Rural Health Network Development Planning and Grants Management Specialist Insights
Discover key insights into rural health network development planning and grants management processes, presented by Kelichia Wellons, MBA, MS. Learn about the responsibilities of Grants Management Specialists, monitoring joint responsibilities, contacting GMS or PO for different queries, HRSA grants management process, reports and records monitoring, FFR/PMS integration, and more.
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Presentation Transcript
Grants Management Rural Health Network Development Planning Presented by: Kelichia Wellons, MBA, MS Grants Management Specialist Office of Federal Assistance Management (OFAM), DGMO
Grants Management Specialist Responsible for business management matters associated with reviews, negotiations, awards, administration, and clarification on award regulations, policies, and financial aspects of the project. Reviews and makes recommendations on continued Federal support. Monitors compliance with award requirements and cost policies. Monitors receipt of all required reports, and follows up when necessary to obtain delinquent reports. 2
Monitoring A Joint Responsibility Assessment of progress Terms, conditions, reporting requirements Unobligated balances Actual or potential changes PO GMO/GMS Compliance 3
Who Do You Call? GMS or PO? GMS For budget, reporting and other administrative requirement questions, contact your Grants Management Specialist (on the first page of your Notice of Award). PO For project goals, scope and other programmatic requirement questions, contact your Project Officer. Feel free to include both your GMS and PO on correspondence. We are a team! 4
Reports and Records Monitoring and Reporting Program Performance Monitoring is the process by which programmatic and business management performance of a grant is continually assessed by the program and grants officials responsible for the award. Financial Reporting HRSA requires annual submission of the Federal Financial Report the Notice of Award (NoA) will include the due date(s). Although it is reported annually, it is a cumulative report for all expenditures over the project period. FFR is updated within the PMS and is submitted by the financial official or other designee determined by recipient organization. Record keeping and Record Retention 6
FFR/PMS Integration Recipients will use PMS to report all financial expenditures. EHBs is used for all other grant-related matters (i.e., submitting progress, performance reports, prior approval requests, and accessing grant documents such as NoAs). GMS will review the transmitted FFR data within EHBs. Recipients are advised to contact their PMS representative or GMS if FFR issues exist. You can visit HRSA s FAQs page to learn more. 7
PMS Contact Financial Management Service Division of Payment Management For more information, please consult the DPM Home Page: www.dpm.psc.gov under the subheading Grant Recipient Info or contact your DPM Account Representative via the Contact Us hyperlink. Help Desk: 877-614-5533 8
Prior Approval Requests When a recipient needs to change certain aspects of the approved application (such as budget revision or change of scope), HRSA approval is required. Formal requests are submitted through the EHB. 9
Common Prior Approval Requests Key personnel: change in project director. Work scope: major change to the scope of the project. Re-budgeting: budgeting over certain thresholds. Carryover: use of UOB with a detailed budget. No-cost extension: extension of project period to complete approved activities. 10
Less Common Requests Change of recipient: merger or successor-in-interest. Relinquishment: cannot carry out all or part of award. Deviation request: deviate from approved terms/conditions. Property disposition: approval to transfer/sell equipment or transfer/sell mortgage or real property. 11
Carryovers & Rebudgeting Carryover Requests A carryover request should be submitted within 30 days of submitting the annual FFR. When requesting carryovers, please provide a full budget (Cover letter, SF-424A, Budget narrative that contains detailed costs breakdown). The budget should be as thorough as the original application. Re-budgeting Funds may be revised within and between approved budget line items up to 25% of the total approved budget amount without Prior Approval from HRSA. Re-budgeting exceeding the 25% limit is considered significant and requires a prior approval request submission in the Electronic Handbooks (EHB). 12
Managing Your HRSA Grant Please visit the Manage My HRSA Grant website for help with: Financial Reporting Uniform administrative requirements Policies Progress Reports Dates for upcoming technical assistance conference calls https://www.hrsa.gov/grants/manage-your-grant 13
EHB Contact 7:00 a.m. to 8:00 p.m. Eastern Time (ET) Monday through Friday 877-Go4-HRSA/877-464-4772 https://www.hrsa.gov/about/contact/ehbhelp.aspx Electronic Handbooks Help and Knowledge Base 14
