CSREES Frequently Asked Questions - Grant Management
General | Applying for a Grant | Grant Management
Payments
Project Changes
Financial Reporting
Contact
Payments
I am a new grantee for CSREES grant funds. Will I need to provide any additional information to CSREES before my award can be approved?
Yes. You will be required to submit additional organizational information for CSREES to determine whether you are eligible to receive funds. An AMB staff member will request this information from you as part of the negotiation process. You will be asked to complete and submit CSREES Form-665, Assurance of Compliance with USDA Regulations Assuring Civil Rights Compliance, and CSREES Form-666 , Organizational Information.
I am a new grantee for CSREES grant funds. How will I receive my funds?
CSREES funds are made available for electronic funds transfer through the Department of Health and Human Services' Payment Management System (DHHS-PMS) which is one of the two grants payments approved for the federal government. You will need to establish an account at DHHS, even if your institution or organization is receiving grant funds through DHHS-PMS from another federal agency (even if that agency is another USDA agency).
How do I set up an account at DHHS-PMS?
You must complete the new awardees package that contains the forms listed below. Please note that the forms require original signatures to be processed.
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SF-1199A, Direct Deposit Sign-Up Form
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Form W-9, Request for Taxpayer Identification Number
Primary Contact Person Form (please indicate the primary contact person for the payment)
The completed forms can be sent by either standard or overnight mail.
Regular Mail: |
Overnight Mail: |
New Accounts
Funds Management Section
Office of Extramural Programs
CSREES, USDA
STOP 2298 1400 Independence Ave., SW.
Washington, DC 20250-2298
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New Accounts
Funds Management Section
Office of Extramural Programs
CSREES, USDA
Room 2235 Waterfront Centre
800 9th Street, SW.
Washington, DC 20024
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DHHS-PMS will forward a user's guide and communications instructions for your use in setting up this process after FMS receives these forms. If you have further questions, you may contact Khaliah Whittington.
How do I get the grant funds for a specific grant?
CSREES provides funding authorizations by grant account to DHHS-PMS. The grant accounts are identified by what DHHS-PMS refers to as sub-accounts, which are derivatives of CSREES' grant numbers. Most CSREES awards are made prior to the grant start date to allow time for funds to be made available at DHHS-PMS. CSREES transmits batches of funding authorizations periodically throughout the year, depending on the various grant program start dates. As needed, CSREES will process manual funding authorizations. As your funds are made available at DHHS-PMS, CSREES will notify you that funding authorizations have been made available at DHHS-PMS via a Letter of Authorization. The letter will be numbered sequentially and mailed to the primary contact person identified when the account was initially established. CSREES can notify only one primary contact person. Therefore, procedures should be in place at your institution or organization to share the information with those who need to know. Within the next year, CSREES hopes to have an e-mail and Web-based information system for these letters of authorization.
How can I track the progress of my funding authorization or find out if I have been authorized funds for a specific grant?
For research and education grants (including SBIR grants), please contact
Jameal Clark. For extension grants, please contact Priscilla Bosco.
What do I do if I know the funds are available at DHHS-PMS, but I have not received a copy of the letter of authorization?
To obtain a copy of a letter of authorization, please contact the appropriate person identified below:
- Khaliah Whittington , Accounting Technician
Financial reports for research and education grants at AL, AS, AR, DC, ME, MD, MA, MI, MN, Micronesia, MS, MO, MT, NE, NV, NH, NJ, TN, WA, WV, WY
- Selene Gates , Accounting Technician
Financial reports for extension grants (all grantees)
- Ann Tucker , Accounting Technician
Financial reports for research and education grants at AK, AZ, CO, Northern Marianas, NC, ND, NM, NY, OH, OK, OR, PA, PR, UT, VT, WI
- Sophia Wilson , Accounting Technician
Financial reports for research and education grants at CA, CT, DE, FL, GA, GU, HI, ID, IL, IN, IA, KS, KY, LA, RI, SC, SD, TX, VI
Who can I contact with questions about funds that are "on hold" for a particular formula grant?
If you have questions about formula grants being "on hold" for a particular formula grant, please contact Arnita Cross. Formula grants are put "on hold" or not released to the DHHS-PMS for failure to submit an approved Plan of Work , an Annual Report of Accomplishments and Results, Certification of Offset, Program of Research, SF-272, Federal Cash Transaction Report , SF-269, Financial Status Report , etc. Upon receipt of these outstanding items, FMS will release these funds within 2-5 days through the DHHS-PMS.
How do I get funds released that were previously withheld?
Refer to the "Provisions" section of your Award Face Sheet (Form CSREES-2009) to determine why funds were withheld and what is needed to release them. Once you have made this determination, submit the required information to the administrative point of contact listed in Block 12 of the Award Face Sheet. If you are unable to determine what is needed, please contact the administrative person listed in Block 12. CSREES should send you a letter notifying you of the release of funds approximately 30 days after CSREES receives the necessary information. As these requirements are met, the Awards Management Branch will notify the Funds Management Section that a specified amount of funds can be released. Within 2-5 days of the date of your notification letter from the Awards Management Branch, these additional funds will be made available through the DHHS-PMS. If you have any questions about a particular research or education award, please contact Jameal Clark. If you have questions about a particular extension award, please contact Priscilla Bosco. These funding authorizations are processed manually, and you will receive a letter of authorization for the additional amount. Top
Project Changes
Who do I contact to update my institution's POC information?
For formula grant programs, please contact Arnita Cross and for all non-formula grants, please contact the applicable accounting technician identified below:
- Khaliah Whittington , Accounting Technician
Financial reports for research and education grants at AL, AS, AR, DC, ME, MD, MA, MI, MN, Micronesia, MS, MO, MT, NE, NV, NH, NJ, TN, WA, WV, WY
- Selene Gates , Accounting Technician
Financial reports for extension grants (all grantees)
- Ann Tucker , Accounting Technician
Financial reports for research and education grants at AK, AZ, CO, Northern Marianas, NC, ND, NM, NY, OH, OK, OR, PA, PR, UT, VT, WI
- Sophia Wilson , Accounting Technician
Financial reports for research and education grants at CA, CT, DE, FL, GA, GU, HI, ID, IL, IN, IA, KS, KY, LA, RI, SC, SD, TX, VI
How do I change the project director (PD) on an existing grant award?
Depending on the situation, follow the appropriate set of instructions below:
If the project director's (PD's) absence is temporary, the authorized organizational representative of your institution must notify the Awards Management Branch in writing of arrangements for the continuing conduct of the project (such as identifying who will be in charge during the PD's absence and including his/her curriculum vita and his/her written concurrence).
If the PD is no longer affiliated with the institution, the authorized organizational representative must request, in writing, CSREES' approval of the replacement PD and must include a copy of his/her curriculum vita and a Current and Pending Support Form for the replacement PD. This request also must contain the signature of the proposed replacement PD signifying his/her willingness to assume leadership of the project.
How do I request a no-cost extension of time?
If this is a first-time request for an extension lasting up to 12-months, the grant has not expired, and you are under General Terms and Conditions A or Federal Demonstration Partnership, your authorized organizational representative (AOR) may approve a one-time no-cost extension of time. The AOR must provide a written notification of this action to CSREES-AMB. If you require more than one no-cost extension of time or an extension of more than 12 months, the extension(s) must be approved by CSREES. An AOR of your institution must prepare and submit a written request to CSREES. This request may be faxed to the Awards Management Branch (AMB) of the Office of Extramural Programs at 202-401-3237 or 202-401-6271. The request must be received by AMB at least 30 days prior to the expiration date of the award and must contain:
The length of additional time required to complete project objectives and a justification for the extension. A summary of progress to date or a current Form AD 421 - Research Work Unit/Project Description-Progress Report. An estimate of funds expected to remain unobligated on the scheduled expiration date. A projected timetable to complete the remaining portion(s) of the project. Signature of the authorized organizational representative and the project director. A status of cost sharing to date, if cost sharing, is applicable.
Will I be notified that my no-cost extension has been approved?
You will be notified in writing if CSREES approves your request. However, award recipients under General Terms and Conditions A or Federal Demonstration Partnership Terms and Conditions will not be notified regarding a first-time request for a no-cost extension of time of up to 12 months because the institution has the authority to approve such an extension of time.
Under what circumstances can a grant be transferred from one institution to another?
A grant may transfer from one institution to another when a project director (PD) under the existing grant moves to a different institution. The awardee institution for the existing grant must be willing to relinquish all remaining funds under the award, and the institution identified as the potential recipient of the remaining funds must meet the eligibility requirements under the applicable program.
How can a grant be transferred from one institution to another?
PDs must contact the CSREES program staff associated with the existing award (Program Point of Contact identified in Block 4 of Form CSREES-2009, Award Face Sheet) to facilitate the transfer of a grant from one institution to another institution.
To transfer the existing grant, an original and two copies of the following documents must be submitted to the CSREES program staff (Program Point of Contact identified in Block 4 of Form CSREES-2009, Award Face Sheet) by the existing awardee organization.
A letter from the authorized organizational representative (AOR) (the letter must be signed by the AOR) addressed to the CSREES program staff identifying that the awardee institution is relinquishing the remaining funds on the grant.
A final Form SF-269 (Financial Status Report), the amount noted on Field 10.p (Field 10.i if using the short form) of the final SF-269 reflects the total amount of funds remaining on the grant. This would be the amount available to transfer to a different institution.
The CSREES program staff will provide a request for application (RFA) to the institution identified as the potential recipient of the remaining funds. The RFA will include instructions such as how to access the application package (including necessary forms and the "CSREES Grants.gov Application Guide"); complete the appropriate forms; and where and how to submit the forms.
How do I request a budget change?
For those grants awarded under General Terms and Conditions-A or Federal Demonstration Partnership, approval from CSREES is not required unless funds for an item have been withheld on the award budget or you intend to subcontract (a) more than 50 percent of the total award to another party(ies), or (b) you intend to subcontract with a federal agency. However, if your grant was awarded under General Terms and Conditions-B and your budget change is greater than 10 percent, CSREES approval will be needed. All grants awarded under the Small Business Innovation Research (SBIR) must have prior written approval from the national program leader. To request approval, prepare a letter outlining a brief description and justification of the requested changes to the budget. Include the signatures of the authorized organizational representative and the project director and a revised budget and narrative.
Where can I find a list of FDC codes by fiscal year?
View a list of FDC codes for FY2006 sorted by FDC.
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Financial Reporting
What are the financial reporting requirements for CSREES grants?
All grantees are required to file an SF-272, Federal Cash Transactions Report, on a quarterly basis to DHHS-PMS according to the deadlines and instructions established by DHHS-PMS. The due date for the report is 45 days after the close of the quarterly reporting period (for example, for the quarter ending 12/31/05 , due date was 2/14/06. In addition, grantees are required to submit a SF-269, Financial Status Report, within 90 days of the grant termination date. Currently, these reports are still being received in hard copy format. CSREES will be working on electronic submission of the SF-269 reports. These reports should be forwarded directly to the Funds Management Section (FMS). The regular mailing address for FMS, at:
Regular mail address:
Funds Management Section
Office of Extramural Programs
CSREES, USDA
STOP 2298 1400 Independence Ave., SW.
Washington, DC 20250-2298
Overnight mail address:
Funds Management Section
Office of Extramural Programs
CSREES, USDA
Room 2235 Waterfront Centre
800 9th Street, SW.
Washington, DC 20024
Please note that annual SF-269s, Financial Status Reports, are due annually for the formula grant programs. The 1862 and 1890 land-grant institutions are required to submit these reports for research activities (supported with formula grants) by December 31. The 1862 land-grant institutions are required to submit these reports for extension activities (supported with formula grants) by April 1, while the 1890 land-grant institutions are required to submit these reports for extension activities (supported with formula grants) by December 1.
What happens if I fail to submit the SF-272, Federal Cash Transactions Report, to DHHS-PMS?
Unless you have made prior arrangements with FMS and DHHS-PMS, any future drawdown requests will not be processed. Therefore, it is important that you submit these reports promptly and, if necessary, work with FMS and DHHS-PMS staff to receive an extension to submit the report.
What happens if I need an extension of time to complete the SF-269, Financial Status Report, but I don't need a no-cost extension of time to complete the project?
You need to submit a request to Wanda Edwards. The request should include the grant number, new requested due date, and an adequate justification.
What happens if I need an extension of time to complete the annual SF-269s, Financial Status Reports, for the formula grant programs?
At least 30 days prior to the reporting due date, you need to submit a request to Wanda Edwards. The request should include the grant number(s), new requested due date, and an adequate justification.
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Contact
How do I contact the Awards Management Branch (AMB)?
Phone: 202-401-4986
Fax: 202-401-1804
Regular mail address:
Awards Management Branch
CSREES, USDA
STOP 2271 1400 Independence Avenue, SW.
Washington, DC 20250-2271
Overnight mail address:
Awards Management Branch
CSREES, USDA
Room 2183 Waterfront Centre
800 9th Street, SW.
Washington, DC 20024
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