Public Health Emergency - Leading a Nation Prepared
Significant rebudgeting - if the grantee moves over 25% of the approved budget between costs categories it is considered significant rebudgeting. The 25% mark is cumulative over the entire budget period. Grantees have the ability to redirect up to 25% of the total approved budget to achieve stated goals and objectives without prior approval except when:
Other changes that require prior approval include the following:
Request should include justification as to why grantee needs to deviate from the terms and conditions. In the case of requesting a change in report due dates the date on which the reports will be submitted.
Carry-over of unobligated funds should be requested to support one-time activities that align with the grantee’s existing goals and objectives. Carry-over requests must supplement the new budget year, not supplant the approved budget for that year.
Funding is subject to match requirements. Match requirements are based on the year in which the carry-over request is awarded.
In the request you should indicate the reason for unobligated funds from the prior year. Outline the activities that will be completed using carryover funds, how the activities relate to the existing and approved work plan. Provide a statement of bona-fide need; include an explanation of how funds will enhance current activities, and timeline/period of performance for proposed activities.
Proposed expenses must be within the scope of the original project. The carry-over funds cannot be expended until a revised Notice of Award is signed and approved by the GMO. Spending funds before this approval is received is at the grantee’s own risk.
This request only applies to grantees in their last year of funding or project period.
A no-cost time extension may be requested if the grantee requires additional time beyond the established expiration date (project end-date) to fully complete its program plans and objectives proposed in the original application, unless otherwise indicated in the terms of the award. The fact that funds remain at the expiration of the grant is not, in itself, sufficient justification for a no-cost extension. The grantee must submit a request for an extension to the ASPR no later than 30 days prior to the expiration date of the project period. The letter must explain why you did not accomplish your program goals within the 12 month time frame and what you intend to accomplish in the requested amount of time.
The recipient may extend the final period of a previously approved project period one time for a period of up to 12 months beyond the original expiration date shown in the Notice of Award if:
You must address the bona-fide need for the extension and acknowledge that the no cost time extension remains within the scope of the program announcement and will be used to support the closeout of activities funded under the grant award. It must outline how the estimated remaining funds will be used to closeout the project activities. Include a breakdown of costs category and justification.
Once a grant is awarded, the recipient is responsible for establishing and maintaining the necessary processes to monitor its compliance and that of its employees and, as appropriate, subrecipients and contractors under the grant with these requirements; taking appropriate action to meet the stated objectives; and informing ASPR of any problems or concerns.
The recipient must enter into a formal written agreement with each subrecipient that addresses the arrangements for meeting the programmatic, administrative, financial, and reporting requirements of the grant, including those necessary to ensure compliance with all applicable Federal regulations and policies. Domestic organizations that receive funding from recipients as subrecipients or contractors under grants rather than directly from HHS also are required to file an HHS 690. The recipient is responsible for determining whether those organizations have the required assurance on file and, if not, ensuring that it is filed with OCR. Subrecipients and contractors under grants are subject to the requirements of the cost principles otherwise applicable to their type of organization and to any requirements placed on them by the recipient to be able to comply with the terms and conditions of the award.
These tools from the Association of Government Auditors (AGA) have been reviewed by the HHS Office of the Inspector General as relevant tools for administering and monitoring grant programs.
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