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Grants Made Easy: Awarding and Monitoring Federal Grants - PowerPoint PPT Presentation

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Grants Made Easy: Awarding and Monitoring Federal Grants. Presented for the workshop at UMD School of Business sponsored by Governor’s Grants Office and Washington D.C. Mayor’s Office of Partnerships and Grant Services. G P D. Grant Programs Directorate.

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Grants Made Easy: Awarding and Monitoring Federal Grants

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Grants made easy awarding and monitoring federal grants

Grants Made Easy: Awarding and Monitoring Federal Grants


for the workshop at UMD School of Business sponsored by

Governor’s Grants Office and Washington D.C. Mayor’s Office of Partnerships and Grant Services


Grant Programs Directorate

Fema grant programs directorate gpd

FEMA Grant Programs Directorate (GPD)

Our Mission…

To provide a unified, solutions oriented approach to federal

financial assistance management in support of FEMA’s

multi-faceted mission, priorities and customer base.

Our Vision…

The recognized leader valued for proactive federal financial

assistance management that prepares the American public

and supports them in their times of greatest need.

Scope of fema grant programs

Scope of FEMA Grant Programs

  • Provide grants management business services

  • 50 Grant Programs at FEMA across 7 Directorates; also award and manage one-time grant awards (i.e., earmarks)

    • 6 disaster grant programs

    • Disaster and non-disaster grant programs follow different processes

      • Regional grants staff do not award disaster grants, but do manage them. Program Staff have award authority per Program Regulations.

  • 2007 Data

    • Non Disaster

      • 7646 grants awarded (grants not projects)

      • Over $5B awarded

    • Disaster

      • 129 grants awarded (grants not projects)

      • Over $5B awarded

Fy 2007 grant awards

FY 2007 Grant Awards

Type of GrantsNumber of Awards FY 2007

Assistance to Firefighters Grants6436$ 672,280,341

Preparedness 788$ 3,697,455,785

Disaster Assistance 129$ 5,471,384,499

Non-Disaster Grants 422$ 785,490,791

Total Awarded in FY 07 7775 $ 10,626,611,416


Grants made easy awarding and monitoring federal grants

FEMA Grant Programs by Directorate

  • U.S. Fire Administration

    • Reimburse Firefighting on Federal Property*

    • Degrees at a Distance*

    • Training Assistance*

    • State Fire Training Systems Grants

    • TRADE Grants

    • NFA Education Programs*

    • EMI Independent Study*

    • EMI Residential Educational*

    • EMI Training Assistance*

    • Fire Service Hazardous Materials

    • PARADE Grants

    • Safe Kids

  • Mitigation

    • Earthquake Consortium

    • National Dam Safety

    • Cooperating Technical Partners

    • Map Modernization Management Support

    • Community Assistance Program –State Support Services Element

    • Flood Mitigation Assistance

    • Repetitive Flood Claims

    • Pre-Disaster Mitigation Competitive

    • Hazard Mitigation Grant Program

    • Severe Repetitive Loss

    • Disaster Operations

    • Urban Search and Rescue Cooperative Agreements

Color Code

HQ Grant Programs

Currently in Regions

*Direct Federal Assistance, loan, stipend programs

Grants made easy awarding and monitoring federal grants

FEMA Grant Programs by Directorate

  • Disaster Assistance

    • Alternative Housing Pilot Program

    • Debris Removal Insurance

    • Disaster Donations Management

    • Katrina Case Management

    • 9/11 Heroes Stamps *

    • Emergency Food and Shelter National Board

    • Fire Management Assistance

    • Public Assistance

    • Crisis Counseling Program

    • Individuals and Households - Other Needs

    • Community Disaster Loans *

    • Cora Brown Fund *

    • Disaster Unemployment Assistance *

    • Disaster Legal Services *

    • Disaster Housing Operations for Individuals and Households *

    • Disaster Housing Assistance *

  • Grant Programs

    • Assistance to Firefighters Grant (AFG) Program

    • Staffing for Adequate Fire Emergency Response Grant Program (SAFER)

    • Homeland Security Grant Program (HSGP)

      • State Homeland Security Program (SHSP)

      • Urban Areas Security Initiative (UASI)

      • Metropolitan Medical Response Grants (MMRS)

      • Citizen Corps Program (CCP)

    • Transit Security Grant Program (TSGP)

      • Intercity Passenger Rail Security (Amtrack)

      • Freight Rail Security Grant Program (FRSGP)

    • Port Security Grant Program (PSGP)

    • Intercity Bus Security Grant Program (IBSGP)

    • Trucking Security Program (TSP)

    • Buffer Zone Protection Program (BZPP)

    • Emergency Operations Centers (EOC)

    • Operation Stonegarden (OPSG)

    • Interoperable Emergency Communication Grants (IECG)

    • UASI Non-Profit

    • Public Safety Interoperable Communications (PSIC) Program

    • Emergency Management Performance Grant (EMPG)

    • Real ID Grant Program

Color Code

HQ Grant Programs

Currently in Regions

*Direct Federal Assistance, loan, stipend programs

Grants made easy awarding and monitoring federal grants

FEMA Grant Programs by Directorate

  • National Preparedness

    • System Assessment and Validation for Emergency Responders (SAVER)*

    • National Training Program

    • Competitive Training Grant

    • Homeland Security Preparedness Technical Assistance

    • Systems Support Grant Program

    • Chemical Stockpile Emergency Preparedness Program (CSEPP)

    • Commercial Equipment Direct Assistance Program (CEDAP) *

    • Regional Catastrophic Preparedness Grant Program

Color Code

HQ Grant Programs

Currently in Regions

*Direct Federal Assistance, loan, stipend programs

Evolution of gpd

Evolution of GPD

  • FEMA formed in 1979 to respond to natural disasters and civil emergencies

  • Grants Management Branch established within the Office of Chief Procurement Officer

  • Office of Justice Programs (OJP) establishes the Office for Domestic Preparedness (ODP)

  • Homeland Security Act of 2002 – ODP transferred to DHS March 1, 2003

  • 2003 – Office of State and Local Government Coordination and Preparedness (SLGCP)

  • 2005 – SLGCP is incorporated under the Preparedness Directorate as the Office of Grants & Training (G&T)

  • Post Katrina Emergency Management Reform Act (PKEMRA) of 2006 – Preparedness to FEMA as of April 1, 2007

  • Grants Management Branch, Preparedness Programs Division (PPD), Office of Grant Operations (OGO) combined to form the Grant Programs Directorate

Grant programs directorate gpd

Grant Programs Directorate (GPD)

Office of the Assistant Administrator for

Grant Programs

W. Ross Ashley III

Grant Development & Administration Division (GD&A)

T. Trautman

Business Support & Data Analysis Division (BSDA)

L. Lewis

Financial Accountability & Oversight Division (FAO)

L. Lewis

Assistance to Firefighters

B. Cowan


B. Costa (A)


J. Capps (A)

Financial Monitoring

N. Baugher (A)

Reporting and Analysis

C. Toro (A)

Transportation Infrastructure Security

M. McNamara (A)

Regional Operations & Business Support

J. Cramer (A)


M. Lloyd (A)

Homeland Security Programs

E: J. Hampton

C: M. Larson (A)

W: J. Marks


D. Simmons (A)

Program Development

Stacey Street (A)

Grant development admin gd a

Grant Development and Administration (GD&A)

Grant Development & Admin. – GD&A

Regional Operations & Business Support

Homeland Security Programs

Transportation Infrastructure Support

Assistance to Firefighters



Gd a assistance to firefighters afg

GD&A - Assistance to Firefighters (AFG)

  • Oversee funding for firehouses

    and EMS rescue organizations

  • Develop grant guidance and


  • Administer and programmatically monitor grants (e.g. award, execution, closeout)

Gd a transportation infrastructure security

GD&A - Transportation Infrastructure Security

  • Programmatic grant oversight for the majority of Infrastructure Protection Program (IPP) components

  • Key programs include


    and TSGP

Gd a homeland security programs

GD&A - Homeland Security Programs

  • Programmatic grant

    oversight for Homeland

    Security Preparedness Programs

  • Key programs include


Gd a program development

GD&A - Program Development

  • Establish program

    guidance for new and

    existing grant programs

  • Provide programmatic grant program administration activities as related to award execution and closeout for technical assistance elements of HSPTAP

Bsda and fao


Business Support & Data Analysis Division (BSDA)

Financial Accountability & Oversight Division (FAO)



Financial Monitoring

Reporting and Analysis

Regional Operations & Business Support



Bsda fao has 7 functional areas

BSDA/FAO has 7 Functional Areas

  • Policy

  • Regional Operations

  • Operations (HQ)

  • Systems

  • Training

  • Reporting and Analysis

  • Audit (A-133)

Functional areas

Functional Areas

  • Each functional area plays a unique and interrelated role in the organization.

  • All require extensive knowledge of the Federal requirements for all grants as outlined in legislation, OMB Circulars, Regulations.

  • Every functional area ensures compliance, standardization, and internal controls.



  • Federal Grant and Cooperative Agreement Act

  • Authorizing Legislation (i.e. 9-11 Act, Stafford Act)

  • Appropriations Language

  • Appropriations Law

  • Federal Regulations (i.e. 44 CFR)

  • Program Guidance

  • OMB Circulars (Administrative Requirements, Cost Principles, and Audit)

    • State and Local Governments: A-102, A-87, A-133

    • Educational Institutions: A-110, A-21, A-133

    • Non-Profits: A-110, A-122, A-133

    • For Profit: A-110, FAR 31.2, A-133



  • We ensure that FEMA applies Federal requirements listed above evenly across all grant programs.

  • We ensure standardization of processes and procedures wherever possible.

  • We standardize the implementation, application, review, award/obligation, management, and closeout of grants.

Internal controls

Internal Controls

  • We are the officials with the delegation of authority to obligate FEMA in legally binding non-disaster grant agreements.

  • We ensure the proper separation of duties between the program office that determines eligibility and the fiduciary agent that determines reasonableness, allowability and allocability of grant dollars.

  • We provide the review, oversight and documentation required by all FEMA offices to legally bind the Federal government in a grant agreement.

Gpd outreach to minority institutions

GPD Outreach to Minority Institutions

  • Increase capacity of Minority Colleges and Universities (MCU) to compete effectively for grants.

    Federal Agencies Are Required to Support:

  • Executive Order 13256 – President’s Board of Advisors on Historically Black Colleges and Universities (HBCU)

  • Executive Order 13230 – President’s Advisory Commission on Educational Excellence for Hispanic Americans (HSI)

  • Executive Order 13270 – Tribal Colleges and Universities (TCU)

Gpd outreach to minority institutions1

GPD Outreach to Minority Institutions

GPD Goal

  • Implement a strategic plan for the next three fiscal years to support Historically Black Colleges and Universities (HBCU), Hispanic Serving Institutions (HSI), and Tribal Colleges and Universities (TCU) as outlined below.

    Three-Phased Approach

  • Establish partnerships

  • Utilize campus facilities

  • Visit campuses to attend job fairs and conduct workshops for faculty about FEMA grant funding opportunities

Gpd outreach to minority institutions2

GPD Outreach to Minority Institutions

  • Establish Partnerships Between:

    • FEMA Headquarters and Regional Offices

    • HBCU, HSI and TCU

    • Non-Federal Organizations

  • Utilize Space at HBCU, HSI, and TCU for Meetings and Workshops attended by GPD staff and grant recipients.

  • Visit Campuses

    • Attend Job Fairs

    • Conduct Grant Workshops for Faculty

    • Disseminate FEMA Materials

Locations of fema regional offices

Locations of FEMA Regional Offices

= Regional Office

Gpd outreach to minority institutions3

GPD Outreach to Minority Institutions

  • Select at least one minority institution per HBCU, HSI, and TCU as a site for an event to support three minority institutions per fiscal year.

    Next Steps

  • Identify event or activity planned for each institution.

  • Set date for event or activity.

  • Determine cost of event or activity.

Grants made easy awarding and monitoring federal grants



Distribution of HBCUs, TCUs and HSIs























Puerto Rico








Virgin Islands































  • American Samoa

  • Guam

  • U.S. Trust Territory of the Pacific Islands


  • HBCU = Historically Black Colleges and Universities

  • HSI = Hispanic Serving Institutions

  • TCU = Tribal Colleges and Universities

Fema grant program eligibility

FEMA Grant Program Eligibility

Universities are Eligible to Be Grantees of:

  • Competitive Training Grants Program

  • Fire Prevention & Safety

    Universities are Eligible as Sub-Grantees for:

  • Homeland Security Grant Program

  • Pre-Disaster Mitigation Program

  • Public Assistance Grant Program

Workshop overview

Workshop Overview

Workshop objectives

Workshop Objectives

  • Build Team Approach

  • Understand the Business Practices

  • Develop Networks Among Recipients and Subrecipients

  • Problem Solve on Specific Issues

Fema grants management from the top

FEMA Grants ManagementFrom the Top

Grants management business process

Grants Management Business Process

  • Applies to All Grant Programs

  • Manages Resources

  • Creates Common Framework and Communication

Business process the grants cycle

Business Process = The Grants Cycle












and Award







Business process the grants cycle1

Business Process = The Grants Cycle

  • Fundamentals for Any Grant Program

  • Processes are Not Mutually Exclusive

  • Cycle Sequence is Important

  • Starts with Pre-Award and Ends with Post-Award

Pre award business practices

Pre-Award Business Practices










and Award

Post award business practices

Post-Award Business Practices






Audits and


Business process the grants cycle2

Business Process = The Grants Cycle

Funding Acquisition

Award and terms conditions

Award and Terms & Conditions

  • Award Notification to Grantee

  • Terms & Conditions

  • Sign Award and Special Conditions

Setting program priorities for the state territory

Setting Program Prioritiesfor the State/Territory

  • Determining Priorities and Capabilities

  • Support Homeland Security Strategic Goals

  • Identifying Initiatives, Investments and Projects

  • Consensus from State/Territory Advisory Board

Setting program priorities

Setting Program Priorities

  • Establish Subrecipient Grant Period

  • Determine Competitive/Non-Competitive Application Process

Business process the grants cycle3

Business Process = The Grants Cycle



Establishing policies and procedures

Establishing Policies and Procedures

  • All Grant Stages

    • Application

    • Award

    • Administration

    • Review

Establishing your program

Establishing Your Program

  • Roles and Responsibilities

    • Policy, Program and Grants

  • Setting Goals and Priorities

  • First 100 Days

Establishing your program1

Establishing Your Program

  • Physical Location

  • Information Technology Requirements/Needs

  • Communication…External

    • Public

    • Media Relations

    • Attorneys…State, County, Other

    • Subrecipients…Your Customers

Establishing your program2

Establishing Your Program

  • Communication…Internal

    • Written Policies/Procedures

    • Regular Staff Meetings

    • Dialogue with Senior Management

Establishing your program3

Establishing Your Program

  • Information Management

    • Accessible…Shared with All Disciplines

    • Retrievable…eGMS

    • Analyze Data to Improve Decision-making

    • Data Calls

    • Supportable

Establishing your program4

Establishing Your Program

  • Strong Financial Management System

  • Staffing Needs and Structure…Key Positions

  • Integrating Policy, Program and Financial

  • Assistance from Other Agencies… Memorandum of Understanding (MOU)

Establishing your program5

Establishing Your Program

  • Hiring Personnel

    • Management and Administrative (M&A) Costs vs. Planning Costs

    • Position Descriptions

    • Posting Jobs and Interviewing

    • Background Checks - Time is $

    • Consultant Contracts

Establishing your program6

Establishing Your Program

  • Training Personnel

    • Cross-training

    • Retention and Career Development

    • M&A Use for Online Courses

    • M&A Budget…Travel for Staff Training

    • Document and Evaluate Annually

Business process the grants cycle4

Business Process = The Grants Cycle



Prepare applications and guidelines

Prepare Applications and Guidelines

  • Integrate Priorities

  • Require Budget and Program Narratives

  • Incorporate Required Elements

Prepare applications and guidelines1

Prepare Applications and Guidelines

  • Include Grant Terms and Conditions

  • Required Signatures

  • Include Example of Subgrant Application

Announce funding and priorities

Announce Funding and Priorities

  • Publish Funding Availability and Deadlines

  • Consider Conditional Grant Awards

  • Conduct Grant Application Workshops

Business process the grants cycle5

Business Process = The Grants Cycle



Develop criteria review and select

Develop Criteria, Review and Select

  • Policy, Program and Financial Grant Staffing

  • Compare Project with Goals

  • Supports Approved Initiatives and Investments

  • Cost Analysis of Budget, including Narrative

Develop criteria review and select1

Develop Criteria, Review and Select

  • Necessity, Reasonableness, Appropriateness

  • Review by Program Office (PO)

  • Review Prior Subrecipient Performance

Business process the grants cycle6

Business Process = The Grants Cycle


and Award

Subawards and release of funds

Subawards and Release of Funds

  • Subrecipient Special Conditions

  • State Policies and Procedures

  • Reporting Forms and Instructions

  • Program Evaluation

  • Audit and Close-out Forms and Instructions

Financial management

Financial Management

  • Organizing for Receipt of Federal Funds

  • Program v. Financial-Not Mutually Exclusive

  • Understanding Federal Requirements

  • Establishing Policies and Procedures

Financial management systems

Financial Management Systems

  • Minimum Requirements for Financial System

    • Provide Financial/Performance Data

      • Required by A-102 and 2 CFR Part 215

    • Associate Grant Expenditures to Specific Funding Source

    • Provide Clear Audit Trail

    • Manage Cash Effectively

Financial management systems1

Financial Management Systems

  • “Adequate” Accounting Systems Require

    • Internal Controls

    • Ability to Test Internal Control

    • Chart of Accounts

    • Compliance with CMIA

    • Procedures Minimizing Federal Cash-on-Hand

Financial management systems2

Financial Management Systems

  • “Adequate” Accounting Systems Require

    • Track Expenditures (Budget Control)

    • Track both Financial and Program Budgets

    • Ensure Allowability of Costs Charged to Grants

Financial management systems3

Financial Management Systems

  • “Adequate” Accounting Systems Require

    • Documentation for All Grant-related Expenditures

      • Broken Down by Award

    • Fulfill Government-required Financial Reporting

Financial management systems4

Financial Management Systems

  • Must Record and Report Grant Funds

    • Receipt

    • Obligation

    • Expenditure

Omb circulars which do i follow

OMB Circulars: Which Do I Follow?

  • State, (Territories), Local Governments and Indian Tribes

    • A-87 for Cost Principles

    • A-102 for Administrative Requirements

    • A-133 for Audit Requirements

Omb circulars which do i follow1

OMB Circulars: Which Do I Follow?

  • Educational Institutions, Hospitals and Non-Profits

    • A-21 for Cost Principles (Educ. & Hospitals Only)

    • A-122 for Cost Principles (Non-Profits Only)

    • A-110 for Administrative Requirements

    • A-133 for Audit Requirements

Policies and procedures

Policies and Procedures

  • What?

    • Integrate Federal and State Policies

    • Develop Internal and External Forms and Procedures

    • Publish Formally

Policies and procedures1

Policies and Procedures

  • Why?

    • Provides Documentation and Authorization

    • Tracks Modifications

    • Provides Accountability and Audit Compliance

  • Who?

    • Obtain Support Prior to Implementation



  • Review Financial Guidesand OMB Circulars

  • Identify Conditions Requiring Prior Approval

  • Develop Forms for Prior Approval



  • Understand Differences Between Types

    • Competitive

    • Federal (GSA) or State Contract

    • Sole Source-Use is Discouraged

      • Emergency or Uniqueness



  • Sole Source requirements in 44 Code of Federal Regulations (CFR) Part 13:

    • Item only available from one source

    • Emergency

    • Awarding agency authorizes

    • After solicitation of a number of sources, competition deemed inadequate

  • Project Director and Local Procurement Official Signatures

  • Fiscal matters

    Fiscal Matters

    Fiscal matters proceed with caution

    Fiscal Matters…Proceed with Caution

    • Allowable vs. Unallowable Costs

    • Prior Approval Costs

    • Renovations and Construction

    • Travel Authorizations

    Fiscal matters proceed with caution1

    Fiscal Matters…Proceed with Caution

    • Time and Effort

    • Overtime and Backfill

    • Direct Costs

    • Indirect Costs

    Fiscal matters proceed with caution2

    Fiscal Matters…Proceed with Caution

    • Supplantation

    • Consultants

      • Fair Market Value-cautious on sole sourcing contractors

    • Interest Earned/Program Income

    • Match

    Fiscal matters proceed with caution3

    Fiscal Matters…Proceed with Caution

    • Cash Advance

      • Interest Earned (CMIA)

    • Outstanding Purchase Orders

    • Excessive Spending Near End of Grant Period

    • Records Retention

    Business process the grants cycle7

    Business Process = The Grants Cycle


    Monitoring visit

    Monitoring Visit

    • Conducted by Program Analyst

    • Two Types

      • Desk…Administrative Monitoring

      • On-site…Strategic Monitoring

    Program monitoring visit desk administrative monitoring

    Program Monitoring VisitDesk…Administrative Monitoring

    • Office Based

    • Review Recipient’s Signed Grant Award

    • Review Signed Application (SF-424

    Dhs program monitoring visit desk administrative monitoring

    DHS Program Monitoring VisitDesk…Administrative Monitoring

    • National Environmental Policy Act (NEPA) Letter

    • Copies of Modifications / Amendments

    • Follow-up Letter with Findings

    Dhs program monitoring visit on site strategic monitoring

    DHS Program Monitoring VisitOn-site…Strategic Monitoring

    • Pre-visit

      • Review DHS Guidance (National Priorities, Planning Scenarios, TCL, etc.)

      • Review Current Fiscal Year Investments

      • Review Financial Monitoring Report(s) and Performance Report(s) for Follow-up

    Dhs program monitoring visit on site strategic monitoring1

    DHS Program Monitoring VisitOn-site…Strategic Monitoring

    • Final Steps

      • Post-visit Letter (15 days)

      • Monitoring Report (30 days)

    Gpd financial monitoring visit mission ensure stewardship over federal funds awarded

    GPD Financial Monitoring VisitMission: Ensure Stewardship over Federal Funds Awarded

    Gpd financial monitoring visit

    GPD Financial Monitoring Visit

    • GPD Does Not Conduct Audits

    • GPD Does Conduct

      • On-site Financial Reviews

      • Desk-based Financial Reviews

      • Resolution of Audit Reports

      • Technical Assistance to Grantees

    Gpd financial monitoring visit1

    GPD Financial Monitoring Visit

    • Pre-Visit Letter to Recipient

      • All Financial and Administrative Grant Files

      • List of Awardees and Files for Each Subaward Related to Each Grant

      • Policies and Procedures Manuals

    Gpd financial monitoring visit2

    GPD Financial Monitoring Visit

    • Pre-Visit Letter to Recipient

      • Detailed General Ledger (G/L) Reports

        • All Expenditures Charged to Each Grant Award

      • Financial Status Reports (SF-269a)

      • G/L Reconciliations for Each Quarter

    Gpd financial monitoring visit3

    GPD Financial Monitoring Visit

    • Pre-Visit Letter to Recipient

      • Supporting Documentation for All Expenditures

        • Invoices

        • Receipts

        • Purchase orders

        • Contracts

    Gpd financial monitoring visit4

    GPD Financial Monitoring Visit

    • Pre-Visit Letter to Recipient

      • Supporting Documentation for All Expenditures

        • Travel Authorization Forms/Travel Vouchers

        • Timecards

        • Payroll Registers

    Gpd financial monitoring visit5

    GPD Financial Monitoring Visit

    • Create Monitoring Profile

      • Program Office Monitoring Report

      • Audit Findings

      • Grant File Review

      • Pass-through Requirements

      • SF269 Analysis

      • Match Requirements

    Gpd financial monitoring visit6

    GPD Financial Monitoring Visit


      • Procurement Practices

      • Subrecipient Files (Programmatic and Financial)

      • Subrecipient Monitoring

      • Accounting System

      • Management and Administration (M&A)

      • Inventory

    Gpd financial monitoring visit7

    GPD Financial Monitoring Visit


      • Policies and Procedures

      • Flow of Funds

      • Pass-through Requirements

      • File Documentation

      • SF269 Analysis

      • Payroll

      • Travel

    Gpd financial monitoring visit top monitoring findings

    GPD Financial Monitoring Visit Top Monitoring Findings

    • Inventory Management Deficiencies

    • Inadequate Subrecipient Monitoring

    • Excess Cash on Hand

    • Grantee Has No Written Procedures

    Gpd financial monitoring visit top monitoring findings1

    GPD Financial Monitoring Visit Top Monitoring Findings

    • Project Period Expired

      • No Grant Adjustment Approving Extension

    • Failure to Manage Audit Results

    • Inadequate Accounting Procedures

    Gpd financial monitoring visit top monitoring findings2

    GPD Financial Monitoring Visit Top Monitoring Findings

    • Financial Status Reports Fail To Agree With Accounting Records

    • Questioned Expenditures

    • Untimely Submission of SF-269a Financial Status Reports

    Case study monitoring assistance to firefighters grant afg program

    Case Study: MonitoringAssistance to Firefighters Grant (AFG) Program

    Assistance to firefighters grant afg program

    Assistance to Firefighters Grant (AFG) Program

    • Financial Assistance directly to Fire Departments and non-affiliated EMS Organizations

    • $560 million for FY 2008

    • Fire Prevention & Safety

    • Staffing for Adequate Fire & Emergency Response (SAFER)

    Afg site visit preparation

    AFG Site Visit Preparation

    • Criteria for Selecting Grantees

      • State

      • Dollar Threshold

      • Diverse Sample

    • Contact and Correspondence

      • Confirmation Letter and Reviewer Checklist

    Afg monitoring pppe





    AFG MonitoringPPPE

    Afg monitoring procurement

    Local or State Written Procurement Policy

    Specs, Bids, & Quotes

    Single Source Justification

    Conflict of Interest

    AFG Monitoring: Procurement

    Afg monitoring personnel

    AFG Monitoring: Personnel

    • Time & Attendance (Fire Prevention & SAFER)

    • Overtime Records (Training)

    • Rosters

    Afg monitoring property

    AFG Monitoring: Property

    • Inventory & Maintenance Records

    • Fixed Asset Threshold

    • Physical Inventory of Equipment

    Afg monitoring expenditures

    AFG Monitoring: Expenditures

    • Evidence of Expenditures to Include Purchase Orders, Receipts, and Canceled Checks

    • Tracking / Flow of Funds

    • A-133 Audit

    Subrecipient program and financial monitoring

    Subrecipient Program and Financial Monitoring

    Subrecipient monitoring purposes

    Subrecipient Monitoring: Purposes

    • Periodic Monitoring Required

    • Information Sharing and Gathering

    • Reinforce Priorities and Policies

    Subrecipient monitoring benefits

    Subrecipient Monitoring: Benefits

    • Technical Assistance

    • Subrecipients Identify/Showcase Successes

    • Ensure Projects are on Track

    • Improve Communications/Process

    • Correct Shortfalls and Offer Solutions

    Subrecipient monitoring different approaches and types

    Subrecipient Monitoring Different Approaches and Types

    • Desk

      • Provides Documentation

      • Used When Staff Size is Limited

      • Short-Term Approach

      • Captures Limited Information

    Subrecipient monitoring different approaches and types1

    Subrecipient Monitoring Different Approaches and Types

    • Site Visits

      • Staff/Team Approach

      • Direct Contact with Stakeholders

        • Projects and Players

      • Visual Project Status…Big Picture

      • Requires Follow-up

    Subrecipient monitoring tools and resources

    Subrecipient MonitoringTools and Resources

    • Federal Guidelines

      • OMB Circulars

      • Program Guidance (by Federal Fiscal Year)

    • State Requirements

    • Monitoring Checklist…for Consistency

    Getting started take the temperature

    Getting Started…Take the Temperature

    Subrecipient monitoring what to expect

    Subrecipient Monitoring: What to Expect

    • Determine General “Health”

      • Project Goals and Project Management

    • Staff Make Advance Notes

      • Areas Needing Special Attention

    • All Staff Talk (Policy, Program and Financial)

      • Most Recent Status

    Subrecipient monitoring what to expect1

    Subrecipient Monitoring What to Expect

    • Pre-Monitoring Letter/Email

      • Confirm Location, Date and Time

      • Name of Staff Conducting Monitoring

      • Subrecipient Representatives Required

        • Project Director and Financial Officer

        • Authorized Official…Procurement Official(s)

    Subrecipient monitoring what to expect2

    Subrecipient Monitoring What to Expect

    • Pre-Monitoring Letter/Email

      • Monitoring Objectives

      • Materials/Equipment Necessary for Monitoring

        • Inventory Inspection…Location

        • Grant File(s)

        • Programmatic and Financial Records

        • Grant-funded Personnel

    Subrecipient monitoring what to expect3

    Subrecipient Monitoring What to Expect

    • Compare Grant Files…Yours and Theirs

      • Signed Grant Award

      • Final Application (Program/Financial Pages)

      • Met Special Conditions

      • Personnel Status…Position Descriptions?, Interviewing?, Hiring?

      • Status of Procurement, Revisions, etc.

    Subrecipient monitoring what to expect4

    Subrecipient Monitoring What to Expect

    • Review Grant File(s) Folder

      • Previous Monitoring Reports/Correspondence

      • Compliance with Deadlines

      • Progress and Financial Reports

      • Fiscal Information

        • Invoices, Payments, Backup, POs

    Grants made easy awarding and monitoring federal grants

    Subrecipient MonitoringSuggested Grant File Format

    Label each tab

    1. Correspondence

    1. Correspond.

    2. Blank Forms, POC Info.

    3. Financial-Payments-Special Cond.

    4. Application, Signed Award, GANs

    5. Review & Audit Resolution

    6. Progress & Monitoring Reports

    Subrecipient monitoring what to expect5

    Subrecipient Monitoring What to Expect

    • Post Monitoring Letter (Desk or On-site)

      • Agreed-upon Modifications

      • Remaining Compliance Issues

      • Recommendations for Improvements

    Subrecipient monitoring what to expect from the saa

    Subrecipient Monitoring What to Expect from the SAA?

    • Post Monitoring Letter (Desk or On-site)

      • Recognition of Progress and Successes

      • Deadline for Response, if Applicable

      • Copied to Authorized Official

    Business process the grants cycle8

    Business Process = The Grants Cycle

    Project Modification

    Project modification

    Project Modification

    • Change in Budget or Project Scope/Focus

    • Grant Revisions and Grant Extensions

      • Examples:

        • Programmatic: Change in Strategy Objectives

        • Financial: Re-budgeting Remaining Funds

    Project modification1

    Project Modification

    • Grant Revisions and Grant Extensions

      • Requires Pre-Approval from awarding Agency

      • Must Meet Original Program Intent

      • Allowable Costs from FY Program Guidance

      • Strong Justification for Review/Approval

    Project modification2

    Project Modification

    • Document Approval

    • Compliant with OMB Circulars

    • Federal Guidelines

    • Allowable, Allocable, Reasonable

    Project modification3

    Project Modification

    • Comply with Grant Terms and Conditions

    • Program Restrictions

    • Unallowable Costs

    • Be Prepared to Extend Grant Periods

    Business process the grants cycle9

    Business Process = The Grants Cycle




    • Funds Disbursed as Costs Incurred

    • Based upon Immediate Disbursement and Reimbursement

      • Limit Cash on Hand



    • Subrecipient Requests for Reimbursement

    • Not Exceed Total Grant Award or Unallowable Cost



    • Cash Management Improvement Act

      • Interest-Bearing Account

        • $100 Annually for State/Local; $250 for Non-profits

      • Remit Earned Interest Quarterly

    Things to consider

    Things to Consider

    • Provide Examples

      • Invoices

      • Purchase Orders

      • Requests for Reimbursement

      • Unallowable Costs, etc.

    Things to consider1

    Things to Consider

    • Withhold Payments: Advance or Reimbursement

      • Subrecipient’s Inability to Submit Reliable and/or Timely Reports

      • Improper Administration of Subawards

    Secrets for success

    Secrets for Success

    Secrets for success1

    Secrets for Success

    • Your Role in Grant Administration

    • Administrative Tools

    • Resources

    Secrets for success2

    Secrets for Success

    • Partnership - Partnership – Partnership

    • Clear and Concise Communication

    • Develop Policies and Procedures

    • Participate in Training Opportunities (Workshops)

    Secrets for success3

    Secrets for Success

    • Keep Your Eye on Strategy

      • Goals, Objectives, and Priorities

    • Focus on What Matters Most

    • Be a Change Agent

    Secrets for success4

    Secrets for Success

    • Set Realistic Goals

    • Cross Train Personnel

    • Use Technology – Preferably Someone Else's

    • Scan Your Environment

    Workshop conclusions

    Workshop Conclusions

    • You Understand theBusiness Practices

    • You Know theCritical Events

    • You Learned toProblem Solve

    Workshop conclusions1

    Workshop Conclusions

    • You Can Build a Team Approach

    • You IdentifiedPromising Practices

    • You DevelopedNetworking Methods

    Contact information

    Contact Information

    • Donna Simmons, FEMA/GPD Acting Training Branch Chief

      • (202) 786-9579


    • Vanessa Pert, FEMA/GPD Grants Management Specialist

      • (202) 786-9564


    • FEMA Centralized Scheduling and Information Desk

      • 1-800-368-6498

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