1. Grants Management Ryan White Part A Grantees
Victoria C. Carper
Grants Management Officer
Chief, HIV/AIDS & Rural Health Branch
Division of Grants Management Operations
Office of Federal Assistance Management

2. Objectives Review 2 common actions: FFR/Carryover
Identify key components of a successful carryover request
Highlight special aspects of Ryan White Funding and important deadlines
Carryover request submission in EHB
Flag common pitfalls

3. Definitions and Distinctions
Obligations – Expended Federal funds
Unliquidated Obligation – Costs incurred or committed by the grantee but not yet paid
Not eligible to be carried over
Unobligated Balance - Federal funds remaining at the end of a budget period
Only funds listed in the Unobligated Balance on the FFR are eligible for carryover

4. Federal Financial Report (FFR)
Reminders – Annual FFR Due: 7/30/13
Grantees who had not submitted an FFR by 7/16/12; should have received a system generated (see Sample handout)
HRSA Grants Management Specialist
Performs an analysis of the FFR –
-Reviews the FFR in conjunction with prior Notice of Award (NOA) funding requirements
-Reconciliation of the FFR with PMS funds disbursement data

5. Important FFR Reminders:
Accurate & timely submission is key
The need to made changes should be RARE
GMS Requests to make corrections need expedited attention & quick response
Corrected/Revised FFR’s need to be resubmitted immediately
Only an FFR that has been accepted by the HRSA GMS is considered valid & complete

6. FFR Assistance
July 2013 Quick Reference Guide was posted on the HRSA website:
“Manage Your Grant”
Right side of the page – Under: Technical Assistance: User Guides:
HIV/AIDS FFR Guide
(for H89 & X07 UOB)

7. Federal Financial Report (FFR)

8. Payment Management System
Grantees need to:
-At least Quarterly PMS access to confirm that all appropriate funds have been drawdown properly.
-Ensure data entered on FFR matches information in the PMS account
-Quickly respond to any inquiries from the GMS regarding discrepancies between FFR & PMS accounts

9. Requirements Prior to Carryover
FFR -
Submitted and Accepted by HRSA
Notice of Award
For the current fiscal year must be issued

10. Prior Approval Requirement
Carryover of funds requires HRSA prior approval:
HRSA Program Staff Review - Assess program specific requirements
HRSA Grants Management Specialist Analysis
- Review, Validation and Acceptance of the FFR
-Creates the carryover approval NOA Or disapproves request
Grants Management Officer – Review and release of NOA

11. Unobligated Balances (UOB) Penalties
Grantee are subject to penalties if the unobligated balances of formula exceed 5%;
Future year award is offset by the amount of UOB less approved carryover amount;
Future year award is reduced by amount of UOB less the amount of carryover approved; and
The grant is not eligible to receive future year supplemental funding

12. Important Dates and Deadlines
DECEMBER 31st-
Submit estimated carryover request, including intended use of funds. IF NOT SUBMITTED, NO CARRYOVER WILL BE PERMITTED.
JULY 30th – Final FFR Due
Submit final carryover request with FFR or with in 30 days; before: August 29th.
FAILURE TO MEET DEADLINES WILL RESULT IN CARRYOVER DENIAL.

13. Failure to make a timely request and
Per HHS Grants Policy
Failure to make a timely request and
Obtain required agency prior approval from the GMO may result in
the disallowance of costs,
termination of the award,
or other enforcement action within the HRSA’s authority.

14. Navigate to Prior Approval Requests
New/Existing link

15. Prior Approval Requests – Begin New Request
Click GO to
Begin New Request

16. Prior Approval Requests – Select Type of Request
The Instructions link provides additional information about each type of request
Click
Continue

17. Prior Approval Request – Created Confirmation
Tracking Number
Click
Continue

18. Carryover Request Components
SF424-A Line item budget breakout (including Part A identification of funding source/stream) with
Corresponding narrative description of activities not completed (identify barriers) and
Justification of the proposed use of funds in relation to the previously approved program goals and objectives (state steps taken to avoid barriers previously identified from prior year)

19. SF425 FFR – Part A Carryover Funding Source/Stream Identification
A carryover request will not be accepted without the required breakout of the source of all unobligated balances by funding type:
a. The Formula amount b. The Supplemental amount d. Prior Year Formula carryover amount e. Prior Year MAI carryover amount (as applicable)
Some funding sources MUST be used in the year in which they are awarded, and are not eligible for carryover. These are:
Supplemental
Any carryover from a prior year

20. Revised Notice of Award It’s very important to:
Carryover Approval
Is Official, when -
Revised Notice of Award
It’s very important to:
Review Terms of Award for information regarding approval

21. Common Carryover Myths
It’s a good idea to reserve money periodically throughout the budget year so carryover funds are available for the grantees use in the following year
Grantees can keep whatever funds are “leftover”
Grantees can rebudget component funds as they see necessary
Grantees can request carryover of funds solely to spend down available unobligated funds and zero out their account
Since the funds were already awarded to my grant a reasonable carryover is pretty much guaranteed

22. Most Common Reasons Carryover Request are Disapproved:
Funds are requested for inappropriate items; EX: Restricted funds requested to be carried over and used for another purpose Incorrect identification of funding source Attempting to carryover funds for multiple years Carryover request submitted in EHB after required deadline

23. Most Common Reasons Carryover Requests are Delayed:
FFR has not been submitted
FFR was incorrectly submitted/requires revision
FFR does not match funds in PMS account
Funding stream/component breakout not submitted or properly explained

24. Points of Contact ?’s on your individual grant/carryover:
Grants Management Specialist identified on the most recent NOA
?’s on Payment Management System:
(877)
(Click on contact list)
?’s related to this presentation: