Indian Health ServiceGrants Management

Grants 101- Fundamentals

Roles and Responsibilities - Agency

Chief Grants Management Officer

Official for implementing the requirements of HHS Grants Policy Directives.Establish and maintain appointments of GMOs.Ensure policies, procedures, and any material used by the IHS accurately reflect the agency’s implementation of the HHS grant policies.Assess the efficiency and effectiveness of the grants management function through oversight and monitoring of DGO.

Chief Grants Management Officer - continued

Maintain the grant information systems, forecast reports for new opportunities, and oversee funding opportunity announcement process.Provides training and policy expertise to all agency staff and grantee organizations.Approve policy deviations.

Grants Management Officer

Monitors administrative and fiscal aspects of the grant;Assures compliance with Federal laws and HHS/IHS administrative policies and procedures;Responsible for ensuring that official grant files are properly maintained;Provides oversight to operations staff;Responsible as the agency’s official to obligate the IHS grant funds and issue terms and conditions of award.

Grants Management Specialist

Acts as an agent of the GMOPerforms budgetary analysis on grant applications prior to award;Prepares notice of award for GMO to sign;Reviews and responds to grantee prior approval requests;Reconciles financial reports;Monitors all business aspects of the grant process;Serve as the central receipt point for all required reports;Ensures the official grant file has appropriate documentation.

Program (Agency Rep) OfficialResponsible for the technical aspects of the grant project;Important contact for Project Directors/Executive Directors;Initiates and encourages interest in the program priority area to match the agency’s mission;Provides technical guidance to grantees and grants management;Prepares funding recommendations;Reviews and approves/accepts progress reports submitted to the agency by the grantee;Counterpart to the Grant Officials

Roles and Responsibilities - Grantee

Grantee Roles and Responsibilities

The grant is made to the grantee and not to individuals within the grantee organization. Hence, the grantee is responsible for making sure that all aspects of the grant is in compliance with the policies and regulations that govern the grant program.

Grantee Staff – Project Director

Project Director/Executive Director: designated by the grantee as the project lead. This individual provides technical guidance in all aspects of the day to day operations of the grant. This person is responsible for making sure the grantee is in compliance with the performance measures of the project.This individual serves as a primary point of contact for the agency’s Program Official.

Grantee Staff – Authorized Organizational Official

Designated as a representative of the grantee in matters related to the administration of the award. They serve as the business official and are a point of contact for the grants management staff. Responsible for making sure that the grantee complies with the assurances and certifications as well as the terms and conditions of the grant.

Prior Approval Requirements for Grantees

Prior Approval – Process for Grantees

Must be initiated by the grantee by the grantee in writing; Must be signed by the authorized business official; Submitted directly to the Division of Grants Operations (DGO).

Prior Approval must be requested when a Grantee:

Changes the scope of a project;Replaces of key personnel;Change of grantee organization;Alterations and Renovations that exceed $250,000;Deviating from terms and conditions of the award.

Prior Approval - continued

No cost extensions;Significant rebudgeting – exceeds $100,000 cumulative transfers among direct cost categories for the current budget period exceed 25% of total approved budget for that budget period;Carryover balances that exceed 25% of the current budget period.

Prior Approval – Process for Grants Staff

Submit a copy of the request to the Program Official (e.g., Area Diabetes Consultant);Obtain the response from the Program Official within 15 days from sending the request to them;Grants Staff are required to respond to the grantee’s within 30 days from the receipt date of the request.

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