Division of Grants
Management
Drug Free Communities (DFC) Support Program
SAMHSA’s Center for Substance Abuse Prevention
Virginia Simmons, Grants Management Officer
Division of Grants Management (DGM)
Federal Partners
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Office of National Drug Policy (ONDCP)
http://www.whitehouse.gov/ondcp
Substance Abuse and Mental Health Services Administration
(SAMHSA)
Division of Grants Management (DGM)
http://www.samhsa.gov/grants/
Centers for Substance Abuse Prevention (CSAP)
http://www.samhsa.gov/about/csap.aspx
Division of Payment Management (DPM)
http://www.dpm.psc.gov/
Division of Grants Management
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Division of Grants Management (DGM)
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Provide management and administration of grants
provides grantees with guidance, financial management and technical assistance
Ensures compliance with all laws, regulations, policies (HHS ,SAMHSA, ONDCP)
and terms of award applied to the grant program.
Provides guidance on all close out requirements.
Center for Substance Abuse and Prevention (CSAP)
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Monitor activities and technical assistance for programmatic issues
Review and monitor Progress Report through Coalition Online Management and
Evaluation Tool (COMET)
Conducts site visits
Roles & Responsibilities
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Grants Management Staff
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Grants Management Officer (GMO)- Only authorized official to: obligate expenditure
of federal funds; Sign Notice of Award; ( NoA ) Approve changes in funding, duration
or other terms and conditions of Award.
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Grants Management Specialist (GMS)- The GMS works with the GMO on the dayto-day management of the grant. The GMS is responsible for: all business and
financial management matters related to the grant; interpretation and enforcement of
grants administration policies and provisions. The name and contact information of
the GMS grant appears on the NoA.
Center for Substance Abuse Prevention Staff
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Grants Project Officer (GPO)- The PO is responsible for the programmatic, and/or
technical aspects of assigned applications and grants. The PO works in partnership
with grants management staff on: post-award administration; review of progress
reports, participation in site visits, and other activities. The contact information for the
assigned PO is provided on the NOA
Roles&&Responsibilities
Responsibilities
Roles
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DFC Grantees
 Legally responsible for the financial and programmatic aspects of
the DFC grant
 Develop and follows procurement policies
 Develop and follows personnel policies
 Official contact persons
 Assure coalition members are informed regarding the procedures
 Assure that the coalition is in compliance with terms and conditions
of the award and applicable Federal regulations
Grants Management Specialists
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 Olivia Cline-Thomas
Grants Management Specialist
(240) 276-1413 Office
(240) 276-1420 Fax
Olivia.ClineThoma@samhsa.hhs.
gov
 Zekiea Jones
Grants Management Specialist
(240) 276-1433 Office
(240) 276-1420 Fax
Zekiea.Jones@samhsa.hhs.gov
 Nadine DeJesus
Grants Management Specialist
(240) 276 1518 Office
(240) 276-1420 Fax
Nadine.Dejesus@samhsa.hhs.gov
 Erwin Morales
Grants Management Specialist
(240) 276-1425 Office
(240) 276-1420 Fax
Erwin.Moalest@samhsa.hhs.gov
 Natalie Gibson
Grants Management Specialist
(240) 276-2585 Office
(240) 276-1420 Fax
Natalie.Gibson@samhsa.hhs.gov
 Karen Warner
Grants Management Specialist
(240) 276-1426 Office
(240) 276-1420 Fax
Karen.Warner@samhsa.hhs.gov
Division of Grants Management
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The Division of Grants Management coordinates the
business, administrative and financial aspects of the
Federal grant process.
 Administer Award
 Monitor post award activities
 Closeout
Budget
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An estimate and itemized calculation of expected
expenses and/or income for a given period.
Must meet the following four tests:
 Reasonable
 Allowable
 Allocable
 Consistency
Match/Cost Sharing
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Match is the recipient share of the project costs. Match may either be
“in-kind” or “cash.” In-kind match includes the value of donated
services. Cash match includes actual cash spent by the recipient and
must have a cost relationship to the Federal award that is being
matched.
 Costs that are not allowable, can not be claimed as a match
 Match funds must meet the four budget tests
Reference the Grants Policy Statement Section II-47 for guidance on
valuation of donated goods and services. You can access this document
through www.samhsa.gov/Grants/management.aspx
Match/Cost Sharing
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Grantees must specify the following matching percentages :
 Year 1-6 100% of total Federal award
 Year 7-8 125% of total Federal award
 Year 9-10 150% of total Federal award
Indirect Costs
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 Costs that are incurred for common or joint objectives and
cannot be readily identified with a particular final cost
objective.
 Need a negotiated rate agreement with cognizant government
agency
 Research rates are unacceptable
 Indirect or administrative costs may be charged as a direct cost
if a rate agreement is NOT available.
Notice of Award
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SECTION I - Award Data
• Award Calculation
(Cost Categories)
•
Amount of this Action
•
Summary of Totals for all Years
Fiscal Information
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SECTION II - Payment/Hotline Information
•
Division of Payment Management (DPM) Website: http://www.dpm.psc.gov/
DPM Telephone Number: 1 – 877 – 614 - 5533
•
HHS Inspector General Hotline Number: 1 – 800 – 447 - 8477
Notice of Award
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 Section III
• Award is subject to the terms and conditions of regulations listed in this
section by ‘Order of Precedence’
 Section IV
• Program Overview
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•
Roles
Restrictions on Lobbying
Special Condition(s) of Award
Special Term(s) of Award
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Training Workshops
Match requirements
Data Collection and National Evaluation
Corrective Action Plan
Roles and Responsibilities of a Grantee
Continue to meet eligibility requirements
Work Station
Maintain current account with CCR/SAM
-Section IV (Continued)
Notice of Award
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Standard Term (s) of Award
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Grantee is legally and financially responsible for all aspects of the grant
Supplanting
Lobbying
Accounting Records
Per Diem
Post Award Actions (i.e. replacement/substantial deduction of key staff)
Public Assistance (P-Account ) created in DPM to provide a separate accounting
of Federal funds per SAMHSA grant. Provide your account # when contacting
DPM’s account representative.
Reporting Requirements
 Federal Financial Report (FFR) Standard Form (SF)- 425
 Quarterly Federal Cash Transactions Report (formerly PSC 272) reported
electronically online through the Division of Payment Management (DPM)
 COMET Report (Semi-Annual Reports)
 Annual Coalition Classification Tool Survey
 A-133 Audit
Post Award
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The Grants Management Specialist and Project Officer work
together to monitor the grantee’s progress to assure the program
is successful and that it accomplishes the mission.
Post Award Requests
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Prior approval means written approval by the authorized
official evidencing consent prior to a budgetary or
programmatic change in the award. All prior approval
requests should be made at least 30 days before action is to
occur.
 Standard Post Award Administrative Changes
 Change in Project Director or Program Coordinator
 Change in Percent of Effort or Level of Work (by Key Personnel)
 Significant Change in Budget (over 25%)
 Change in Scope of Work
 Carryover of unspent funds over 10% require a prior approval request
(See Terms and Conditions of Award for more details)
Requests are not considered approved until a notice of award is
issued.
Prior approval requirements
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Requests must include the following:
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Grant number
Grantee name and address
Signature of authorized official of the grantee organization
Supporting documents
Closeout
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Closeout is the final phase of the grant /project period end date.
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Grantees are required to submit the following:
Final reports- program and financial
Reimbursements of any unexpended funds
Accounting of property and equipment
Updates– CCR has moved to SAM
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Important Note:
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The Central Contractor Registry (CCR) Registration process has
changed. Grantees must be registered in the new System for Award
Management (SAM).
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SAM is a Federal Government owned and operated free website that
consolidates the capability of some systems e.g. CCR, EPLS , etc.
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The former Central Contractor Registration (CCR) transitioned to SAM on
July 30, 2012.
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For any registration in process during the transition period between July 16,
2012 and October 15, 2012, the data previously submitted to CCR was
migrated to SAM.
CCR has moved to SAM
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SAM information must be updated at least every 12 months to
remain active. Once you update your record in SAM, it will take 48
to 72 hours to complete the validation processes. Grants.gov will
reject submissions from applicants with expired Entity
Registrations. To create a user account, Register /Update entity
and/or Search Records from CCR, refer to https://www.sam.gov.
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For a Quick Start Guide for Entities Interested in Being Eligible for
Grants through SAM go to: https://www.sam.gov
1.
2.
3.
Select Help, User Guides, Quick User Guides
Choose Quick Start Guides for Grant Registrations
Select Download PDF file
Useful Websites
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 CADCA Coalition Institute:
http://www.cadca.org
 Federal Cash Transactions Report (formerly PSC 272):
http://www.dpm.psc.gov
 Federal Financial Report (SF 425):
http://www.whitehouse.gov/sites/default/files/omb/assets/grant
s_forms/SF-425.pdf
 Office of National Drug Control Policy (ONDCP):
http://www.whitehouse.gov/ondcp
Useful Websites
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 SAMHSA’s National Clearinghouse on Alcohol and Drug
Information (NCADI) : http://ncadi.samhsa.gov/
 SAMHSA Grants Management:
http://www.samhsa.gov/Grants/management.aspx
 System for Award Management (SAM) https://www.sam.gov
 U.S. General Services Administration (GSA): www.gsa.gov
QUESTIONS????
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Grants Management Contact:
Virginia Simmons
Grants Management Officer
Division of Grants Management
Substance Abuse Mental Health Services Administrations (SAMHSA)
(240) 276-1422 Office
(240) 276-1420 Fax
Virginia.Simmons@SAMHSA.HHS.Gov
You may also contact a Grants Management Specialist
for any grants questions.