Official EPA Project File

Project File: The official file developed and maintained by the Project Officer to serve as a collection of documents and or items that provide programmatic and/or fiscal information on the purpose, performance and history of an award to a specific recipient.

Suggested Contents:

Part I

1) Copy of application and any application amendments with Work Plan/Budget (copy)

2) Administrative Review Checklist signed by the Grants Specialist the Project Officer (copy, Regional requirement)

3) Quality Assurance documentation

Part II

1) Correspondence relating to the application and/or summaries of same

2) Application reviews, in-house and extramural

3) Programmatic reviews

4) Program memo regarding funding recommendation to Regional Administrator

Part III

A copy of Assistance Agreement and any amendments.

Part IV

1) Copies of Correspondence relating to the awards

A. Award document
B. Close-out letter

2) Correspondence concerning negotiations and agreements

3) Recipients requests for deviation; EPA approval or denial

4) Correspondence concerning continuation or renewal of project

5) Site-visit reports

6) Administrative reports

7) Stop-work order and related correspondence

8) Correspondence concerning termination actions

9) Correspondence concerning disputes and appeals

10) Final determinations

11) Audit reports

12) Regional and General Counsel Opinions

13) End of year evaluation

Part V

1) Reimbursement requests if applicable (copy)

2) Payment vouchers if applicable (copy)

3) Financial Status Reports if applicable (copy)

4) Automated Clearinghouse Authorization if applicable (copy)

5) Increase and decrease amendments (copy)

6) Close-out checklist/memo (copy)

7) Commitment Notices (copy)

Part VI

Technical Reports -- if the report is too bulky, place it in an accordion file and rubber band it to the six part file. If it is a film, computerized disk, etc., a document spelling out its location must be filed in this section.

OFFICIAL EPA GMO FILE

Official EPA GMO File: The official file developed and maintained by the Grants Management Office to serve as a composite collection of documents and or items that provide programmatic and fiscal information on the purpose, performance and history of an award to a specific recipient.

Contents:

Part I Application Information

1) Complete application and any application revisions (original signed)

2) Administrative Review Checklist (original signed by Grants Specialist).

3) Procurement System Certification (original signed), not needed for Part 30 recipients.

4) Governor's letter and certification for Superfund enforcement if applicable.

5) Anti-Lobbying Certification (original signed)

6) Debarment/Suspension Certification (original signed)

7) Key Contact List

Part II

1) Correspondence relating to the application (copy)
2) Application reviews, in-house and extramural (copy)
3) Programmatic reviews (copy)
4) Program memo regarding funding recommendation (copy)

Part III

Assistance Agreements and any amendments (a copy of agreement should be retained until a signed original is returned by the recipient)

Part IV

1) Correspondence relating to the awards

A. Award letter if applicable
B. Acceptance letter if applicable
C. Interim close-out letter
D. Close-out letter

2) Correspondence concerning negotiations and agreements

3) Recipient requests for deviation; EPA approval or denial

4) Correspondence concerning continuation or renewal of project

5) Site visit reports if applicable

6) Administrative reports

7) Stop-work order and related correspondence if applicable

8) Correspondence concerning termination actions if applicable

9) Correspondence concerning disputes and appeals if applicable

10) Final determinations if applicable

11) Annulment if applicable

12) Requests for audit if applicable

13) Audit reports

14) Correspondence related to audit reports and resolution of audit findings if applicable

15) Regional and General Counsel Opinions if applicable

16) Interim and final audit reports, comments and resolution if applicable

17) Final disputes decision and any appeal or reconsideration determination/resolution documents if applicable

Part V

1) Reimbursement requests if applicable

2) Payment vouchers if applicable

3) Financial Status Reports if applicable

4) Automated Clearinghouse Authorization (ACH) if applicable

5) Increases and decreases if applicable

6) Close-out checklist

7) Commitment Notices

Part VI

Funding recap if applicable

Official EPA Project File

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