who needs one ($750,000)  Picking an auditor  Submitting the audit to the Federal Audit Clearinghouse


49 Learning the Rules – Partner Activity  How familiar are you currently with the Uniform Guidance?  If you are not familiar, is there someone else at your agency who is?  How will educate yourself?  Who else at your agency needs to be educated?

50 Federal Agency Regulations

51 Managing, Reporting, Communicating

52 Managing  Know the regulations  Review your award document carefully  How will you track your finances?  How will you track your programmatic activities?  Make sure each project objective is assigned to someone  Who is responsible for these tasks?  Who is the backup in case of a lottery winning?

53 Financial Reporting  Track income – drawdown or reimbursement  Track expenses – must have documentation for all costs  Track match, with documentation  Make sure various reports jive – reimbursement request, financial report, progress report  If you make an error, talk to funder about how to fix it  Make notes for your self to remind you why you did certain things  Record retention – 3 years after you submit final financial reporting form

54 SF-425 Federal Financial Report

55 Programmatic Reporting  At the BEGINNING of the grant, familiarize yourself with reporting requirements  How often  What information – specific data elements  Process – paper, online, database  Be honest and thorough  Your report needs to stand on its own  Generally – projected vs. actual, reasons for objectives not met, AND how you fixed the problem  Could also include unit cost data and completing data collection reports


57 Communicating with Funders  They do NOT like surprises – keep them informed (in between reports) of:  Staff changes  Problems (and how you solved them)  Big successes  Name changes  Ask questions – this is NOT a case of do first and ask for forgiveness later  Prior approvals – ask if not sure! In writing. To correct person.  If you are not going to meet your objectives, talk with funder – without an explanation this could hurt continuation or future funding  Be prepared for monitoring – site visits, desk reviews, audits

58 Potential Sanctions from Funders  Simply technical assistance (TA)  Required training or TA  More monitoring, reports, prior approval requirements, etc.  Cost disallowances  Temporarily withholding funds  Suspend grant activities  Terminate the grant  Audit findings

59 Websites   Uniform guidance information from COFAR:  Uniform guidance link: idx?SID=6214841a79953f26c5c230d72d6b70a1&tpl=/ecfrbrowse/Title02/2cfr2 00_main_02.tpl (websearch Uniform Guidance eCFR) idx?SID=6214841a79953f26c5c230d72d6b70a1&tpl=/ecfrbrowse/Title02/2cfr2 00_main_02.tpl 

60 Questions?

61 Reflection activity What are three things you will do as a result of this training?

62 Thank you! Stacy Ruble, MS Nonprofit Learning Point Instructor March 13, 2015

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