homeland security grant program atlanta basic workshop
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Enhancing Grants Management TA ProgramEnhancing Grants Management TA Program
Basic Fundamentals of Grants ManagementBasic Fundamentals of Grants Management
Sponsored by FEMA in coordination with the National Criminal Justice Association (NCJA)Sponsored by FEMA in coordination with the National Criminal Justice Association (NCJA)
Eastern Grantees Atlanta, GeorgiaEastern Grantees Atlanta, GeorgiaApril 28-29, 2009April 28-29, 2009
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OverviewOverview
FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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AgendaAgenda
• Legal Framework• Pre-award functions:
– Funding acquisition, program establishment, application and review
• Environmental and Historic Preservation • Post-award functions:
– Payment requests, amendments, reporting, monitoring, audits and closeout
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
2009
IntroductionsIntroductions
• Participant introductions• Expectations• Overview of the Enhancing Grants Management
Technical Assistance Program
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
2009
ObjectivesObjectives
Participants will be able to: • Understand/Integrate the Business Process in
Grants Management• Focus on Critical Events• Identify a Team Approach • Problem Solve on Specific Issues• Identify and Share Promising Practices• Develop Networks Among Grant Staff
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
2009
Enhancing Grants Management Enhancing Grants Management Technical Assistance (TA) ProgramTechnical Assistance (TA) Program
• Promote promising business practices for grants administration
• Workshops and Direct TA Deliveries
• Collaborative effort between FEMA and the National Criminal Justice Association (NCJA)
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National Criminal Justice Association (NCJA)National Criminal Justice Association (NCJA)
• Facilitate Coordination for Department of Justice (DOJ) and DHS State Administrative Agencies (SAAs)
• Policy Support for Recipients and Subrecipients• Congressional Monitoring/Legislative Analysis• Curriculum Development• High Caliber Conferences on Key Issues
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Grant Programs Directorate Organization Chart
Grant Operations Eastern Branch
Grant Operations Eastern Branch
Grant Development & Administration Division
C. Gary Rogers, Division DirectorJudy Hampton, Deputy Division Director
Grant Development & Administration Division
C. Gary Rogers, Division DirectorJudy Hampton, Deputy Division Director
Grants Management DivisionLisa Lewis, Division Director
Grants Management DivisionLisa Lewis, Division Director
Assistance to Firefighters
Grants Branch
Assistance to Firefighters
Grants Branch
Transportation Infrastructure
Security Branch
Transportation Infrastructure
Security Branch
Homeland Security Grant
Programs Eastern Branch
Homeland Security Grant
Programs Eastern Branch
Program Development &
Information Management
Branch
Program Development &
Information Management
Branch
Systems and Business Support
Branch
Systems and Business Support
Branch
Accountability, Management, and Oversight Branch
Accountability, Management, and Oversight Branch
Training BranchTraining Branch
Office of the Assistant Administrator
Ross Ashley, Assistant AdministratorTracey Trautman, Deputy Assistant Administrator
Office of the Assistant Administrator
Ross Ashley, Assistant AdministratorTracey Trautman, Deputy Assistant Administrator
Homeland Security Grant
Programs Central Branch
Homeland Security Grant
Programs Central Branch
Homeland Security Grant
Programs Western Branch
Homeland Security Grant
Programs Western Branch
Grant Operations Western Branch
Grant Operations Western Branch
Grant Operations Central Branch
Grant Operations Central Branch
Office of Resource Management and
Business Administration
Office of Resource Management and
Business Administration
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Grant Programs DirectorateManage federal assistance to measurably improve capability and reduce the risks the Nation faces in times of man-made
and natural disasters.
Grants Management Division Grants Management Division Mission StatementMission Statement
Grants Management Division
GMD, the driving force for strategic grants management initiatives serving FEMA, its regions, and the grantee community through the delivery of federal financial
assistance, policy, training, systems, and data analysis.
FEMATo lead America to prepare for, prevent, respond to and
recover from disasters with a vision of “A Nation Prepared.”
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
2009
Grants Management Division (GMD)Grants Management Division (GMD)
• Five Functional AreasFive Functional Areas– PolicyPolicy– OperationsOperations– SystemsSystems– OversightOversight– TrainingTraining
• Each functional area plays a different role in the organization, but all require extensive knowledge of the Federal requirements for all grants as outlined in legislation, OMB Circulars, Regulations
• Every functional area ensures standardization, internal controls and compliance
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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StandardizationStandardization
• Ensure that FEMA applies Federal requirements evenly across all grant programs
• Ensure standardization of processes and procedures wherever possible
• Standardize the implementation, application, review, award/obligation, management and closeout of grants.
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Internal ControlsInternal Controls
• Delegation of authority to obligate FEMA in legally binding non-disaster grant agreements
• Ensure the proper separation of duties between the program office that determines eligibility and the fiduciary agent that determines reasonableness, allowability and allocability of grant dollars
• Provide the review, oversight and documentation required by all FEMA offices to legally bind the Federal government in a grant agreement
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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– Appropriations Statute
– Authorizing Statute (e.g., Stafford Act, 9-11 Act)
– Federal Regulations (44 CFR)
– OMB Circulars (Administrative Requirements, Cost Principles, and Audit)
– Terms & Conditions of the grant award
– Program Guidance (incorporated by reference in the Terms & Conditions)
– DHS Policy
– FEMA Policy
ComplianceCompliance
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Legal FrameworkLegal Framework
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Federal Assistance vs. ContractsFederal Assistance vs. Contracts• The Federal Grant and Cooperative
Agreement Act of 1977– Grants
• Carry out Public Purpose in Law• No Substantial Federal Involvement
– Cooperative Agreements• Carry out Public Purpose in Law• Substantial Federal Involvement
– Contracts• Acquire Property or Services
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The Stafford Act of 1988The Stafford Act of 1988
• Robert T. Stafford Disaster Relief and Emergency Assistance Act – Authorizes Federal assistance for disaster
response, recovery, preparedness and hazard mitigation
– Authorizes the president to issue major disaster declaration
– Authorizes the creation of a Disaster Relief Fund
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9/11 Commission Act of 20079/11 Commission Act of 2007
• Primarily affects Preparedness grants
• Administration and monitoring of FEMA preparedness grants– Conduct programmatic and financial
monitoring for each State and high-risk urban area not less than once every two years
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PKEMRA of 2006PKEMRA of 2006• Post-Katrina Emergency Management Reform
Act (PKEMRA) – Adds Preparedness Assistance to FEMA’s
Portfolio
– Implements a National Preparedness System to set national goals, track progress, and report on the state of preparedness
– Integrates Mission at Headquarters and Regions
– Creates the New FEMA VisionFEMA Basic Grants Workshop
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American Recovery and Reinvestment ActAmerican Recovery and Reinvestment Act• The ARRA provides $787 billion in stimulus funds
including:– $150 million for the Port Security Grant Program
(PSGP)– $150 million for the Transit Security Grant
Program (TSGP)– $210 million for Assistance to Firefighters Grants
(AFG)– $100 million for the Emergency Food and Shelter
Program
• Reporting requirements and milestone dates
• Maximum transparency and accountability in the awarding of stimulus funds under the ARRAFEMA Basic Grants Workshop
Eastern Grantees Atlanta, GA April 28-29, 2009
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Authorities: CFRAuthorities: CFR• 44 Code of Federal Regulations (CFR) regulates
FEMA Programs– Common Rules that set conditions for grant
authority– Have the force and effect of law– Non-disaster assistance regulations are in
various parts of 44 CFR, particularly Part 13– Federal Register Notices are required when
regulations do not exist
• 44 CFR Website:– http://www.access.gpo.gov/nara/cfr/waisidx_07/44cfrv
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Authorities: CFRAuthorities: CFR
• The regulations in force when the grant was awarded should apply– All grants previously awarded through DHS
Grants & Training:• On or after April 1, 2007, follow 44 CFR• Prior to April 1, 2007, follow Department of
Justice’s codified regulations, 28 CFR
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Authorities: CFR - ACTIVITYAuthorities: CFR - ACTIVITY
Instructions: Determine when 28 CFR or 44 CFR apply in the following situations.
Scenario: A DHS Preparedness Grant is awarded April 1, 2007. What CFR applies?
Answer: 44 CFR, FEMA
Scenario: A DHS Preparedness Grant is awarded March 31, 2007. What CFR applies to a payment request made on April 1, 2007?
Answer: 28 CFR, Department of Justice
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Authorities: CFR vs. OMB CircularsAuthorities: CFR vs. OMB Circulars
• Code of Federal Regulations (CFR)– Permanent Rules– Executive Agencies and Departments– Published in Federal Register
• OMB Circulars– Rules Apply to All Grants
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Authorities: OMB CircularsAuthorities: OMB Circulars
• Administrative Requirements
• Cost Principles
• Audit Requirements
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Administrative Requirements Administrative Requirements vs. Cost Principlesvs. Cost Principles
Administrative Requirements
Cost Principles
Prescribe standards for grant administration to achieve uniformity and consistency for recipients of Federal Assistance
Define allowable costs for different types of recipients; failure to mention a particular item of cost in the Cost Principles is not intended to imply that it is either allowable or unallowable
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OMB CircularsOMB CircularsA-110, A-87, A-21 and A-122 relocated to 2 CFR
Summary of Applicable Regulations
Grantee Type Admin Requirements
Cost Principles Audit Requirements
State & Local Governments 44 CFR Part 13 (A-102 )
2 CFR, Part 225
(A-87)
A-133
Colleges & Universities
2 CFR, Part 215
(A-110)
2 CFR, Part 220
(A-21)
Non-Profits 2 CFR, Part 230
(A-122)
Website:http://www.access.gpo.gov/nara/cfr/waisidx_08/2cfrv1_08.html#215
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Authorities: Program Guidance
• Program Guidance includes:
– Funding requirements and eligible applicants– Allowable and unallowable costs– Program application process and evaluation– Application requirements– Award and reporting requirements
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Program GuidanceProgram Guidance
• HQ Produces and Disseminates via Website– http://www.fema.gov/government/grant/index.shtm
– http://www.firegrantsupport.com
• Issued for most FEMA grant programs
• Updated Every Federal Fiscal Year
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Grants ManagementGrants ManagementPutting the Pieces TogetherPutting the Pieces Together
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Funding
Acquisition
ProgramEstablishment
Application
AwardPayment RequestsAmendments
Reporting Monitoring AuditsClose-
Out
Pre-Award
Post-Award
Review
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Funding Acquisition
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Appropriations and Funding ProcessAppropriations and Funding Process
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Overview of Federal Budget ProcessOverview of Federal Budget Process
• Phase 1: Budget Formulation
• Phase 2: Budget Presentation and the Congressional Process
• Phase 3: Budget Execution
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Budget FormulationBudget Formulation
• FEMA Budgets for Grant Programs
• FEMA Budget Request
• DHS Total Budget Request
• OMB/President’s Budget to Congress
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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AppropriationsAppropriations
• Budget Presentation to Congress
• Congressional Budget Resolution
• Appropriation
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Types of AppropriationsTypes of Appropriations
• Annual: Must be obligated within the fiscal year
• Multiple Year: Available for obligation for a definite period in excess of one fiscal year
• No-year: Available for obligation without financial year limitations
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Budget ExecutionBudget Execution
• Office of Management and Budget (OMB) Apportionment– Budget Authority to distribute funds
• DHS Allotment
• FEMA Allotment
• Allocations to Each Grant Program
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Continuing ResolutionContinuing Resolution
• Applies if new FY and annual appropriation is not passed
• Continues existing programs until annual appropriation passes
• Can Impact Internal Operations and Activities
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
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Committing and Obligating FundsCommitting and Obligating Funds
• Non-disaster Grant Funds are Committed, or Reserved, before Obligation
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Committed vs. Obligated FundsCommitted vs. Obligated Funds
Question:
What is the difference between committed and obligated funds?
Answer:
Committed funds are funds that have been administratively
reserved within the financial accounting system for specific
use
Obligated funds are funds that have been awarded within
the financial accounting system
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Obligated FundsObligated Funds
• Procedures and documents may vary by program
• Can be made incrementally or totally• Obligated using an accounting classification
system
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
ProgramEstablishment
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Establishing Your ProgramEstablishing Your Program
• Establish Homeland Security Office • HS Structures Vary by Jurisdiction
– Executive Order…by Governor• Office of Homeland Security
– Legislative Authority…by Statute• Department of Homeland Security
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Establishing Your ProgramEstablishing Your Program
• Advisory Board Authority and Responsibilities• Incorporating National Priorities into State Priorities
– Includes Local Priorities• HS Policy, Program and Grant Administration
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Establishing Your ProgramEstablishing Your Program
• HS Roles and Responsibilities– Policy, Program and Grants
• Setting Goals and Priorities• Funding Sources: Fed/State/Local/Tribal
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Establishing Your ProgramEstablishing Your Program
• Physical Location• Information Technology Requirements/Needs• Communication…Internal
– Written Policies/Procedures– Regular Staff Meetings– Dialogue with Advisory Board– Clarify Expectations vs. Requirements
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Establishing Your ProgramEstablishing Your Program
• Communication…External– Public– Media Relations– Attorneys…State, County, Other– SAAs: Subrecipients…Your Customers– Locals: Your Citizens
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Establishing Your ProgramEstablishing Your Program
• Information Management– Accessible…Shared with All Disciplines– Retrievable…eGMS– Analyze Data to Improve Decision-making– Data Calls– Supportable
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Establishing Your ProgramEstablishing Your Program
• Strong Financial Management System• Staffing Needs and Structure…Key Positions• Integrating Policy, Program and Financial• Assistance from Other Agencies…MOUs• Regionalization of Functions
– Planners, Regionalize Staff, etc.
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Establishing Your ProgramEstablishing Your Program
• Hiring Personnel– M&A vs. Planning $– Position Descriptions– Posting Jobs and Interviewing– Background Checks - Time is $– Consultant Contracts… Review Committee
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Establishing Your ProgramEstablishing Your Program
• Training Personnel– Cross-training– Retention and Career Development– M&A Use for Online Courses– M&A Budget…Travel for Staff Training– Document and Evaluate Annually
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Creating Policies and ProceduresCreating Policies and Procedures
• What?– Integrate Federal, State and Local Policies– Develop Internal and External Forms and
Procedures– Expectations v. Requirements– Publish Formally
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Creating Policies and ProceduresCreating Policies and Procedures
• Why?– Provides Documentation and Authorization– Tracks Modifications– Provides Accountability and Audit Compliance
• Who?– SAA: Advisory Board, Program Analyst, etc.– Locals: Obtain SAA Support Prior to
Implementation
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2009
Creating Policies and ProceduresCreating Policies and Procedures
• All Grant Stages– Application– Award– Administration– Monitoring– Closeout
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Application
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FEMA Basic Grants WorkshopEastern Grantees Atlanta, GA April 28-29,
2009
Application and GuidanceApplication and Guidance
• Integrate Priorities– National– State and/or Local
• Require Budget and Program Narratives • Incorporate Reporting Elements
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Prepare Applications and Guidelines
• Include Grant Terms and Conditions • Require Three Signatures • Include Example of Subgrant Application
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Announce Funding and Priorities
• Publish Funding Availability and Deadlines• Consider Conditional Grant Awards • Conduct Grant Application Workshops • Encourage Local Advisory Board Consensus
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Announce Funding and PrioritiesAnnounce Funding and Priorities
• HQ produces and disseminates via website– http://www.fema.gov/government/grant/index.shtm– http://www.firegrantsupport.com
• Information bulletin via ASKGMD (Prep)• Issued for each grant program
– Updated annually (existing programs)– Funding Availability and DeadlinesFunding Availability and Deadlines
• DHS Information Bulletin via CSIDDHS Information Bulletin via CSID
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Methods of SolicitationMethods of Solicitation
• www.Grants.gov– OMB Mandated Initiative– Find (eFIND)– Apply (eAPPLY)– All Federal Grant-making Agencies
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Methods of SolicitationMethods of Solicitation
• http://www.federal.gov/– Traditional Methods of Advertising– FEMA Requires Publication in Federal
Register
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Methods of SolicitationMethods of Solicitation
• www.CFDA.gov– Database of all Federal Programs Available– Searchable by Assigned CFDA Number– Includes Contact Information for Program
Office and Application Guidance
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Methods of SolicitationMethods of Solicitation
• Recipient – Implementing Agency
• State Administrative Agency (SAA)• State Emergency Management Agency
– Conduct Annual Pre-Application Workshops– Electronic Notification– Legal Notice Published in Newspaper
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2009
Business Process = The Grants CycleBusiness Process = The Grants Cycle
Review
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How are Reviews Conducted?How are Reviews Conducted?
– Use evaluation criteria, rating system– Evaluate technical merit– Objective– No Conflict of Interest– Confidentiality
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Types of ReviewTypes of Review
Eligibility Review
Field/Independent Review
Panel Review
Programmatic Review
Financial Review
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Eligibility RequirementsEligibility Requirements
• Timely submission• Complete narrative• Necessary contact information• Adequacy of information provided• Signatures by authorized official• Assurances and Certifications complete
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Field and Panel ReviewsField and Panel Reviews
• Field/Independent Review– Federal or Non-Federal reviewers that work
independently, not part of a group
• Panel– A group of several people, or a committee,
assembled to review applications • Ad Hoc – temporary and for specific short-term
task
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Field and Panel Reviews Field and Panel Reviews Program Program Office ReviewOffice Review
• Program Offices review applications after panel or field reviews
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Program Office ReviewProgram Office Review
• Evaluate:– Technical merits– Programmatic merits
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Program Office Program Office Financial Review Financial Review
• Conduct detailed financial reviews– Based on Program Office recommendations
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Financial ReviewFinancial Review
• Analyze budget and cost– Necessary, reasonable, allocable and
allowable• 44 CFR• OMB Circulars• Program Guidance
– May negotiate grant budget with grantee
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Financial Review ComponentsFinancial Review Components
• A-133 Compliance
• No Conflict of Interest
• Applicant’s Standing (Good, Debarred, Suspended)
• Budget Review
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Budget ReviewBudget Review
• Detailed budget and budget narrative• Complete, reasonable and cost effective in
relation to the proposed project• Detailed justification for each cost• All costs in appropriate approved cost categories
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Budget Review Cost CategoriesBudget Review Cost Categories
• Personnel• Fringe Benefits• Travel• Equipment• Supplies• Contractual• Other• Indirect Costs
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Indirect Costs vs. M&A CostsIndirect Costs vs. M&A Costs
• Indirect Costs
– Incurred for common or joint objectives
–Cannot be readily allocated to a particular award/project
–Contribute to recipient’s ability to support projects and programs and sustain organization’s daily operations
– Indirect Cost Rate Agreement
• Ratio or percentage of total indirect costs to direct cost base
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Indirect Costs vs. M&A CostsIndirect Costs vs. M&A Costs
• Management and Administrative Costs (M&A)
–Direct costs that are incurred to administer a particular program/award
–Identifiable and unique to each program/award
–Charged based on the activity performed for that particular project
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Examples of Indirect Costs and M&A CostsExamples of Indirect Costs and M&A Costs
• Indirect Costs: – Administrative salaries– Supplies– Costs of operating and maintaining facilities,
equipment, grounds, etc.– Depreciation or use allowances
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Examples of Indirect Costs and M&A CostsExamples of Indirect Costs and M&A Costs
• M&A Costs– Hiring full-time/part-time staff or
contractors/consultants– Developing operating plans
• Responses to DHS data calls– Travel expenses directly related to program
administration– Meeting-related expenses directly related to
administration
Eligibility Review
Field/ Independent Review
Panel Review
Programmatic Review
Financial Review
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Application Application Award Award
• If the application has met all review requirements, the grant is awarded
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Award
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Award ProcessAward Process
– Pre-award cost– Award process– Grant award– Award terminology– Award Packages and Release of Funds– Accept Award and Special Conditions
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Award Packages and Release of FundsAward Packages and Release of Funds
• Administrative or Implementing Agency– Project-Specific Conditions
• Special Conditions– Reporting Forms and Instructions– Audit and Close-out Forms and Instructions– Policies and Procedures– Equipment, Training, Exercises Requirements
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Assurances and CertificationsAssurances and Certifications• Written confirmation of compliance
– federal laws policies and regulations
• Also known as: – Certified assurances– Terms and Conditions
– Davis-Bacon Act– Nondiscrimination– FF 20-16A,B,C
– Lobbying– Debarment and
Suspension– Drug-free workplace
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Pre-Award CostPre-Award Cost• Pre-award costs:
– Cost incurred by the applicant prior to the start date of the assistance agreement• Requires prior written approval from FEMA• Cost incurred at grantee’s own risk• Cost are allowable only if they would be
allowable during the life of the award. • Eligible within 90 days preceding the start
date of the award – GPD may approve on a case by case basis for periods greater than 90 days
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Grant AwardGrant Award
• What is an award document?– Official document used for FEMA assistance
• Establishes legally binding arrangement between FEMA and recipient
• Establishes Period of Performance• Contains or references Terms and
Conditions of the grant or cooperative agreement
• Obligates Federal Funds FEMA Basic Grants Workshop
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Terms and ConditionsTerms and Conditions
• Also known as: – Agreement Articles– Special Conditions
• Details award project specific conditions and general terms and conditions– Reporting requirements– Governing provisions
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Award Notification & AcceptanceAward Notification & Acceptance
• Award Notification– Email– Grants Management System
• Award Acceptance– Sign and return award
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Getting Started…Getting Started…Financial Management SystemsFinancial Management Systems
• Organizing for Receipt of Federal Funds• Program v. Financial-Not Mutually Exclusive• Understanding Federal Requirements• Establishing Policies and Procedures
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Financial Management SystemsFinancial Management Systems
• Minimum Requirements for Financial System– Provide Financial/Performance Data– Associate Grant Expenditures to Specific
Funding Source– Provide Clear Audit Trail– Manage Cash Effectively
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Financial Management SystemsFinancial Management Systems
• “Adequate” Accounting Systems Require– Internal Controls– Ability to Test Internal Control– Chart of Accounts– Compliance with CMIA– Procedures Minimizing Federal Cash-on-
Hand
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Financial Management SystemsFinancial Management Systems
• “Adequate” Accounting Systems Require– Track Expenditures on Accrual Basis
(Budget Control)– Track both Financial and Program Budgets– Ensure Allowability of Costs Charged to
Grants
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Financial Management SystemsFinancial Management Systems
• “Adequate” Accounting Systems Require– Documentation for All Grant-related
Expenditures• Broken Down by Award
– Fulfill Government-required Financial Reporting
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Financial Management SystemsFinancial Management Systems
• Must Record and Report Grant Funds– Receipt– Obligation– Expenditure
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Fiscal MattersFiscal Matters
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Fiscal Matters…Proceed with CautionFiscal Matters…Proceed with Caution
• Allowable vs. Unallowable Costs
• Prior Approval Costs• Renovations and
Construction• Travel Authorizations
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Fiscal Matters…Proceed with CautionFiscal Matters…Proceed with Caution
• Time and Effort• Overtime and Backfill • Direct Costs• Indirect Costs
– (F&A Higher Education)
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Fiscal Matters…Proceed with CautionFiscal Matters…Proceed with Caution
• Supplanting• Consultants (HS Staffing)
– Fair Market Value-cautious on sole sourcing contractors
• Interest Earned/Program Income
• Match
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Fiscal Matters…Proceed with CautionFiscal Matters…Proceed with Caution
• Cash Advance– Interest Earned (CMIA)
• Outstanding Purchase Orders
• Excessive Spending Near End of Grant Period
• Records Retention
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Fiscal Matters…ProcurementFiscal Matters…Procurement
• Identify Conditions Requiring Prior Approval• State Administrative or Implementing Agency
– Develop Forms for Prior Approval• Understand Differences Between Types
– Competitive– Federal (GSA) or State Contract– Sole Source
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Fiscal Matters…ProcurementFiscal Matters…Procurement
– Sole Source-Use is Discouraged Except• Emergency• Only One Source (Provider)
(Uniqueness/Compatibility)• After Solicitation, Competition Deemed
Inadequate
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Fiscal Matters… ProcurementFiscal Matters… Procurement
– Sole Source for “Inadequate Competition”• Definition from 44 CFR, Part 13
–“After Solicitation from a Number of Sources, Competition is Deemed Inadequate”
– Solicitation Likely through Competitive Bidding Process
– Inadequate…Only One Source/Provider
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Fiscal Matters…ProcurementFiscal Matters…Procurement
• Sole Source – Recommend Project Director and Local
Procurement Official Signatures• Contractual Services…Use Review Checklist • Coordinate with State Procurement Assn.• Include Procurement Officer during
Monitoring
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2009
Business Process = The Grants CycleBusiness Process = The Grants Cycle
Payments
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Payment RequestsPayment Requests
• Cash Management Improvement Act (CMIA)– To improve the transfer of Federal funds to
Grantees• Efficiency• Effectiveness • Equity
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Payment RequestsPayment Requests
• ADVANCE– Up to 120 days– Minimize time between transfer of funds and
expenditure
• REIMBURSEMENT– Grantee should periodically draw down funds
throughout Period of Performance (POP)
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Payment RequestsPayment Requests
• Not to exceed Federal share of total grant award
• Costs must be allowable, allocable, reasonable and necessary
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Payment RequestsPayment Requests
• Funds Disbursed as Costs Incurred– Limit Cash on Hand
• Based upon Immediate Disbursement and Reimbursement– Minimize Time between Transfer of Funds from
• U.S. Treasury to Recipients (i.e. SAA)• SAA to Subrecipients
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Payment RequestsPayment Requests
• Interest earned is due quarterly
• Interest Bearing Account– Grantees and subgrantees shall remit interest
earned at least quarterly – May keep up to $100 per year for
administrative expenses
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Payment SystemsPayment Systems
• SmartLink• Payment and Reporting System (PARS)
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SystemsSystems
• SmartLink– Processes payments through the Department of
Health and Human Services (HHS) computer link with the U.S. Treasury Department
– If Grantee does not have SmartLink account a request can be processed via the SF 270
• Payment and Reporting System (PARS)– Allows Grantees to make online payment requests
and submit quarterly SF 269 report– Interfaces with FEMA accounting system
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Subrecipient ReimbursementSubrecipient Reimbursement
• Subrecipient Requests for Reimbursement– Include Procurement Documentation– Provide Proof of Payment
• Invoices Submitted with the Signed Request
• Copy of Cancelled Check• Computer-Generated Report
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Things to ConsiderThings to Consider
• SAA Provides Written Guidance to Subrecipients• Grant Award Paperwork• Monitoring Visits• Annual Grant Financial Workshop
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Things to ConsiderThings to Consider
• SAA Advises Subrecipients– Invoices– Purchase Orders– Requests for Reimbursement– Unallowable Costs, etc.
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Things to ConsiderThings to Consider
• Withhold Payments: Reimbursement– Subrecipient’s Inability to Submit Reliable
and/or Timely Reports– Improper Engagement of Administering
Subawards
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Amendments
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Amendments = ChangeAmendments = Change
• Also known as:– Modifications– Revisions– Grant Adjustment Notice (GAN)
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Amendments = ChangeAmendments = Change
• An amendment is a change to the Award and/or Terms & Conditions that requires prior written approval from FEMA in accordance with OMB Circulars, 44 CFR and the Program Guidance
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• Require prior approval from Funding Agency• Must meet original program intent• Comply with Grant Terms and Conditions• Allowable costs from FY Program Guidance• Strong justification for approval• Allowable, Allocable, Reasonable
AmendmentsAmendments
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• Types of amendments:– Extend the Period of Performance– Change the Budget– Change the Scope or Objectives– Change Authorized Representative
AmendmentsAmendments
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– Change the Budget• Cumulative transfers that exceed 10% of the
current total approved budget whenever FEMA’s share exceeds $100,000
• Transfer of funds from direct to indirect costs
AmendmentsAmendments
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Reporting
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RequiredReporting
Financial Status ReportFinancial
Performance ReportProgrammatic
ReportingReporting
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ReportingReporting
• Reports required semi-annually; no more than quarterly– Individual program reporting requirements vary
Performance
Reports
Financial Reports*
Individual project progress
Status of funds
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Financial ReportingFinancial ReportingAccurate DataAccurate Data
• Federal Standards• Recipient: Required to Expend and Account
for Grant Funds– State Laws/Procedures– Internal Accounting System
• The Federal Financial Report (FFR) or SF 425 will replace the Financial Status Report (FSR) October 1, 2009.
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ReportingReporting
• Where do you find reporting requirements for a particluar grant?– Terms & Conditions– Program Guidance
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Programmatic ReportingProgrammatic Reporting
• FEMA Preparedness– Categorical Assistance Progress Report
(CAPR)• Due no later than January 31 and July 31
and at Close-out• Type “See BSIR” in Narrative Section for
SAAs• Complete Narrative Section for Direct
Recipients (including Ports)
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Programmatic ReportingProgrammatic Reporting
• FEMA Preparedness– Grant Reporting Tool (GRT)
• Biennial Strategy Implementation Report (BSIR)
–Due no later than January 31 and July 31 and at Close-out
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Monitoring
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GMD Financial Monitoring VisitGMD Financial Monitoring Visit
Mission: Ensure Stewardship over Mission: Ensure Stewardship over Federal Funds Awarded Federal Funds Awarded
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What is Monitoring?What is Monitoring?
• Oversight and Stewardship of Federal funds• Assessment of performance and progress• Quality assurance and control• Compliance to Regulations, Administrative
Requirements, OMB Circulars• Not a one-time event, but an on-going process• Requires Technical Assistance (TA)
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Why Monitor?Why Monitor?
• Assess progress of grantee• Identify problems early• Work with Grantee to correct problems• Prevent waste, fraud and abuse• Ensure good performance and success • Develop relationships
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Who Monitors?Who Monitors?• Programmatic
– Strategic and Objectives-based– Technical– Performance
• Financial– Business and financial administration– Evidence of expenditures– Compliance with Federal financial rules and
program requirements
• Monitoring should be a partnership between program and financial staff
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Types of FEMA MonitoringTypes of FEMA Monitoring
• Grant Data Analysis– Financial Monitoring
• Desk Reviews– Financial and Programmatic Monitoring
• Site Visits– Financial and Programmatic Monitoring
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Grant Data AnalysisGrant Data Analysis
• Reconciling grant records on a quarterly basis and comparing them with the Financial Status Reports (FSR)– Reconcile data– Compare reconciled data to financial and
progress reports– Take appropriate follow-up action
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Grant Data AnalysisGrant Data Analysis
• What the Analysis Indicates – Up-to-date information on the grantee’s
expenditures– Cost share requirements– Grant status
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Desk ReviewsDesk Reviews
• Desk-based
• Verifies grantee compliance– Federal regulations– Terms and conditions
• Identifies exceptions and potential issues
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Desk Reviews – FinancialDesk Reviews – Financial
• Desk-based financial monitoring is a review of all transactions
• Grants reviewed on a regular basis
• Core review of a grantee’s general management practices
• May require further scrutiny through on-site financial monitoring
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• On-site review
• Ideally conducted by a team– Program Office staff (programmatic)– Grants Management Specialist (financial)
• Assess grantee’s capability, performance and compliance against administrative regulations and public policy requirements
Site VisitsSite Visits
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• What are some common findings?– Recipient has no written procedures– Lack of documentation – Inadequate/untimely submission of reports– Inventory Management Deficiencies– Inadequate Subrecipient Monitoring– Period of Performance expired with no prior
approval for an extension– Inadequate time and effort records– Lack of competition during procurement– Conflicts of interest
Examples of Financial Monitoring FindingsExamples of Financial Monitoring Findings
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• What are some common findings?– Failure to manage audit results– Inadequate accounting procedures– Inaccurate Financial Status Reports (FSR)– FSR Fail To Agree With Accounting Records– Questioned Expenditures– Excess Cash on Hand– Commingling of funds (See handout)– Supplanting (See handout)
Examples of Financial Monitoring Findings
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________________ __________________ __
GMD Financial Monitoring VisitGMD Financial Monitoring Visit
• GMD Does Not Conduct Audits
• GMD Does Conduct– Grant Data Analysis– Desk Reviews– Site Visits
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Subrecipient Program and Financial Monitoring
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Subrecipient MonitoringSubrecipient MonitoringPurposesPurposes
• Periodic Monitoring Required• Information Sharing and Gathering• Status of National and State Goals• Reinforce Priorities and Policies
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Subrecipient MonitoringSubrecipient MonitoringBenefitsBenefits
– SAA Provides TA to Customers– Subrecipients Identify/Showcase Successes– Ensure Projects are on Track– Improve Communications/Process– Correct Shortfalls and Offer Solutions
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Subrecipient Monitoring Subrecipient Monitoring Different Approaches and TypesDifferent Approaches and Types
• Desk– Provides Documentation– Used When SAA Staff Size is Limited– Short-Term Approach– Captures Limited Information
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Subrecipient Monitoring Subrecipient Monitoring Different Approaches and TypesDifferent Approaches and Types
• Site Visits– SAA Staff/Team Approach– Direct Contact with Stakeholders
• Projects and Players– Visual Project Status…Big Picture– Requires Follow-up by SAA and Subrecipient
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Subrecipient MonitoringSubrecipient MonitoringTools and Resources Used by SAATools and Resources Used by SAA
• Federal Guidelines– Program Guidance (by Federal Fiscal Year)
• Monitoring Checklist…for Consistency
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Subrecipient Monitoring Subrecipient Monitoring What to Expect from the SAA?What to Expect from the SAA?
• SAA Determines General “Health”– Project Goals and Project Management
• SAA Staff Make Advance Notes– Areas Needing Special Attention
• All SAA Staff Talk (Policy, Program and Financial)– Most Recent Status
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Subrecipient Monitoring Subrecipient Monitoring What to Expect from the SAA?What to Expect from the SAA?
• Pre-Monitoring Letter/Email– Confirm Location, Date and Time– Name of SAA Staff Conducting Monitoring– Subrecipient Representatives Required
• Project Director and Financial Officer• Authorized Official…SAA Staff Meet• Procurement Official(s)
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Subrecipient Monitoring Subrecipient Monitoring What to Expect from the SAA?What to Expect from the SAA?
• Pre-Monitoring Letter/Email– Monitoring Objectives– Materials/Equipment Necessary for Monitoring
• Inventory Inspection…Location• Grant File(s)• Programmatic and Financial Records• Grant-funded Personnel
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Subrecipient Monitoring Subrecipient Monitoring What to Expect from the SAA? What to Expect from the SAA?
• Compare Grant Files…Yours and Theirs– Signed Grant Award– Final Application (Program/Financial Pages)– Met Special Conditions– Personnel Status…Position Descriptions?,
Interviewing?, Hiring?– Status of Procurement, Revisions, etc.
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Subrecipient Monitoring Subrecipient Monitoring What to Expect from the SAA? What to Expect from the SAA?
• Review Grant File(s) Folder– Previous Monitoring Reports/Correspondence– Compliance with Deadlines– Progress and Financial Reports– Fiscal Information
• Invoices, Payments, Backup, POs
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Subrecipient MonitoringSubrecipient MonitoringSuggested Grant File FormatSuggested Grant File Format
Label each tab1. Correspondence
2. Blank Forms, POC Info.3. Financial-Payments-Special Cond.4. Application, Signed Award, GANs5. Review & Audit Resolution6. Progress & Monitoring Reports
1. Corresp
ond
.
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Subrecipient Monitoring Subrecipient Monitoring What to Expect from the SAA? What to Expect from the SAA?
• Post Monitoring Letter (Desk or On-site)– Agreed-upon Modifications– Remaining Compliance Issues– Recommendations for Improvements
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Subrecipient Monitoring Subrecipient Monitoring What to Expect from the SAA? What to Expect from the SAA?
• Post Monitoring Letter (Desk or On-site)– Recognition of Progress and Successes– Deadline for Response, if Applicable– Copied to Authorized Official
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Monitoring versus AuditingMonitoring versus Auditing
• Monitoring is preventative
• Auditing is corrective /
curative
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Audits
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AuditsAudits
Requirements and TypesRequirements and Types
• State/Local Agency Financial Audit• Compliance with OMB Circular A-133
– Statewide Single Audits• DHS IG Performance Audits
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AuditsAuditsState/Local State/Local Agency Financial AuditAgency Financial Audit
• Must Follow the Requirements in A-133• State Agencies and Local Governments
– Auditor’s Office Will Test Grant Programs but Focus on• Financial Compliance• Financial Statements
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AuditsAuditsState/Local State/Local Agency Financial AuditAgency Financial Audit
• How Do I Prepare for the Financial Audit?
– Follow All Rules and Regulations Set Forth
– State, Local, and Federal Regulations
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AuditsAuditsCompliance with Compliance with OMB Circular A-133OMB Circular A-133
• Review of All Federal Grant Programs and Requirements
• All Non-federal Entities are Required to Comply with OMB Circular A-133
– Government, Education, and Non-profit
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AuditsAuditsWhat is a What is a Statewide Single AuditStatewide Single Audit??
• Exempt vs. Non-exempt– Exempt
• Non-federal Entity that Expends Less Than $500K in Federal Funds in their Fiscal Year
– Non-exempt• Non-federal Entity that Expends $500K or
More in Federal Funds their Fiscal Year
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AuditsAuditsWhat is a What is a Statewide Single AuditStatewide Single Audit??
• Audit Report Is Due 9 Months after the End of the Fiscal Year
• Local Governments– Not Subject to Statewide Single Audit
• Submit the Audit Package to the Federal Audit Clearinghouse (FAC) in Jeffersonville, Indiana
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A-133: Most Common Audit A-133: Most Common Audit FindingsFindings
• Activities allowed or unallowed• Allowable costs/cost principles• Cash management• Equipment and real property management• Period of availability of funds• Procurement• Real property acquisition and relocation
assistance• Reporting• Subrecipient monitoring
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Audit ResolutionAudit Resolution
• Awarding Agency Responsibility– Resolve Audit Finding of Direct Recipients
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Audit ResolutionAudit Resolution• Review and analyze the A-133 Audit Report:
– Audit Resolution staff within GPD’s Office of Resource Management & Business Administration (RMBA)
– Coordinate with Regional Grants Management Specialists and Program Office at Headquarters
• If there are findings:– RMBA, Program Office, and Regional Grants
Management Specialist work collaboratively with grantee to develop Corrective Action Plan
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Audit ResolutionAudit Resolution
• Recipient (SAA) Responsibility– Audit Submission to FAC– Monitoring and Resolution of Subrecipient
Audit Findings
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Audit ResolutionAudit Resolution
• Review and Analyze the Audit Report
• If Findings, the Audited Recipient– Should be Contacted– Corrective Action Plan Should be Requested
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Audit ResolutionAudit Resolution
• Corrective Action Plan (CAP) Should Include:– Description of Each Finding– Specific Steps to be Taken to Implement the
Recommendation– Timetable for Performance of Each Corrective
Action– Description of Monitoring to be Performed to
Ensure Implementation of the CAP
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Audit ResolutionAudit Resolution
• Audited Recipient– Generate Response to CAP Request within
30 Calendar Days of Request
• Primary Recipient– Analyze Response– Follow-up on Action Taken
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DHS Office of the Inspector General (OIG) DHS Office of the Inspector General (OIG) Performance AuditsPerformance Audits
• Rotating Schedule of States, Locals, Programs• Conducted by OIG Staff or Contract Support• Compares Expenditures to Program Impact• Evaluates State HS Strategy Goals and
Objectives with Activities• Reports posted on OIG Website at
http://www.dhs.gov/xoig/rpts/
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Examples of IG Audit FindingsExamples of IG Audit Findings
• Financial reporting• Questioned costs• Monitoring and oversight• Procurement practices• Measurable program goals and objectives• Needs assessments• Personal property controls
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FindingsFindings
• Findings in common:– Monitoring– A-133 Audits– Inspector General (IG) Audits
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Business Process = The Grants CycleBusiness Process = The Grants Cycle
Close-Out
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Recipient CloseoutRecipient Closeout
• Due within 90 Days after End of Award or any Approved Extension
• Final Progress Report (CAPR/BSIR)• Final Financial Status Report (SF-269a)
• No Unliquidated Obligations• Indicate Exact Balance of Unobligated Funds• Remit Check to FEMA for Excess Funds
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Subrecipient CloseoutSubrecipient Closeout
• Final Request for Reimbursement– Submitted to State Administrative or
Implementing Agency– Due Pre-determined Number of Days after
End of Grant Period
• Final Fiscal Report (Deobligation Report) – Generated by State Administrative or
Implementing Agency
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Subrecipient CloseoutSubrecipient Closeout
• Final Fiscal Report (Deobligation Report) – Includes Total Expenditures
• Federal Amount• Subrecipient Amount (if applicable, for
Match…EMPG)• Investment Type• Strategy Goal/Objective
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Recipient CloseoutRecipient Closeout
• Final Fiscal Report (Deobligation Report) – Mailed after Final Request is Approved and
Processed– Requires Signature of Authorized Official and
Return to State Administrative or Implementing Agency
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Retention of RecordsRetention of Records
• Retention of Records– 6.3 Years for FEMA– Recipient or Subrecipient for 3 Years after
Submitting Final Financial Status Report• Records must be retained until resolution of any
action such as litigation, claim, negotiation, or audit
• Obligated to Protect Records • Authorized Access to Records
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ConclusionsConclusions
• You Understand the Business Processes • You Know the Critical Events• You Recognize Need for Team Approach • You Problem Solved on Specific Issues• You Shared Promising Practices• You Developed Networks
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Direct Technical Assistance Delivery
• Identify Areas of Need in Grants Management • Submit DHS TA Request Form
– to the SAA (subrecipient)– to the Program Analyst (direct recipient)
• DHS TA Catalog Form– Email: [email protected]
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Grants Management TA
• GMD Training Branch– Vanessa Pert, Section Chief
• Email: [email protected]• Office: (202) 786-9564
• GMD Training Branch– Sherry Wilder, Grants Management Specialist
• Email: [email protected] • Office: (202) 786-9861
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Grants Management TA
• National Criminal Justice Association (NCJA) www.ncja.org (202) 628-8550
• Lisa Nine Accordini, Senior Staff Associate–Email: [email protected]–Cell: (202) 421-7693
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Questions???Questions???
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