Easing The Grant Application Easing The Grant Application ProcessProcess

2009 Tribal Conference

EPA Region 9 Grants Management Office

Presented by: Vernese Gholson

OverviewOverview

Internal Grant Coordination (EPA/Tribes)

Roles & Responsibilities Application Process Budget Process Group Discussion Questions

ReferenceReferenceRegion 9’s 2009 Financial & Region 9’s 2009 Financial &

Administrative Grants Administrative Grants Management HandbookManagement Handbook

Tribe Finance Office Grants Specialist

Las Vegas Finance CenterProject

Officer

Grant Agreement

Tribe Project Manager

The Roots Of The TreeThe Roots Of The Tree

Tribe’s Grant Tribe’s Grant CoordinationCoordination

Tribal Council

Environmental Office

Fiscal Office

Roles & Roles & ResponsibilitiesResponsibilities

Tribes

Tribal Council Tribal Administrator Environmental Director Finance Director Grant Writers, etc.

EPA Grant EPA Grant CoordinationCoordination

Program Office

Las Vegas Finance OfficeGrants Office

EPA Roles & EPA Roles & ResponsibilitiesResponsibilities

EPA Grants Mgmt. Office•Reviews applications for allowable, etc., costs & other legal requirements

•Creates & grant agreement

•Monitors & evaluates administrative & financial requirements

•Performs final grant closeout

EPA Program Office•Makes Funding Decisions

•Approves Applications (workplans & budgets)

•Recommends Funding to Grants Office

•Manages Project/Program

•Evaluates Grants Performance

EPA LV Finance Center•Records grants in accounting system

•Set up payment methods

•Makes grant payments

•Process federal financial report (SF -425)

* * New form as of 10/01/09

Application ProcessApplication Process (Page 5)(Page 5)

Application KitApplication Kit(Page 28 – 41)(Page 28 – 41)

http://www.epa.gov/region09/funding/pdfs/app-kit07.pdf

Complete ApplicationComplete ApplicationSignatures (authorized signing official for

the recipient)Federal and Recipient Match (if applicable)Budget Information Form SF-424A (pg. 32)Budget Detail (pg. 34)Certifications with authorized original

signatures• MBE/WBE Report (pg. 22)• Preaward Compliance Form (pg.40)

Indirect Cost Rate Agreement (pg.15)Workplan (pg.42)

Budget CategoriesBudget Categoriesa. Personnelb. Fringe Benefitsc. Traveld. Equipmente. Suppliesf. Contractualg. Constructionh. Otheri. Total Direct Charges (sum of 6a

thru 6h)j. Indirect Chargesk. Totals (sum of 6i and 6j)

Group Q & AGroup Q & A

Use Grants Management Handbook

Review questions Answer questions Open discussion

http://www.epa.gov/region09/funding/forms/FY08%20App%20Kit.doc

(Page 5)

1) Where can you find the application package?

2) What key components make up the application package?

• Application for Federal Assistance (Form SF 424)• Budget Information (Form SF 424A) • Key People List• Work plan • Current Indirect Cost Rate Negotiation Agreement

(Only if Indirect Costs are budgeted in the grant)• Assurances (Form SF424B), with authorized original

signature • Preaward Compliance Review Report for All

Applicants Requesting Federal Financial Assistance (EPA Form 4700-4)

(PAGE 5)

3) Who do you work with at EPA to develop a workplan?

The EPA Project Officer.

4) Who can sign the application, certifications, and assurances?

Forms must be signed and dated by the authorized representative of the applicant organization (i.e., Tribal Chairperson). A copy of the governing body’s authorization must be on file in the applicant’s office.

5) Where do you send the completed application?

Submit application to:

Grants Management Office, MTS-7U.S. Environmental Protection Agency75 Hawthorne StreetSan Francisco, CA 94105

(Page 5)

6) Who should you talk to first about the financial matters on any existing grant?

Anyone within the Tribes Finance Office

(bookkeeper or accountant).

QuestionsQuestions

Thank YouThank You

Thanks to Tohono O’odham for this years 17th Annual Tribal Conference.