 
Grants and Financial Management Assistance
About The OCS Office Of Grants Management
The OCS Office of Grants Management (OGM), Division of Discretionary Grants is responsible for awarding and fiscal monitoring of AFI grants. OGM provides guidance such as what Terms and Conditions AFI grantees must follow, how to manage the business aspects of a grant (e.g., setting up financial accounts to receive federal grant awards), and how to submit financial and progress reports.
Special Terms And Conditions
Select the fiscal year when funds were initially appropriated to the grantee.
| Special Terms and Conditions | Format |
|---|---|
| FY 2003 | HTML | PDF ( KB) |
| FY 2002 | HTML | PDF ( KB) |
| FY 2001 | HTML | PDF ( KB) |
| FY 2000 | HTML | PDF ( KB) |
| FY 1999 | HTML | PDF ( KB) |
Standard Terms And Conditions
Select the fiscal year when funds were initially appropriated to the grantee.
| Standard Terms and Conditions | Format |
|---|---|
| FY 2003 | HTML | PDF ( KB) |
| FY 2002 | HTML | PDF ( KB) |
| FY 2001 | HTML | PDF ( KB) |
| FY 2000 | HTML | PDF ( KB) |
| FY 1999 | HTML | PDF ( KB) |
Reporting Requirements
AFI grantees must submit three types of reports to OCS:Report Due Dates. Reports are semi-annual for the first year
of an AFI grant and annually thereafter.
| Report Number | Period Covered | What to Submit | Period of Report | Due Date |
|---|---|---|---|---|
|
1
|
First 6 mos.
|
Original + 2 Copies
|
Semi-Annual
|
Within 60 days
of end of period |
|
2
|
1st Year
|
Original + 2 Copies
|
Annual
|
Within 60 days
of end of period |
|
3
|
2nd Year
|
Original + 2 Copies
|
Annual
|
Within 60 days
of end of period |
|
4
|
3rd Year
|
Original + 2 Copies
|
Annual
|
Within 60 days
of end of period |
|
5
|
4th Year
|
Original + 2 Copies
|
Annual
|
Within 60 days
of end of period |
|
6
|
5th Year
|
Original + 2 Copies
|
Annual
|
Within 90 days
of end of period |
Financial Reports - SF-269
The Financial Status Report (SF-269) is an instrument to report AFI Project financial activities to the Office of Grants Management. It informs OGM as to how the grantee is expending Federal and Non-Federal funds. Grantees are required to report the status of funds (both Federal and Non-Federal cash) on the Financial Status Report Form SF-269 (long form). The Federal grant award number should always be indicated on all reports.
- Reports to Submit. SF-269s are due semi-annually the first year and annually for years 2 through 5.
- Deadlines. SF-269s for years 1 through 4 are due sixty days after the end of the reporting period. The final fifth year report is due within 90 days after the expiration of the grant. Extension of due dates of program progress reports must be approved by OGM upon written request from the grantee. Any approval notices will be in writing from OGM.
- Quantity to Provide. Submit an original and one copy to OGM and one copy to the OCS program office.
OGM Mailing Address: U.S. Dept. of Health and Human Services, ACF/OA/Office of Grants Management, 370 L'Enfant Promenade, S.W., 4th Floor, Washington, D.C. 20447
OGM Delivery Address: U.S. Dept. of Health and Human Services, ACF/OA/Office of Grants Management, 901 D Street, S.W., 4th Floor, Washington, D.C. 20024
OCS Program Office Address: James Gatz, Office of Community Services, ACF, 370 L'Enfant Promenade, SW, 5th Floor, Washington, D.C., 20447, Phone: 202-401-5284, Fax: 202-401-5718
ATTN: Name of the Assigned Grants Management Specialist
A final Financial Status Report (SF-269) and the Division of Payment Management (DPM) disbursement report for the project period must reconcile. For the report to be considered final, all unliquidated obligations must have been paid and $-0- entered on line (k) of the final Financial Status Report.
All financial status reports must be signed by the recipient organization's financial officer or by a designated individual in the organization for which notification of such designation by an authorized official of the organization has been submitted to the Administration for Children and Families.
Failure to submit reports when due will be indicative of non-compliance with the award terms and conditions.
Completing a SF-269 Under AFI: Special Considerations
Federal grantees must complete a SF-269 form to draw-down federal funds under a grant and are generally limited to securing "minimum amounts needed" to make payments (see 74.22 CFR, subpart A). In contrast, the AFI Program allows grantees to draw-down some or all of their federal funds at a given point in time for deposit into their reserve fund. To accommodate this legislative feature of an AFI grant, OGM has developed special rules for completing a SF-269. See the following:
SAMPLE SF-269
AFI Definitions Compared to SF-269 Definitions
AFI Scenarios for Completing a SF-269
AFI Definitions Compared to Standard SF-269 Definitions
When completing an SF-269, following are AFI definitions to use, in relation to the definitions used on the SF-269 Form.
| SF-269 Definition | AFI Reporting Definition | |
|---|---|---|
| a. Total Outlays |
same as
|
Money spent (Federal + Cash Match 50/50) |
| b. All other recipient outlays not shown on lines "e", "f," or "g" |
same as
|
Spent Match Only |
| d. Net outlays |
same as
|
Total of money spent (50/50) |
| i. Total recipient share |
same as
|
Total recipient share |
| j. Fed. Share of net outlays |
same as
|
Spent Federal Only |
| k. Total unliquidated obligations |
same as
|
Reserve Fund (Cash match + Federal) |
| l. Recipient's share of unliquidated obligations |
same as
|
Cash match in Reserve Fund |
| m. Federal share of unliquidated obligations |
same as
|
Federal in Reserve Fund |
| n. Total Federal share |
same as
|
Federal share withdrawn from PMS within six months - 01 year or annual reporting periods 02 year thru 05 year |
| o. Total Federal funds authorized |
same as
|
Total Grant Award on Financial Assistance Award (FAA) |
| p. Unobligated Balance of Federal Funds |
same as
|
Federal funds remaining in PMS account |
AFI Scenarios for Completing a SF-269
Coming Soon
Program Progress Reports
The Program Progress Report (PPR) outlines activities of funded AFI Projects. It allows grantees to tell OCS, in detail, about progress on the IDA program.
- Reports to Submit. Progress reports are due semi-annually the first year and annually for years 2 through 5.
- Deadlines. PPRs for years 1 through 4 are due sixty days after the end of the reporting period. The final fifth year report is due within 90 days after the expiration of the grant. Extension of due dates of program progress reports must be approved by OGM upon written request from the grantee. Grantee will receive written approval.
- Quantity to Provide. Submit an original and one copy to OGM and one copy to the OCS program office.
OGM Mailing Address: U.S. Dept. of Health and Human Services, ACF/OA/Office of Grants Management, 370 L'Enfant Promenade, S.W., 4th Floor, Washington, D.C. 20447
OGM Delivery Address: U.S. Dept. of Health and Human Services, ACF/OA/Office of Grants Management, 901 D Street, S.W., 4th Floor, Washington, D.C. 20024
OCS Program Office Address: James Gatz, Office of Community Services, ACF, 370 L'Enfant Promenade, SW, 5th Floor, Washington, D.C., 20447, Phone: 202-401-5284, Fax: 202-401-5718
ATTN: Name of the Assigned Grants Management Specialist
Report Contents
- Grant Number
- Period covered by report. __________ thru ____________
- Major activities and accomplishments during this period. Recommend use of Project task charts from approved grant application and/or project work plan with this section. Describe any draft/final products in this section.
- Problems. Describe any deviations or departures from the original project plan including actual/anticipated slippage in task completion dates, and special problems encountered or expected. Use this report section to advise Project Officer and Grants Management Specialist of assistance needed.
- Significant findings and events. To be noted by project officer, or reported to regions, States, other agencies, Program Director/Commissioner, Assistant Secretary, Secretary, etc.
- Dissemination activities. Briefly describe project inquiries and information dissemination activities carried out over the reporting period. Itemize and include a copy of any newspaper, newsletter, magazine articles or other published materials considered relevant to project activities, or used for project information or public relations purposes.
- Other Activities. Briefly describe
- Activities planned for next reporting period. Briefly describe.
Evaluation Reports
AFI is a demonstration program established to investigate new strategies for helping low-income families become economically self-sufficient. To better evaluate effective project, each AFI project provides regular evaluation reports and also participates in a national evaluation.
- Reports to Submit. Evaluation reports are due semi-annually the first year and annually for years 2 through 5.
- Deadlines. Evaluation reports for years 1 through 4 are due sixty days after the end of the reporting period. The final fifth year report is due within 90 days after the expiration of the grant. Extension of due dates of program progress reports must be approved by OGM upon written request from the grantee. Grantee will receive written approval.
- Quantity to Provide. Submit an original and two copies to: James Gatz, Office of Community Services, ACF, 370 L'Enfant Promenade, SW, 5th Floor, Washington, D.C., 20447, Phone: 202-401-5284, Fax: 202-401-5718
Setting Up Your Payment Management System
Accounts
(Direct Deposit Form SF-1199A)
Each AFI grantee is responsible from filling out a Direct Deposit Form 1199A and then submitting it to their Grants Management Specialist within the Office of Grants Management (OGM). OGM will take the following steps to process this form in order to set up direct deposit for the AFI grantee to draw-down their AFI funds.
- Verification of Information in Form. OGM will verify the form by comparing it to what was submitted in the grantee's AFI application.
- Forms Needing Further Verification. If the bank (Qualified Financial Institute - QFI) reflected on the Form 1199A is different from the QFI mentioned in the application, OGM will call the AFI grantee to seek clarification. The grantee will be advised to submit a new letter indicating that the QFI has been changed, along with the new Partnership Agreement signed by both the grantee and the QFI identifying their participation in the IDA program and that this QFI will be holding the Reserve Fund. All of this new information will be cleared by the Office of Community Services (OCS) before the actual change is made by OGM.
- Forms Approved by OGM. After the 1199 is received and approved by OGM, it is then sent to the Division of Payment Management. At this point, DPM will link the account that OGM has set up to your bank account.
Release Of Federal Funds
Following are steps to get federal funds deposited into an AFI grantee's bank account.
Grantee Role
- Deposit Non-federal Cash Match Funds in the Account. Note: The total amount of the anticipated non-federal cash match does not have to be on deposit. However, the federal match cannot exceed the amount of non-federal match funds in the account.
- Submit Two Letters. Letter #1 is from the AFI grantee requesting that Federal funds be deposited into the AFI grantee's reserve account. Letter #2 is from the Financial Institution (QFI) verifying that a non-Federal dollar amount has been deposited in the reserved account and specifying this amount. The QFI letter must be signed by a financial institution official. Both letters must include the following information:
- Grantee Name
- Grant Number
- Account number
Note the following exception. Grantees that are a Credit Union or Loan Fund. If the credit union or loan fund grantee is the holder of the reserve account, then one letter may be submitted requesting the funds and verifying the reserved funds signed by both the authorizing official (signature on the application) and Treasurer/Official (not a clerk or teller) of those institutions.
Grants Management's Role
- GMO verifies the account number against the SF 1199A.
- A recommendation to release Federal funds is submitted to the Grants Management Officer for signature, after which a memo is written to DPM to release the requested amount.
- DPM deposits the specified federal funds into the AFI grantee account. The Federal funds are electronically wired to the Reserve Fund. Normally, this takes between 48 to 72 hours or 2 to 3 days.
At the end of the five years, as specified in the legislation Sec. 407 (3)(d)(1), the funds that had not been drawn down or have been drawn down, but were not used, are to be returned to Treasury via the Division of Payment Management.
Definitions — Grants Management Terms
Financial Assistance Award (FAA). The official award document.
Grantee or Recipient. The entity receiving financial assistance directly from ACF to carry out the project. Although grants funds may be disbursed to other sites, the legal entity that received the award is legally responsible for carrying out the total project, even if the grant award documents refers to other sites. All sites, subgrantees and subrecipients, are responsible to report to the grantee.
Total Outlays. Total Outlays of Reserve Funds ONLY.
Money spent both Federal + Non Federal
(SF269 — Line10a)
Recipient Share. Non Federal Share (SF-269 — line f-i)
Program Income. All income earned from Federal and Non Federal funds deposited in the reserve account.
Additive Cost. Permits income that is generated under a grant to be added to funds committed to the project (SF269 — lines r-t, Additive Alternative only).
AFI Definitions Compared to SF-269 Definitions
Coming soon.