1. 1 CARRY-OVER BUDGET (COB) REQUESTS WHY AND HOW TO SUBMIT THEM

2. 2 Why to submit carryover request All UCEDD grants are considered discretionary grants and generally are funded in multi-year projects. These grants are generally funded in 12- month periods. The funds used to support the UCEDD projects are annual appropriations and UCEDDs are required to use the core grants in the budget period they are awarded and for the activities approved for that same budget period. If a justified reason occurred within any budget period and the UCEDD had unobligated balances of funds; the UCEDD can submit a carryover request.

3. 3 BEFORE CONSIDERING A REQUEST IDENTIFY Activities that were in the 5-year plan that the UCEDD did not complete in the current year The reasons why these activities were not accomplished A plan for accomplishing those activities in the upcoming year

4. 4 WHAT TO SUBMIT: ORIGINAL COPY An original request must be submitted on university letterhead signed by the authorizing official If the authorizing official has changed since you last submitted paperwork to ADD, include an official letter from the university that states that this change has taken place.

5. 5 WHAT TO SUBMIT: PROGRAMMATIC INFORMATION Detailed description of the objectives/goals not completed Explanation as to why the objectives/goals were not completed Explanation of how the unmet objectives/goals will be met in the coming year Explanation regarding the impact to the project should the request be denied

6. 6 WHAT TO SUBMIT: BUDGET INFORMATION Detailed budget and budget justification that supports the work to be completed and the proportionate non-Federal share (25%) Copy of the current indirect cost rate agreement, if charging indirect in the carry over Original copy of the SF424 signed by the authorizing representative SF424A An updated and accurate SF 269

7. 7 WHAT TO SUBMIT: ACCURATE & CURRENT SF-269 One of the requirements for a carry-over request is an current and accurate SF-269 for the year from which the funds are carried over A current SF-269 is one that shows the money left over from the previous fiscal year An accurate SF-269 is one that matches the government’s Payment Management System (PMS) If the SF-269 is not current and accurate, the request will be delayed

8. 8 THE TIME OF YEAR TO SUBMIT A REQUEST COBs can be processed after the close date for the fiscal year (June 30) starting July 1 COBs may be reviewed before June 30 for accuracy, however, they will not be approved or processed until all the paperwork is complete, including the SF-269

9. 9 FOR EXAMPLE If the request is to carry-over funds from UCEDD FY 2010 (July 1, 2010 – June 30, 2011) to UCEDD FY 2011 (July 1, 2011 – June 30, 2012), the request must be submitted after June 30, 2011, so a SF 269 for 2010 can be submitted.

10. 10 How to submit the carryover request A copy of the complete carryover request should be mailed to your project officer The original COB request should be mailed to your grants management specialist. Send the request via Fed Ex or some other overnight service. Items shipped through US Mail are ‘zapped’ and often times destroyed

11. 11 Tips for submitting the COB request Follow the instructions carefully. Failure to do so will delay processing the request The request must tie back to the 5-year plan – new activities cannot be proposed in a COB request No need to be creative – just follow the instructions Work with your project officer and send drafts for review and feedback

12. 12 Tips for submitting the COB request Submit as early as possible Electronic copies can be submitted to start the process, although the hard copy is required to complete the request Slow months for processing COBs: October May June

13. 13 Resources You can access information regarding carryover requests from the UCEDD Resource Center under Grant Modification Section: http://www.aucd.org/template/page.cfm?id=518 You can also access additional information related to grant resources from ACF grant resource page at: http://www.acf.hhs.gov/grants/grants_resources.html

14. 14 If you have questions Please contact your project officer

15. 15 THANK YOU