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Navigating Government Grants
Stacy Ruble
March 13, 2015
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Topics for Today
Searching for government grants Differences and similarities between government
grants (federal, state) and foundation grants (family, corporate, community)
Regulations for federal grants Managing government grants post-award Reporting and communication with government
funders post-award
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Don’t be scared!
• We will go slow
• This is an overview
• You will get to practice
• We will have time for questions
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What has been your experience?
If you have ever applied for a grant… Was if a government or foundation grant?
How long was it?
Did you communicate with the funder in advance?
Were you successful?
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Government Grants
Directly from federal agency Passed through from a federal agency through
another agency to you State funding Local funding Typically in the form of grant or cooperative
agreement
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Foundation vs Government Grants - Generally
Foundations
Relationship building
Shorter
Content tends to be more basic
Online apps – complete online
No set regulations
Less reporting
Government
No relationship
So long. Lots of attachments
Set objectives. Evaluation.
Upload online.
Government regulations
More reporting
Similarities – need solid project idea and good writing skills. Must follow the rules they provide. You will get less than you ask for. Competitive.
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To Apply for Federal Grants:
Have a Federal ID number
Have a DUNS number
Be registered in SAM.gov
Be registered in Grants.gov
Sometimes also have to be registered in a federal agency grant system
This takes time! Do NOT wait until the last minute.Make sure that you keep your registrations active.
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Searching for Federal GrantsGrants.gov
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Tips Opportunity status: Open now, or if closed can put into your grant
calendar
Funding instrument type: grant, cooperative agreement
Eligibility: Find your own entity, and entities you could partner with
Category: Do not limit your options here unless just cannot narrow down the list
Agency: Use this if you know what the agency is or to narrow down options
Browser – IE, Firefox, Chrome, Safari all compatible (but I have had trouble with Chrome downloading the right version of Adobe)
Must have latest version of Adobe (but may need older version of Adobe to do reporting)
Sign up for RSS feed and/or email alerts
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What terms would you search for?Partner activity
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Export Results ResultOPPORTUNITY NUMBER OPPORTUNITY TITLE AGENCY NAME OPEN DATE CLOSE DATE
OVW-2015-4037OVW FY 2015 Rural Sexual Assault, Domestic Violence, Dating Violence and Stalking Program
Office on Violence Against Women 1/21/2015 3/4/2015
OVW-2015-4025OVW FY 2015 Transitional Housing Assistance Grants for Victims of Sexual Assault, Domestic Violence, Dating Violence, and Stalking
Office on Violence Against Women 1/13/2015 2/24/2015
OVW-2015-4026OVW FY 2015 Training and Services to End Violence Against Women with Disabilities Grants Program
Office on Violence Against Women 1/7/2015 2/19/2015
OVW-2015-4044 OVW FY 2015 Tribal Sexual Assault Services ProgramOffice on Violence Against Women 12/31/2014 2/24/2015
OVW-2015-4032OVW FY 2015 Grants to Reduce Sexual Assault, Domestic Violence, Dating Violence, and Stalking on Campus Program
Office on Violence Against Women 2/7/2015 3/20/2015
OVW-2015-4046
OVW FY 2015 Consolidated Grant Program to Address Children and Youth Experiencing Domestic and Sexual Assault and Engage Men and Boys as Allies
Office on Violence Against Women 2/6/2015 3/19/2015
OVW-2015-4031OVW FY 2015 Grants to Encourage Arrest Policies and Enforcement of Protection Orders Program
Office on Violence Against Women 2/11/2015 3/24/2015
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Federal Program Announcement TemplateA. Program Description
Intent, goals, history, priority areas
B. Federal Award Information
Funding available, number of awards, type of financial assistance
C. Eligibility Information
Eligibility, pre-requisites, match requirements
D. Application and Submission Information
Content of application, due date, how to submit
E. Application Review Information
Review criteria, review and selection process, when will be announced (rare)
F. Federal Award Administration Information
Regulations, reporting
G. Federal Awarding Agency Contacts
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Review the RFP - Should you apply? Eligibility
Deadline
Does your mission and intent match the funder?
Geographical area
Budget minimums and caps
Match requirements
Pre-requisites (e.g. community needs assessment, planning grant, environmental survey)
Competitiveness
Priority areas
Impact on your agency
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Key Tip for Finding Additional Information
Check out the federal agency’s website for:
Prior funded projects
Agency regulations
Samples or templates
FOIA
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Department of Justice – Office on Violence Against Women has listing by year - by state and by program.
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Practice time!You can use your laptops or tablets to practice searching.
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State government grantsNot so easy in Virginia…
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Some State Agencies with Grant Programs
Board for People with Disabilities
Commission for the Arts
Commission for Healthy Youth
*Aging and Rehabilitative Services
*Agriculture and Consumer Services
*Behavioral Health and Developmental Services
*Conservation and Recreation
*Criminal Justice Services
*Education
*Emergency Management
*Fire Programs
*Game and Inland Fisheries
*Health
*Housing and Community Development
*Rail and Public Transportation
*Social Services
*Department of
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State Agency Tips
You may need to do some hunting
Not all state agencies that issue grants have information on their websites
You may need to talk to other entities that you know receive money from that agency to determine what is available or who to contact
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Sometimes it is easy to find – here is an example of a link directly from the agency’s home page
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In this case, grants were one click away. By clicking on “Programs” on their home page you can reach their grant program.
Note – this grant program is for individuals.
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For this agency, putting “grants” in their search box provides list of links associated with grant opportunities.
This is not always the case.
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DJJ has grant information, but does not actually provide any grant funding.
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DCJS administers a significant number of grant programs, so their homepage has multiple links to grant information.
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Lots of links to grant programs!
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DBHDS does do grants, but you cannot tell that from their website.
This is probably because their grants are open to finite groups. So by not listing those opportunities they limit calls, emails, and inquiries from ineligible entities.
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Key to the Process & Your Future Success
If you are not successful in getting your grant, ask for feedback on the proposal.
Typically with federal grants they will provide this to you in writing.
With state grants, it depends on the funder, but often they will give you verbal feedback.
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Local government grants
These do exist in some communities
Typically are passed through from state or federal funds
Or are from the local unit of government’s budget, and therefore are not issued as grants but instead are lobbied for or requested as part of the budget process
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Questions on finding government grants?
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Break!
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Post-AwardRegulations, management, reporting, and communicating
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Regulations
Federal government-wide regulations – Uniform Guidance
Federal or state agency-specific regulations
Programmatic guidelines or regulations for a particular grant program
Will be referenced in your award document
You are responsible for knowing and following them
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Supercircular=
Cost
Prin.
Admin ReqA-
133
Policy Changes
Uniform
Guidance
Title 2 Grant Agreements
Part 200 - UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS
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Uniform Guidance
Combined prior regulations – Cost Principles, Uniform Administrative Requirements, and A-133 Single Audit Requirements
Was issued December 26, 2013
Went into effect for any financial assistance issued on or after December 26, 2014, or for any grants or cooperative agreements with budget increases after that date
Also called “Supercircular”
Uniform Guidance regulations
Links for resources, crosswalk documents, FAQs, training: https://cfo.gov/cofar/#COFAR2CFR200
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Cost Principles
Describes select items of cost
Includes prior approval requirements
Explains indirect costs
There were 4 sets:
Educational institutions: 2 CFR 220/A-
21
Hospitals: 45 CFR Part 74
Nonprofits: 2 CFR 230/A-122
State, local & tribal govts: 2 CFR
225/A-87
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Cost Principles Continued
Costs – allowability, allocability, reasonableness Indirect costs (overhead, F&A) Considerations of select items of cost
Not an exhaustive list
Tells you if generally the item is allowable or not
Example:
§200.422 Advisory councils. Costs incurred by advisory councils or committees are
unallowable unless authorized by statute, the Federal awarding agency or as an indirect cost where allocable to Federal awards. See §200.444 General costs of government, applicable to states, local governments and Indian tribes.
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Uniform Administrative Requirements
Were two sets:
2 CFR 215: Educational institutions, Hospitals, Nonprofits (formerly A-110)
A-102: State and local governments
Preaward• Application forms, debarment &
suspension, etc
Post award• Financial & program management• Property standards• Procurement standards• Reports and record keeping• Termination and enforcement
After the award• E.g. closeout
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Uniform Administrative Requirements Cont.
Financial & program management Tracking grant dollars, internal control requirements, match, program
income, prior approvals
Property standards Definitions, insurance, tracking, record keeping, allowable uses,
inventory
Procurement standards Methods of procurement, competition requirements, record keeping
Reports and record keeping Financial reporting, program reporting
Record retention
Remedies for noncompliance
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A-133
Audit requirements How often
Who needs one ($750,000)
Picking an auditor
Submitting the audit to the Federal Audit Clearinghouse
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Learning the Rules – Partner Activity How familiar are you currently with the Uniform
Guidance? If you are not familiar, is there someone else at your
agency who is? How will educate yourself? Who else at your agency needs to be educated?
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Federal Agency Regulations
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Managing, Reporting, Communicating
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Managing
Know the regulations
Review your award document carefully
How will you track your finances?
How will you track your programmatic activities?
Make sure each project objective is assigned to someone
Who is responsible for these tasks?
Who is the backup in case of a lottery winning?
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Financial Reporting
Track income – drawdown or reimbursement
Track expenses – must have documentation for all costs
Track match, with documentation
Make sure various reports jive – reimbursement request, financial report, progress report
If you make an error, talk to funder about how to fix it
Make notes for your self to remind you why you did certain things
Record retention – 3 years after you submit final financial reporting form
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SF-425 Federal Financial Report
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Programmatic Reporting At the BEGINNING of the grant, familiarize yourself with reporting
requirements
How often
What information – specific data elements
Process – paper, online, database
Be honest and thorough
Your report needs to stand on its own
Generally – projected vs. actual, reasons for objectives not met, AND how you fixed the problem
Could also include unit cost data and completing data collection reports
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Communicating with Funders
They do NOT like surprises – keep them informed (in between reports) of:
Staff changes
Problems (and how you solved them)
Big successes
Name changes
Ask questions – this is NOT a case of do first and ask for forgiveness later
Prior approvals – ask if not sure! In writing. To correct person.
If you are not going to meet your objectives, talk with funder – without an explanation this could hurt continuation or future funding
Be prepared for monitoring – site visits, desk reviews, audits
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Potential Sanctions from Funders Simply technical assistance (TA)
Required training or TA
More monitoring, reports, prior approval requirements, etc.
Cost disallowances
Temporarily withholding funds
Suspend grant activities
Terminate the grant
Audit findings
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Websites
Grants.gov
Uniform guidance information from COFAR: https://cfo.gov/cofar/#COFAR2CFR200
Uniform guidance link: http://www.ecfr.gov/cgi-bin/text-idx?SID=6214841a79953f26c5c230d72d6b70a1&tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl (websearch Uniform Guidance eCFR)
SAM.gov
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Questions?
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Reflection activityWhat are three things you will do as a result of this training?
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Thank you!Stacy Ruble, MS
Nonprofit Learning Point Instructor
March 13, 2015