Grant Actions
Requesting a Change in your Project’s Key Personnel/Authorizing Representative
- Requesting a Change in Key Personnel:
- Requesting a Change in Authorized Official:
Applying for a Non-Competing Continuation Grant
Change in your Objective Work Plan
Revisions to your Project’s Budget
Requesting Spending Authority for Carry-Over Budget (COB) Funding
Requesting a No Cost Extension (NCE)
Requesting a Change in your Project’s Key Personnel/Authorizing Representative
Requesting a change in Key Personnel:
- What should you do if key staff is going to change or has changed?
- Notify your ANA Program Specialist if there is any change in key personnel. A change in key staff will require a grant action. Written prior approval must be secured from ANA if key personnel will be absent for more than 25% of the project implementation period or more than three months.
- What should I include in the request?
- The request for approval must be on letterhead and signed by the Authorized Official. A resume of the new project director must be included.
- Where do I submit the request?
- An original must be submitted to your Office of Grants Management Specialist at:
Your Specialist’s Name
Office of Grants Management
Mail Stop: 6th Fl. East Aerospace Center
370 L’Enfant Promenade, SW
Washington DC 20447
A copy must also be submitted (email or fax is acceptable) to your ANA Program Specialist.
Requesting a change in the Authorized Official:
- What should you do if the authorized official has changed?
- Notify your ANA Program Specialist if there is a change in the Authorized Official. This will require a grant action.
- What should I include in the request?
- The request for approval must be on letterhead and signed by the new Authorized Official. A resolution, board-approved minutes or other official document identifying the new Authorized official must be included in the request.
- Where do I submit the request?
- An original must be submitted to your Office of Grants Management Specialist at:
Your Specialist’s Name
Office of Grants Management
Mail Stop: 6th Fl. East Aerospace Center
370 L’Enfant Promenade, SW
Washington DC 20447
A copy must also be submitted (email or fax is acceptable) to your ANA Program Specialist.
Applying for a Non-Competing Continuation (NCC) Grant
- What is ANA’s policy on non-competing continuations and when do you need to apply for a non-competing continuation grant?
- Approved multi-year projects do not have to re-compete each year. However approve multi-year grantees must submit an application prior to the annual deadline. Applications are due in mid April.
- How do you apply?
- ANA will mail the non-competing continuation grant application notification in January. Application materials can be found on www.grants.gov or on the ANA website www.acf.hhs.gov/programs/ana
Please include the Funding Opportunity Number on your address label if mailing your application:
SEDS HHS-2010-ACF-CONT-ANA-NA
SEDS-AK
HHS-2010-ACF-CONT-ANA-NK
Language Projects
HHS-2010-ACF-CONT-ANA-NL
NAHMI
HHS-2010-ACF-CONT-ANA-NI
ERE
HHS-2010-ACF-CONT-ANA-NR
- Grantees can submit electronic applications via www.grants.gov. or hard copy applications to:
Administration for Children and Families
Administration for Native Americans
370 L’Enfant Promenade, SW
Mail Stop: Aerospace Center, 2nd Floor West
Washington DC 20447
ATTN: ANA Help Desk “Continuation Application”
- ANA will mail the non-competing continuation grant application notification in January. Application materials can be found on www.grants.gov or on the ANA website www.acf.hhs.gov/programs/ana
- What is the deadline for applying?
- A completer applications must be submitted by the date specified in the non-competing continuation notification letter, the deadline date is typically in mid-April. The 2009 deadline is April 16, 2009.
- What do I include in the NCC application?
- A submission letter on letterhead and signed by the Authorized Official.
- Standard Forms 424, 424 A, 424 B,
- Certification Forms (Certification Regarding Debarment, Suspension and Other Responsibility Matters, Certification Regarding Lobbying, Certification Regarding Maintenance of Effort, Certification Regarding Environmental Tobacco Smoke, which are included in the ANA continuation packet that is sent in January),
- Indirect Cost Negotiation Agreement for the continuation budget period, if applicable,
- Itemized line-item Budget (Federal and non-Federal) for the continuation period,
- Budget Justification Narrative, and
- Brief narrative on project progress, including any challenges faced during the project, and a description of any changes to the project which are desired for the continuation period.
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Change in your Objective Work Plan
- When is it possible to make a change in your Objective Work Plan (OWP)
- Any changes to your OWP should be discussed with your program specialist and may need ANA prior approval before making the changes.
- 45 CFR Parts 92 and 74 state the parameters that allows for changes to the approved project. It is important to work with your ANA Program Specialist on any proposed changes to the project.
- What is ANA’s policy on changes in project scope?
- Changes to your OWP that result in a change to the project scope are considered to be deviations from the approved project and typically are not approved.
- The Terms and Conditions of your grant state that the recipient organization must carry out the project according to the application as approved by ANA.
- 45 CFR Parts 92 and 74 state the parameters that allows for changes to the approved project. It is important to work with your ANA Program Specialist on any proposed changes to the project.
- What is the timeline for requesting a change in your Objective Work Plan (OWP)?
- Speak with your program specialist as soon as you realize that your project needs to change its OWP. Your program specialist can inform you of your options and whether a change to the OWP is the best course of action.
- What should I include in the request?
- After consultation with your program specialist, you decide to request a change, you must submit an official request. The letter must be on letterhead and signed by the Authorized Official.
- A revised OWP
- A narrative justification for the OWP revision stating the need for the change and what is being changed.
- To whom do you send the request (original and copy)?
- An original must be submitted to your Office of Grants Management Specialist at:
Your Specialist’s Name
Office of Grants Management
Mail Stop: 6th Fl. East Aerospace Center
370 L’Enfant Promenade, SW
Washington DC 20447
A copy of the official request must also be sent to your ANA program specialist (email or fax is acceptable).
Revisions to your Project’s Budget
- When do you need to request approval for a revision to your project’s budget?
- Grantees are strongly encouraged to discuss all budget changes with their program specialist. Note that ANA does not recognize a 10% rule, allowing changes that are 10% or less of the approved Federal budget to be made without federal review.
- The grantee must always seek prior approval to:
- Request a revision that will change the scope of the project
- Allocate funds to a budget category not approved by the Financial Assistance Award (FAA) document.
- Move funds from direct costs to indirect costs
- What is the timeline for making a request?
- There is no timeline for making a request, however it must be approved prior to making a budget revision.
- The federal review of a budget modification request can take time to process, therefore requests should be submitted as soon as they are identified.
- What should my budget modification request include?
- The request must be sent to ANA on letterhead and must be signed by the Authorized Official identifying the reasons for the modification.
- A revised 424 A
- A revised line item budget that includes all line items and sub line items. The line-item budget should identify the budget categories that you want to decrease, the budget categories that you want to increase and the new budget amounts for each budget category. For example:
Approved Budget
Change
Requested
Supplies
Office Supplies
2,000
-250
1,750
Other
Local Travel
1,000
+250
1,250
- A revised budget narrative that justifies the requested budget.
- Documentation (e.g., price quotations) to support revised budget figures.
- Where do I submit the request (original and copy)?
- An original must be submitted to your Office of Grants Management Specialist at:
Your Specialist’s Name
Office of Grants Management
Mail Stop: 6th Fl. East Aerospace Center
370 L’Enfant Promenade, SW
Washington DC 20447
A copy must also be submitted to your ANA Program Specialist (mail, email or fax is acceptable).
Requesting Spending Authority for Carry-Over Budget (COB) Funding
- Who can request spending authority for a COB?
- Only multi-year projects
- Only projects with activities not completed in the budget period with unobligated funds.
- When can you request a COB?
- The request for carry-over funds should be submitted as soon as you know which activities were not completed in the budget period and what the unobligated balance for that budget period.
- What should I include in the COB request?
- The request must be on letterhead and signed by the Authorized Official.
- Identification of the objectives and activities which remain incomplete and identification of revised completion dates.
- A narrative explanation why activities/objectives were not completed or met.
- A narrative explanation as to how the activities/objectives will be completed or met in the current/subsequent year.
- Line item budget from previous budget period that shows what was approved, what was spent and what is unobligated at the end of the budget period.
- A revised line-item budget for the current budget period that reflects approved budget, a column that indicates where you are adding the COB funds, and a third column that totals the two columns. Note that the funds must be tied to specific activities to be completed.
- A budget justification to support the line item budget for the current budget period. These
- Note: If the non-Federal share (NFS) requirement was not met in the previous year, include the NFS that is proportionate to the COB request.
- 424A for the carry over amount plus the previously approved budget for that budget period.
- 424 for the carry over budget amount only.
- Copy of current Indirect Cost Rate Agreement, if charging indirect cost.
- A Financial Status SF-269 Report indicating the unobligated funds for the budget period referenced.
- Where do I submit the COB request (original and copy)?
- An original must be submitted to your Office of Grants Management Specialist at:
Your Specialist’s Name
Office of Grants Management
Mail Stop: 6th Fl. East Aerospace Center
370 L’Enfant Promenade, SW
Washington DC 20447
A copy must also be sent to your ANA Program Specialist (mail, email or fax is acceptable).
Requesting a No Cost Extension (NCE)
- When can I request an NCE?
- ANA awarded funding with the intention that all objectives would be completed within the approved time frame, therefore NCE requests must have strong justifications in order to be approved.
- If you are behind in project activities, ANA can provide Technical Assistance (TA) through one of the regional TA offices. The TA providers can work with you on project management strategies to overcome challenges that are causing delays.
- In exceptional cases, ANA can allow an extension period, at no cost to ANA, to allow grantees extra time to successfully complete project objectives.
- Discussion with your program specialist is critical if you are anticipating difficulty completing your project within the approved project period.
- An NCE request cannot be made because there are unobligated remaining at the end of a project period.
- When should I submit an NCE request?
- Requests must be submitted prior to the end of the project period. The time frame for submitting requests can start 6 months prior to the project end date and no later than 45 days prior to the project end date.
- Grantees that submit requests less than 45 days prior to the project period end date are not likely to receive approval and if approved may not receive notification of a decision prior to the project end date. Between the project end date and the notification of decision date, grantees are not to officially authorized to work on project activities and cannot draw down funds.
- What should the NCE request include?
- The request must be on letterhead and signed by the Authorized Official.
- Letter signed by the authorizing official requesting the NCE at no cost to ANA and identifying the length of the NCE and the new project period end date. The request letter should include the reasons for the delays that lead to the NCE request, what will happen if the NCE is not granted, what objectives & activities were not completed, and your plan to complete the project.
- The complete OWP with an added column for status. The status column should include the amount of the activity completed (e.g., 100%, 25%,…). If not complete, identify the target completion date, if the NCE is awarded.
- A revised budget may be requested.
- Where do I submit the NCE request?
- An original must be submitted to your Office of Grants Management Specialist at:
Your Specialist’s Name
Office of Grants Management
Mail Stop: 6th Fl. East Aerospace Center
370 L’Enfant Promenade, SW
Washington DC 20447
A copy must be submitted to your ANA Program Specialist (mail, email or fax is acceptable).