Fishery Management Councils Administrative Training. May 14, 2009 Rimas T. Liogys Director, Grants Management Division. GMD - NMFS Grants Team. Arlene S. Porter – NOAA Grants Officer Alan Conway - Team Leader Stacy Tedder – Senior Grants Specialist Tracy Jackson- Grants Specialist
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May 14, 2009
Rimas T. Liogys
Director, Grants Management Division
The Grants Officer oversees the financial management and administrative aspects of grants and cooperative agreements.
Grants Manual, Chapter 4 – Responsibilities in Grants Administration
1. Each individual is identified by name and position?
2. Time commitments such as hours and percent of time are stated for each position.
3. The total charges for each person is listed along with an explanation of how the costs were calculated.
4. The amount of time charged for any individual cannot exceed 100% of their time.
5. The time commitments and charges need to be appropriate and reasonable.
9. Are any salary/personnel costs unallowable? (i.e., Federal employees or legislative personnel).
*The sum of the total should match the salary category on the SF424A
1. Fringe benefits must be identified as a separate item.
2. Are the types of fringe benefits indicated?
3. The fringe benefits and charges must be reasonable.
4. Are the total charges for each person listed along with an explanation of how the charges were calculated?
5. Are fringe benefits to federal and matching categories in the same proportion as salaries?
1. For foreign, domestic and local travel, is each trip listed along with the destination, estimated mileage, method of travel, cost per mile and duration, number of travelers, per diem rate for meals and lodging?
2. If actual trip details are unknown, what is the basis for the proposed travel charges?
3. The requested travel must be directly relevant to the successful completion of the project.
4. Travel charges must be reasonable and realistic.
5. International travel you must comply with the Fly America Act.
6. Travel is only for personnel who are supported under the grant
1. Each item of equipment must be listed.
2. Provide a description of how it will be used in the project.
3. A lease vs. purchase analysis needs to be completed.
4. For each item of equipment, the number of units, cost per unit and total cost need to be specified.
5. Each item of equipment must be necessary for the successful completion of the project.
6. The charges for each item must be reasonable, realistic, and proportional to the use/benefit derived from the project.
7. Buy American.
1. Are supplies itemized by type of material or nature of expense?
2. For general office or business supplies, is the total charge listed along with the basis for the charge (i.e. historical use rates)?
3. For other specific supply categories, is the number of units, cost per unit and total cost specified?
4. Are the charges necessary for the successful completion of the project?
5. Are the charges reasonable and realistic?
6. Buy American.
1. Each contract or sub-grant must be listed as a separate item.(Separate budgets are required for sub-grants or contracts regardless of the dollar value.)
2. Products/services to be acquired need to be described along with the applicability of each to the project.
3. Costs need to be reasonable and realistic.
4. For sole source awards provide a justification that describes why the proposed sole source entity is the only source capable of meeting the applicant's project needs?
5. If a sub award or contract is over $100,000 and is to be awarded as sole source the Grants Officer may require that written approval be obtained prior to entering into the agreement with award funds
6. Contingencies or miscellaneous charges are not allowed
7. Do you have a CD-512 on file for each of your sub-grants or contracts?
1. Are items listed by type of material or nature of expense?
2. For each charge, you should list the number of units, cost per unit and total cost.
3. Are the items necessary for the successful completion of the project?
4. Are the cost reasonable?
5. Cost such as liquor, entertainment are disallowed.
6. Contingencies or miscellaneous charges are not allowed.