ANA - Grantee Grant Action Questions

Grant Action Questions

Grant Action Questions

Requesting a Change in your Project’s Key Personnel/Authorizing Representative

What should you do if you are anticipating a change in your ANA grant’s Key Personnel and what is ANA’s Policy regarding personnel changes?
- Notify your ANA Program Specialist if there is any change in key personnel, ideally this should be done prior to the change. Written prior approval must be secured from ANA if there is going to be a change in the key personnel or they will be absent for more than 25% of the project implementation period or more than three months.
In what format should you send the request?
- The request for approval must be on letterhead and signed by the Authorized Official. If the Authorized Official is different from the person(s) listed on your Financial Assistance Award (FAA) the grantee must include a resolution or board-approved minutes to support the change.
What documentation is required?
- A letter stating the request for a change in personnel
- A resume for any new personnel
To whom do you send the request?
- An original must be submitted to your Office of Grants Management Specialist at:
  
  Your Specialist’s Name
  Office of Grants Management
  Mail Stop: 6th Fl. East Aerospace Center
  370 L’Enfant Promenade, SW
  Washington DC 20447
  
  A copy must also be emailed to anareports@acf.hhs.gov or submitted to your ANA Program Specialist by mail to:
  
  Your Specialist’s Name
  Administration for Native Americans
  Mail Stop: 2nd Fl. West Aerospace Center
  370 L’Enfant Promenade, SW
  Second Floor West
  Washington DC 20447

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Applying for a Non-Competing Continuation Grant

When do you need to apply for a non-competing continuation grant and what is ANA’s policy on non-competing continuations?
- Approved multi-year projects do not have to re-compete each year for their originally approved funding during the project period. In January, ANA will mail continuation grantees an application packet of required forms.
How do you apply?
- ANA will automatically mail the non-competing continuation grant application to the grantee in January of each project year.
What is the deadline for applying?
- Forms must be completed and submitted by the date specified in the non-competing continuation notification letter sent by ANA.
In what format should you send your application?
- The narrative section of your request must be on letterhead and signed by the Authorized Official. If the Authorized Official is different from the person(s) listed on your Financial Assistance Award (FAA) you must include a resolution or board-approved minutes to support the change. Other sections should be completed as directed on the respective forms sent by ANA. Forms also require signature by the Authorized Official.
What documentation is required?
- Standard Forms 424, 424 A, 424 B
- Certification Forms (included in the ANA continuation packet that is sent in January)
- Resolution (if original does not cover entire project period)
- Indirect Cost Negotiation Agreement for the period covered by the budget period
- Itemized Budget (Federal and non-Federal) for the continuation period
- Budget Justification Narrative
- Brief narrative on project progress, written on letterhead, including any challenges faced during the project.
To whom should you send the request?
- An original must be submitted to your Office of Grants Management Specialist at:
  
  Your Specialist’s Name
  Office of Grants Management
  Mail Stop: 6th Fl. East Aerospace Center
  370 L’Enfant Promenade, SW
  Washington DC 20447
  
  A copy must also be emailed to anareports@acf.hhs.gov or submitted to your ANA Program Specialist by mail to:
  
  Your Specialist’s Name
  Administration for Native Americans
  Mail Stop: 2nd Fl. West Aerospace Center
  370 L’Enfant Promenade, SW
  Second Floor West
  Washington DC 20447

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Change in your Objective Work Plan

When is it possible to make a change in your Objective Work Plan (OWP)and what is ANA’s policy on changes in project scope?
- Changes in your OWP that are significant are considered to be deviations from the approved project and need prior ANA approval before the changes can be implemented.
- The Terms and Conditions of your grant state that the recipient organization must carry out the project according to the application as approved by ANA.
- However, there is a provision within both 45 CFR Parts 92 and 74 that allows for changes to the approved project. It is important to work with your ANA Program Specialist on any proposed changes to the project.
What is the timeline for requesting a change in your Objective Work Plan (OWP)?
- Make your request as soon as you realize that your project needs to change its OWP.
In what format must you send the request?
- The request must be sent to ANA on letterhead and must be signed by the Authorized Official. If the Authorized Official is different from the person(s) listed on your Financial Assistance Award (FAA) you must include a resolution or board-approved minutes to support the change.
What documentation must the request include?
- A revised OWP
- A narrative justification for the OWP revision including the need for a change and what is being changed.
- A letter signed by the Authorized Official requesting the OWP revision.
To whom do you send the request and in what format?
- An original must be submitted to your Office of Grants Management Specialist at:
  
  Your Specialist’s Name
  Office of Grants Management
  Mail Stop: 6th Fl. East Aerospace Center
  370 L’Enfant Promenade, SW
  Washington DC 20447
  
  A copy must also be emailed to anareports@acf.hhs.gov or submitted to your ANA Program Specialist by mail to:
  
  Your Specialist’s Name
  Administration for Native Americans
  Mail Stop: 2nd Fl. West Aerospace Center
  370 L’Enfant Promenade, SW
  Second Floor West
  Washington DC 20447

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Revisions to your Project’s Budget

When do you need to request approval for a revision to your project’s budget and what is ANA’s policy on revision to project budgets?
- The grantee must always seek prior approval to:
  - Request a revision that will change the scope of the project
  - Allocate funds to a budget category not approved by the Financial Assistance Award (FAA).
  - Move funds from direct costs to indirect costs
What is the timeline for making a request?
- There is no timeline for making a request, however it must be approved prior to making a budget revision.
In what format must you send the request?
- The request must be sent to ANA on letterhead and must be signed by the Authorized Official. If the Authorized Official is different from the person(s) listed on your Financial Assistance Award (FAA) you must include a resolution or board-approved minutes to support the change.
What documentation must the request include?
- A revised 424 A
- A revised budget
- A revised budget narrative including the budget categories that you want to decrease, the budget categories that you want to increase, the new budget amounts for each budget category, and the reason(s) for the revision to the budget.
- A letter signed by the Authorized Official requesting the budget revision
To whom do you send the request and in what format?
- An original must be submitted to your Office of Grants Management Specialist at:
  
  Your Specialist’s Name
  Office of Grants Management
  Mail Stop: 6th Fl. East Aerospace Center
  370 L’Enfant Promenade, SW
  Washington DC 20447
  
  A copy must also be emailed to anareports@acf.hhs.gov or submitted to your ANA Program Specialist by mail to:
  
  Your Specialist’s Name
  Administration for Native Americans
  Mail Stop: 2nd Fl. West Aerospace Center
  370 L’Enfant Promenade, SW
  Second Floor West
  Washington DC 20447

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Requesting Spending Authority for Carry-Over Budget (COB) Funding

Who can request spending authority for a COB?
- Only multi-year projects can request a carry-over of funds.
When can you request a COB?
- The request for carry-over funds should be submitted as soon as you know that there will be funds to carry over to the next budget period due to objectives and activities that remain incomplete.
In what format should you send the request?
- The request must be on letterhead and signed by the Authorized Official. If the Authorized Official is different from the person(s) listed on your Financial Assistance Award (FAA) you must include a resolution or board-approved minutes to support the change.
What documentation is required?
- Identification of the objectives and activities which remain incomplete.
- A narrative explanation why activities/objectives/goals were not completed or met.
- A narrative explanation as to how the activities/objectives/goals will be completed or met in the current/subsequent year.
- The budget for the carry-over funds, which must be tied to specific objectives to be completed. You must include a detailed budget and budget justification that supports the work to be completed and proportionate non-federal share. Submit a line-item budget that reflects current budget, a column that indicates where you are adding the COB funds, and a third column that includes the total of the current and additional funds (click here to view a sample).
- Copy of current Indirect Cost Rate Agreement, if charging indirect cost.
- A current Financial Status SF-269 Report.
To whom do you send the request and in what format?
- An original must be submitted to your Office of Grants Management Specialist at:
  
  Your Specialist’s Name
  Office of Grants Management
  Mail Stop: 6th Fl. East Aerospace Center
  370 L’Enfant Promenade, SW
  Washington DC 20447
  
  A copy must also be emailed to anareports@acf.hhs.gov or submitted to your ANA Program Specialist by mail to:
  
  Your Specialist’s Name
  Administration for Native Americans
  Mail Stop: 2nd Fl. West Aerospace Center
  370 L’Enfant Promenade, SW
  Second Floor West
  Washington DC 20447

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