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AWARDS MANAGEMENT DIVISION AND YOU Carol A. Langguth Division Director Awards Management Division Office of Grants & Financial Management National Institute of Food and Agriculture AWARDS MANAGEMENT DIVISION Revised 5/11/2011 Division Main Number: 202-401-4986 CAROL LANGGUTH Division Director -2172 Phone: 401-5204 clangguth@nifa.usda.gov BEVERLY THOMPSON Secretary - 2183 Phone: 401-4986 bthompson@nifa.usda.gov SUSAN BOWMAN Branch Chief, Br. I - 2240 Phone: 401-4324 sbowman@nifa.usda.gov BRUCE MERTZ Team Leader, Team 1 - 2174 Phone: 401-5062 bmertz@nifa.usda.gov LAQUITA PALMER Specialist – 2117 Phone: 401-5774 lpalmer@nifa.usda.gov SHIRLEY SMITH Specialist - 2133 Phone: 401-5228 ssmith@nifa.usda.gov KENDRA ARRINGTON** Specialist - 2146 Phone: 401-3669 karrington@nifa.usda.gov JOSE BERNA Specialist - 2130 Phone: 401-6509 jberna@nifa.usda.gov Examiner Phone: 401vacant@nifa.usda.gov RONALD DUNMORE Admin Assistant- - 2114 Phone:401-5047 rodunmore@nifa.usda.gov TOWANA DESHAZO - 2162 Team Leader Team 3 Phone: 401-4155 tdeshazo@nifa.usda.gov Selene Gates Specialist - 2127 Phone: 720-3512 sgates@nifa.usda.gov GAIL MARTIN Specialist - 2131 Phone: 401-0327 gmartin@nifa.usda.gov DIANE DUBARD Specialist - 2129 Phone: 401-0549 ddubard@nifa.usda.gov LISA GLANDER Specialist - 2140 Phone 401-1772 lglander@nifa.usda..gov EULA JORDAN Liaison-2140 Phone: 401-0848 ejordan@nifa.usda.gov Student 2101B Phone: 401-4940 Formula Grants Branch SONDRA WATKINS Team Leader, Team 2 - 2170 Phone: 401-4249 swatkins@nifa.usda.gov THOMAS MASON Specialist – 2115 Phone 401-3482 tmason@nifa.usda.gov JANET SCHMIDT** Specialist - 2144 Phone: 401-5951 jschmidt@nifa.usda.gov SHYNIKA LOFTEN** Specialist - 2110 Phone: 401-6031 slofton@nifa.usda.gov ALICIA SIMON Specialist – 2112 Phone 401-6104 asimon@nifa.usda.gov STEPHANIE BRYANT Examiner - 2122 Phone: 401-0187 sbryant@nifa.usda.gov VACANT Admin. Assistant – 2116 Phone 401-1652 vacant@nifa.usda.gov BRENDA BARNETT Branch Chief - 2246 Phone 401-6520 bbarnett@nifa.usda.gov PATRICIA MYERS Team Leader - 2244 Phone: 205-0453 pmyers@nifa.usda.gov VACANT Grants and Agreement Spec. Phone: vacant@nifa.usda.gov ARNITA CROSS Staff Accountant - 2181 Phone: 401-8982 across@nifa.usda.gov TAM-THAO NGUYEN Specialist - 2126 Phone:690-2943 tnguyen@nifa.usda.gov JHARANA SAHU Grants and Agreement Spec. – 2111 Phone: 720-1253 jsahu@nifa.usda.gov VACANT Admin Assistant Phone: 401-4248 vacant@nifa.usda.gov ADRIENE WOODIN Branch Chief, Br. II - 2182 Phone: 401-4320 awoodin@nifa.usda.gov ROCHELLE MCCREA Team Leader, Team 1- 2160 Phone: 401-2880 rmccrea@nifausda.gov DARLENE BROWN Specialist – 2120 Phone 401-4189 dmbrown@nifa.usda.gov JEFF JACOBS Specialist – 2113 Phone 690-5717 jjacobs@nifa.usda.gov RYAN WILLIAMS Specialist - 2150 Phone: 401-4314 rwilliams@nifa.usda.gov TRACEY ROY Specialist – 2121 Phone 401-3681 troy@nifa.usda.gov LASHAWN POWELL Examiner - 2125 Phone: 401-1318 vacant@nifa.usda.gov Linda Toppin - 2123 Admin. Assistant Phone: 690-2563 ltoppin@nifa.usda.gov DUANE ALPHS Team Leader, Team 2 -2152 Phone: 401-4326 dalphs@nifa.usda.gov CHARLES HUNGERFORD Specialist - 2119 Phone: 401-5059 chungerford@nifa.usda.gov EUGENIA SPOHRER Specialist - 2118 Phone: 401-5058 espohrer@nifa.usda.gov BARBARA DODSON Specialist - 2148 Phone: 401-6342 bdodson@nifa.usda.gov ADAM ANDERSON Specialist - 2128 Phone: 401-4185 aanderson@nifa.usda.gov KRISTIN ABERNATHY Specialist- - 2142 Phone: 401-6848 kabernathy@nifa.usda.go Examiner – Phone: vacant@nifa.usda.gov SHAVON DICKERSON Admin. Assistant - 2122 Phone – 202-401-6437 Sdickerson@nifa.usda.gov THINGS WE DO: • • • • • • PRE-AWARD AWARDS POST AWARD ACTION CLOSEOUT INFORMATION SOURCE OUTREACH PRE-AWARD CONSIDERATIONS • • • • • Forms completed accurately Proper signatures Complete information Budget items Legal and Regulatory requirements FORMS/SIGNATURE • SF 424 – Appropriate signature • AOR/AR – Other personnel signing? - Can the person commit resources of university • DUNS & EIN numbers COMPLETE INFORMATION • PDF attachments • Budget & Budget Narrative - All items explained • Matching – non-federal - Proper documentation - AMD will follow-up – but award will be delayed • Legal requirements - Eligibility - Indirects, construction, matching IMPORTANT REQUIREMENT • Keep CCR Registration Current for the Life of the Award • NIFA Accounting System Affected • ASAP ENROLLMENT MUST BE COMPLETED • 45-DAYS TO COMPLETE • OR – START OVER AWARDS AWARDS • Execute all awards - Formula & non-formula • Final administrative review – after technical/scientific review and recommendation • E-notify awards – most - AR & PD are notified - ASAP instructions attached - ASAP customer service@nifa.usda.gov POST-AWARD POST AWARD TOPICS • Terms and conditions • Post Award Actions not requiring agency approval • Post Award Action requiring NIFA approval • PD transfers • Waivers TERMS AND CONDITIONS • Research – Terms and conditions & NIFA agency specific http://www.nsf.gov/bfa/dias/policy/rtc/terms.pdf • Formula and Other program specific requirements http://www.nifa.usda.gov/business/awards/awardterms.html POST AWARD ACTIONS NOT REQUIRING AGENCY APPROVAL • Notification of No-cost extensions 1. Administrative waivers 2. NIFA must be notified within 10 days BEFORE the grant expires 3. Authorized Representative (AR) signature needed POST AWARD ACTIONS NOT REQUIRING AGENCY APPROVAL (CONT’D) • Pre-award costs up to 90 days • Budget changes – most AGENCY APPROVAL REQUIRED • Change in the scope of work • Change in Project Director (PD) or Co-PD • Subs over 50% of the award or any subs to federal agencies, not previously approved • Pre-Award costs more than 90 days • Waivers AGENCY APPROVAL REQUIRED (CONT’D) • 2nd No-cost Extensions 1. Signature from the PD and AR 2. Justification should include: a. Amount of funds remaining b. Timetable for completion c. Summary of progress to date 3. Second NCE must be approved by NPL AGENCY APPROVAL REQUIRED (CONT’D) • No-cost Extensions within 120 days after expiration date may be approved only under extenuating circumstances 1. A strong justification by the grantee & NPL is required. 2. All other requirements for a 2nd NCE must be met. AGENCY APPROVAL REQUIRED (CONT’D) • Release of funds – Needing NPL approval 1. Revised Budget 2. Sub-awardee/Consultant information 3. Special requests by the NPL • As specified in the Terms & Conditions, post award documentation should be submitted directly to the Awards Management Division AGENCY APPROVAL REQUIRED (CONT’D) • Final Technical Report (FTR) 1. NPL will receive notification from CRIS when FTR has been submitted 2. NPL is responsible for reviewing and approving the final report 3. Forward the approved Technical Report to AMD 4. Late Technical Reports – no more funds until it is submitted – AMD withholds funds PD TRANSFERS ORIGINAL AWARDEE • A letter signed by the AR relinquishing the grant; • A summary of progress to date; and • Form SF-425, “Financial Status Report” which reflects the total amount of award funds being transferred to the new institution PD TRANSFER (CONT’D) NEW AWARDEE • Complete proposal – on SF-424 • Funding amounts must match the SF-425 BUDGET ITEMS SALARIES • Base salary (all senior/key/other) Provide funded work months Calendar or academic and summer • Secretarial or clerical salaries Must be justified to be charged as a direct cost • Graduate students Number of students • Only employees of recipient organization should be included EQUIPMENT (CONT’D) • Provide: • Type of equipment • Cost - Some purchases may require lease vs. purchase analyses • Brief explanation of intended use TRAVEL • • • • • Destination (if known) Purpose Number of travelers Estimated cost per trip Need enough information to determine reasonableness TRAVEL • • • • Destination (if known) Purpose Number of travelers Estimated cost per trip MATERIALS AND SUPPLIES • • • • Office, lab, educational, or field supplies Software Postage, shipping, etc. Non-traditional supplies - Provide brief explanation CONSULTANTS • Identified as someone who renders expert advice - Not an employee of grantee organization • Provide: - Letter of intent with signature(s) - Statement of work - Curriculum vita CONSULTANTS (CONT’D) • Rate of pay - Executive Level IV - Currently $600 per day based on an eight hour day - http://www.opm.gov/oca/10tables/pdf/ex.pdf • Justification required if over $600 - Invoices for previous work - Nationally renowned credentials ADP/COMPUTER SERVICES • Charges associated with shared computer usage • Internet charges • Purchases of computer equipment would not go here - Budget under equipment or materials and supplies SUBAWARDS • When portion(s) of work will be performed by outside sources: - Provide: - Statement of work (Proposal) - Letter of intent signed by Authorized Representative - Budget - Budget narrative SUBAWARDS (CONT’D) • Period of performance may not be longer than primary award • Start date should not be earlier than the prime award • Terms and conditions flow down CONFERENCES/MEETINGS • Speaker/trainer fees - Include brief description of service or topic • Fees should be based on credentials - Justify fees exceeding $2,000 CONFERENCES/MEETINGS (cont’d) • Meals - Must justify - Continuity - Arduous conditions - Breakfasts are not normally allowed • Refreshments • Facility and equipment rentals MATCHING/COST SHARING • • • When a program requires matching or cost-sharing - All matching must be secured at time of award - Cannot be dependent on funds not fully committed Federal dollars normally unallowable Indirect costs normally unallowable - Allowed only on programs with specific authority MATCHING/COST SHARING (CONT’D) • Provide: - Letter from contributor to support third party matching - Detailed description of how matching dollars will be used on award SUBMIT REPORTS FINANCIAL REPORTS • Quarterly reports are not required for ASAP system • Annual reports are required • Final reports are required SUBMIT REPORTS USDA/NIFA/AMD, 1400 Independence Avenue, S.W., Stop 2271, Washington, DC 20250-2271 • Overnight Mail Deliveries: • USDA – NIFA, 800 9th Street, S.W., Washington,DC 20024 • Fax all requests to: 202-401-1804 or 202-401-6271 • By e-mail: awards@nifa.usda.gov (preferred method) • If you need assistance, please call 202-401-4986 FINAL PAYMENTS • 90 Days after award ends • Request extension • Expiring appropriations – 5 years - Cannot extend - Funds go back to Treasury - Pay attention to expiration date of award and award documents Formula Grants • Check-up for FY 2011 • Reviewing Process • Administrative Manuals – considering eliminating manuals Requirements in regulations and terms and conditions REGULATIONS • 7 CFR 3430 • 7 CFR 3019 • OMB CIRCULARS - A-110 (2 CFR 215) - A-21 (2 CFR 220) INFORMATION SOURCE • Call us • Send us an e-mail • Organizational chart has all telephone numbers and e-mail addresses OUTREACH • Annual meeting • National Council of University Research Administrator (NCURA) • Requests • Site visits • Budgetary limitations CONTACT US Carol A. Langguth Division Director Awards Management Division Office of Grants & Financial Management (202) 401-4986 QUESTIONS??
