ezFedGrants Update

NIFA FY 17 & 18 Capacity Programs Evans-Allen (Section 1445) McIntire-Stennis Cooperative Forestry Research Program The Hatch Act of 1887 (Regular Research) The Hatch Act of 1887 (Multistate Research Fund) Animal Health and Disease Research Program Expanded Food and Nutrition Education Program Extension at 1890 Land-grant Colleges (Section 1444) Joint Cooperative Extension Programs at 1862 Land-Grant Institutions and University of the District of Columbia CES at 1862 Land-grant Institutions (Smith-Lever Special Needs) Renewable Resources Extension Act Program Research and Extension Programs processed through ezFedGrants. If you don’t work on these programs, you don’t need to get access at this time. FOR NIFA AWARDS. Your access for other agencies, under the same DUNS number will allow you access to NIFA agreements, now and in the future.

Status 522 Active FY 2017 agreements Ongoing amendments for FY 2017 FY 2018 capacity RFAs published on Grants.gov in early August, due Sept. FY 2017 capacity annual SF425 must be submitted through ezFedGrants Reports made available October 1, 2017 Due by December 29, 2017 Examples of types of amendments: release of funds, change in AR/PD, matching waiver actions. Received 445 FY 2018 applications as of 10-13-17. Due date has been standardized for all programs. All now due 90 days after the period of performance annual end date. This is a change for some programs that used to be due in the spring around the time of the POW annual report due dates.

SF 425 Submit using system’s electronic workflow School must have users with roles in ezFedGrants Report is available in your “Pending Reports” tile Pre-populated template Instructions how to submit can be found www.nfc.usda.gov/ezfedgrants “Recipient Report Submission” NIFA sent one message to impacted schools with documentation how to submit SF425 in late Sept. Will send reminders. NOTE: as of 10/1 – all NIFA recipients except 13 schools have at least one registered user. We will be reaching out to those that don’t.

ezFedGrants Client Page Access for EXTERNAL USERS www.nfc.usda.gov/ezfedgrants Start at this page for resources and to launch the application. Job aides under the training hat icon.

What has NOT changed for NIFA applicants Applicants apply through Grants.gov Grantees utilize Treasury’s ASAP system to draw funds Capacity reporting remains the same in REEport and in Plan of Work NIFA’s competitive awards will not be managed in ezFedGrants until a later date

ezFedGrants use by USDA agencies da.gov/FSS/Training/Online/ezFedGrants/Resources/JA-_Functions.pdf This is also under the training icon. Compares how different USDA agencies are using the system.

Update – DUNS Pilot

NIFA Grants and Applications: NIFA issues grants to universities and programs Eligible universities, schools and programs apply NIFA grants funds Grants Applicants from different schools Eligible programs apply NIFA grants University/School System Administrator/Dean Univ of MD School System Administrator/Dean Univ of MD School System Administrator/Dean NIFA RFA Issued to Schools and Universities Campus A Campus B Campus Z Sub School a Sub School x Sub School z Sub School y Grants Management Office issued RFA and receive applications through grants.gov

Recommendation – Use Department Field on SF-424 R&R Department field on 424 R&R must be completed and match eligible department from the RFA

Proposed NIFA Policy Changes Mandatory Use of Department Field Description NIFA policy will require that the Department Field be completed on the 424 and aligned with program eligibility (i.e. entering specific school or department level - forestry funds should be going to the forestry school) NIFA Pros Traceability of eligibility to receipt of funds (through back-end) Allows NIFA to specify eligible departments in RFA No change in ezFedGrants Business Partners University Pros Simple to implement

Debrief - FY18 Capacity DUNS Pilot 432 applications received 98% DUNS matched Appendices 80% Legal Name Dept matched Appendices 32% Increase in Use of Legal Name Dept Field

Update – CFDA Numbering Change

CFDA Numbers Break out of CFDA 10.500 for each ag extension program 10.500 would remain a general ag extension program CFDA 11 new CFDA numbers total Grouped by purpose and authority Applies to new awards; not retroactive

CFDA Number Implementation For capacity awards, FY 2019* For other competitive extension programs, TBD *FY 18 capacity awards will be issued under 10.500

CFDA Implementation cont’d Requires updates to NIFA IT systems Grantees will also need to make updates to their systems Point of Contact: Ruth Dunmore at rdunmore@nifa.usda.gov

10.511 – Smith-Lever 10.512 – 1890 Extension 10.513 – 1890 Facilities 10.514 – Expanded Food & Nutrition Ed Prog 10.515 – Renewable Resources Ext Act 10.516 – Rural Health and Safety Education 10.517 – Ext Svcs at 1994 Inst 10.518 – Food Animal Residue Avoidance Datatbase 10.519 – Grants to Youth-Serving Inst 10.520 – Ag Risk Management Ed Partnership 10.521 – Children, Youth, & Families At-Risk

Cost Sharing or Matching Follow Uniform Guidance, 2 CFR 200.306 requirements. Third party-in-kind match must be valued in accordance with 200.306 Follow limitations of the award If indirect costs unallowable under award, unallowable as match If there is a cap, and the cap is met under the Federal share of the award, cannot count matching funds

To count as match, funds must be: Verifiable in institution records Not included as contributions for any other Federal award Necessary and reasonable for accomplishment of project or program objectives Allowable under the Cost Principles Non-federal funds

For 1890s and Insular Areas Only 7 CFR 3419 Update For 1890s and Insular Areas Only NIFA preparing to publish a Notice of Proposed Rulemaking in the Federal Register to update this rule When published, NIFA will notify institutions via website and emails Sign up for notifications about regulatory actions on NIFA’s website! Institutions will have 60 days to submit comments

Time and Effort Reporting NIFA Fact sheet released September 20, 2017 https://nifa.usda.gov/resource/time-and-effort-reporting-omb-standards

This is part of Financial Management Standards 2 CFR 200.302 Segregation of Funds Must identify, in its account, all Federal awards and expenditures by: Program Federal Award Identification Number (FAIN) Year CFDA number Federal agency and pass-through agency (if applicable). This is part of Financial Management Standards 2 CFR 200.302

Accounting Records Adequately identify grant funds (Awards, obligations, assets, liabilities, income and expenditures); Supported by source documentation; Must be maintained in accordance with GAAP

Source Documentation Costs must trace to authorizing document Proof that costs are allowable & allocable If no documentation, cost is not allowable

Capacity Grant Updates Allowable/Unallowable costs Terms and Conditions Budgets NIFA Policy Guide

Capacity Terms and Conditions Implemented in November 2016 Part of Notices of Award for FY 2016 and FY 2017 awards Incorporates 2 CFR part 200 Captures info from previous Admin Manuals not found in NIFA Policy Guide Includes unallowable costs https://nifa.usda.gov/resource/capacity-award-terms-and-conditions-november-2016

Capacity Grants --Grant Application Submissions -Budget (FY 2020) -Via grants.gov -SF-424R&R Cover Sheet -Budget (FY 2020) --SF 425 Financial Reports -Submitted via ezFedGrants

NIFA Policy Guide In process of being updated Will incorporate Uniform Guidance Updated Terms and Conditions Previous unresolved feedback Will have opportunity for review and comment Estimated timeframe: Q1 FY 2018