The award process involves the preparation of the Notice of Award (NoA) and officially obligates funds for the grant. The NoA is the legal document issued to the receiving organization (grantee) that indicates an award has been made and that funds may be requested from the designated HHS payment system or office. A NoA, showing the amount of Federal funds authorized for obligation and any future-year commitments, is issued for each budget period in the approved project period. Until an awarding office has issued a NoA for the initial budget period, any costs incurred by the applicant for the project are incurred at its own risk. Additionally, the NoA describes the terms and conditions of the award, including reporting requirements. The Grants Management Officer prepares and signs the grant award, certifying that the award complies with all legal, regulatory, and internal policy requirements and that it is a sound business agreement into which the Department should enter. ASPR NoAs are generated through GrantSolutions and sent electronically to the identified business office.
Upon receipt of a Notice of Award all grantees should read through the entire award notice including the terms and conditions of that award. Grantees should review the NoA to assure that all information included on this notice is correct. If changes are required on the award notice grantees should contact the grants management officials listed in the contact section of the terms and conditions of the award. For information on the different section of the NoA (sample Notice of Award
and explanation of sections
A recipient indicates acceptance of an award and its associated terms and conditions by drawing or requesting funds from the designated HHS payment system or office. By drawing down funds, the awardee certifies that proper financial management controls and accounting systems to include personnel policies and procedures have been established to adequately administer Federal awards and funds drawn down are being used in accordance with applicable Federal cost principles, regulations and budget and congressional intent of the President.
Terms and Conditions
The terms and conditions of award are the legal requirements imposed by the awarding office on a recipient, whether by statute, regulation, the grant award, or other issuances. General terms and conditions are ones that must be included in each applicable award. Sometimes certain programs have terms and conditions that apply to all grants that are awarded under a specific funding or program guidance. Additionally, it also may be necessary to include award-specific conditions or special conditions in an award to ensure the objectives of the award are achieved, conserve grant funds, or otherwise to protect the Government’s interests.
Recipients of Federal grants, cooperative agreements, contracts, and loans are prohibited by 31 U.S.C. 1352, “Limitation on use of appropriated funds to influence certain Federal contracting and financial transactions,” from using appropriated Federal funds to pay any person for influencing or attempting to influence any officer or employee of an agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress with respect to the award, extension, continuation, renewal, amendment, or modification of any of these instruments. These requirements are implemented for HHS in 45 CFR part 93, which also describes types of activities, such as legislative liaison activities and professional and technical services that are not subject to this prohibition.