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Information for New Grantees

Published: August 29, 2012
Audience:
All
Topics:
Grantee Resources
Types:
Informational Sheet
Tags:
Funds Draw Down, Grant Amendement, Grant Management, Grantee Contacts, Notice of Grant Award, Terms and Conditions
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Information for New Grantees

Congratulations on receiving your ANA grant award!  The following pages include important information regarding:

  • Links to key ANA resources
  • Grant documents
  • Your contacts in the federal government
  • How to draw down your grant funds

Please take some time to review the information and contact your ANA program specialist if you have any questions. 

Links to key resources:


Notice of Award (NOA) Letter:

The Notice of Award (NOA) letter (see sample) announces the award of funding for the proposed project.  The letter provides key information which will be used in the management of your grant, including:

  • The grant number
  • The name and contact information of your project’s ANA program specialist
  • The name and contact information of your project’s Office of Grants Management (OGM) specialist
  • Terms and conditions for award
  • Information on setting up a Division of Payment Management (electronic transfer of funds) account

The NOA letter is sent to the project’s authorized organizational representative, usually around the middle of September.

Notice of Grant Award (NGA) Document:

The Notice of Grant Award (NGA) (see sample) is the official award document used by the Department of Health and Human Services (DHHS) for discretionary financial assistance programs.  The NGA lists:

  • The federal award
  • Non-federal contribution (or share)
  • The authorized organizational representative
  • The principal investigator
  • The approved budget category amounts

The NGA provides the documentation for recording the obligation of ANA funds.  If the authorized organizational representative or the principal investigator listed is incorrect, please contact your ANA program specialist to submit a key personnel change request.

When does a grantee receive an NGA?

An NGA is prepared and sent to the grantee with the NOA letter to signify the grant award has been made.  Each time a grantee requests a change to the grant award (grant amendments such as key personnel change, budget modification, or no-cost extension) a new NGA will be sent to the authorized organizational representative indicating the grant action was approved.  If the request is not approved, a denial letter will be sent with an explanation for the decision.  An NGA is also sent to approve a non-competing continuation application.  No applications (original or non-competing continuations) are officially funded and no grant award change requests are officially approved until the NGA has been received by the authorized organizational representative.

What information is included in the NGA?

  • Award Number (Box 3): Also referred to as the grant number, this should be referenced in all correspondence to ANA about the project and is also included on the program and financial reports.
  • Budget Period (Box 8): The budget period is the timeframe in which expenses can be incurred for grant activities, and is equivalent to 12 months.  For example, a project with a total project period of 36 months will have 3 separate budget periods of 12 months each.
  • Project Period (Box 9): The project period is the total timeframe during which grant activities can be performed.  This is typically equivalent to 12, 24, or 36 months.
  • Principal Investigator or Program Director (Box 15): The individual designated here will be the contact person for ANA on issues relating to the grant.
  • Approved Budget (Box 16): The federal amounts for the budget categories that have been approved for the project.
  • Award Computation (Box 17): The award computation lists the dollar amount for the non-federal share of the project to be provided by the grantee, and the dollar amount of federal funds which will be provided by ANA.
  • Authorized Treatment of Program Income (Box 21): This authorizes the use of program income generated as a result of grant activities.
  • Remarks (Box 26): The remarks box contains information on how the grant is paid, regulations which are incorporated by reference, and other grant requirements.  It is important to read the remarks section closely as it may contain special conditions that impact project implementation, such as drawing down funds for indirect costs.  This section also includes any changes the Office of Grants Management has made to your approved budget.

Grantee Contacts:

ANA Program Specialist

The primary function of an ANA program specialist is to assist grantees in implementing their Objective Work Plans (OWPs) and successfully completing their projects on time, within budget, and in compliance of federal regulations.  Program specialists are also responsible for monitoring grant progress by reviewing quarterly reports and maintaining contact with grantees.  Each ANA program specialist has a portfolio of grantees with whom he or she works, and is a grantee’s primary contact person regarding their ANA project.

You should contact your program specialist when you:

  • want or need to make changes to your project such as grant amendments, personnel changes, budget modifications, carry-over of funds from one year to the next, or no-cost extensions to determine if the modification requires an official action; you may not make certain modifications to your project without authorized approval.
  • would like to request technical assistance (either electronic or on-site).
  • have questions on what can or cannot be done within federal and ANA rules and regulations.
  • have questions about your quarterly Objective Progress Reports (OPRs).
  • have questions regarding how to track or monitor your project’s progress.
  • have success stories you would like to share with ANA.

Office of Grants Management (OGM) Specialist

Your grants management specialist in the Office of Grants Management (OGM) is here to help you with the financial management of your project.  The OGM specialist is also the person to whom you must send all original documents for grant reporting requirements.  The NOA letter identifies the grants management specialist assigned to your project; if you cannot determine who your OGM specialist is, your ANA program specialist can provide that information upon request.

Getting Your Grant Funds:

The Division of Payment Management (DPM) handles the funding draw down process for all ANA grantees.  DPM will send each grantee a separate packet with information on how to establish an account to draw funds in PMS/Smartlink. The packet includes:

  • The grantee’s Payee Identification Number (PIN)
  • A Direct Deposit Sign Up form (SF-1199A)
  • A grantee training CD
  • A Primary Contact Person form

To set up a DPM account:

  1. Complete the SF-1199A and Primary Contact Person forms
  2. Return both forms to the designated Account Liaison
  3. The Account Liaison will then provide the grantee with a temporary password for PMS/Smartlink access via certified mail

Funds can be transferred electronically through the Automated Clearing House (ACH) system.  The grantee recipient must access the DPM website in order to draw federal funds in PMS/Smartlink.  The transaction is processed online and funds are electronically deposited directly into the grantee’s account.  For information on other payment options, please contact your Account Liaison.

Contact DPM:

Payment Management System (PMS) Help Desk:  877-614-5533
Email:  PMSSupport@psc.gov

You can also submit a ticket on-line and access more services using the Self-Help Web Portal.

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