Office Of Refugee Resettlement: Policy Guidance & Reporting Forms

State Letter #01-05

Refugee Preventive Health

Program Announcement No. CFDA 93.576

•	Program Name, Agency, and Summary
•	Part I: The Program - Legislative authority, funding availability, CFDA Number, eligible applicants, project and budget periods, and purpose and objectives.
•	Part II: The Review Process - Intergovernmental review, initial ACF screening, and competitive review and evaluation criteria.
•	Part III: The Application - Application forms, application submission and deadlines, certifications, general instructions for preparing a full project description, and length of application.
•	Part IV: Post-award - Applicable regulations and reporting requirements.
•	Appendix I - Uniform Project Description - Overview

PROGRAM NAME: Refugee Preventive Health

AGENCY: Office of Refugee Resettlement (ORR), ACF, DHHS

ACTION: Notice of availability of FY 2001 discretionary funds to States for preventive health services to newly arriving refugees

SUMMARY: ORR invites eligible entities to submit competitive grant applications for preventive health services for newly arriving refugees. These services should improve the general health status of the refugee population by enhancing or augmenting health screening procedures and referrals for treatment of those health conditions that may impede effective resettlement and disrupt economic self-sufficiency.

Applications will be screened and evaluated as indicated in this program announcement. Awards will be contingent on the outcome of the competition and the availability of funds.

DATES: The closing date for submission of applications is April 16, 2001. See Part III of this announcement for more information on submitting applications.

ANNOUNCEMENT AVAILABILITY: This announcement is published on the ORR website at: http://www.acf.dhhs.gov/program/orr.

FOR FURTHER INFORMATION CONTACT: Anna Mary Portz, Preventive Health Program Manager, ACF/ORR Division of Community Resettlement, 370 L'Enfant Promenade, S.W., 6th Floor, Washington, D.C. 20447 telephone (202) 401-1196, or e-mail: APortz@ACF.DHHS.GOV.

SUPPLEMENTARY INFORMATION: This program announcement consists of four parts:

Part I: The Program - Legislative authority, funding availability, CFDA Number, eligible applicants, project and budget periods, and purpose and objectives.

Part II: The Review Process - Intergovernmental review, initial ACF screening, and competitive review and evaluation criteria.

Part III: The Application - Application forms, application submission and deadlines, certifications, general instructions for preparing a full project description, and length of application.

Part IV: Post-award - Applicable regulations and reporting requirements.

Paperwork Reduction Act of 1995 (Pub. L. 104-13): Public reporting burden for this collection of information is estimated to average 16 hours per response, including the time for reviewing instructions, gathering and maintaining the data needed, and reviewing the collection of information. The following information collections are included in the program announcement: OMB Control No. 0970-0139, ACF UNIFORM PROJECT DESCRIPTION (UPD) which expires 12/31/2003 and OMB Control No. 0970-0036, ORR Quarterly Performance Report (QPR) which expires 7/31/02. An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number.

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Part I: The Program

Legislative Authority – This program is authorized by section 412(b)(5) of the Immigration and Nationality Act (INA), as amended(8 U.S.C. 1522(b)(5)), which authorizes the Director to provide for medical screening of all arriving refugees through State and local health agencies. Additionally, according to 45 CFR Section 400.107, a State may provide medical screenings under its Refugee Medical Assistance Program to refugees provided that such screenings are in accordance with ORR requirements and that a State receives written permission from the ORR Director for such screenings.

The Consolidated Appropriations Act, 2001, as enacted into law by section 1(a)(1) of Public Law 106-554, appropriated funds for refugee and entrant assistance activities authorized by title IV of the INA. ORR has available $4,835,000 for preventive health services as part of this appropriation. Congress provided ORR with broad carry-over authority in the FY 2000 appropriations law (Public Law 106-113) to use unexpended FY 1998 and FY 1999 funds "for the costs of assistance provided and other activities through September 30, 2001." Therefore, ORR will add approximately $5 million in refugee funds appropriated for FY 1999 in order to support outreach and coordination activities to orient newly arriving refugee populations to the local health care system and service coverage.

As with all programs authorized by title IV of the INA, eligibility for these services includes all persons who meet the requirements of 45 C.F.R. 400.43, as amended by 65 Fed. Reg. 15409 (03/22/00), including asylees and Cuban and Haitian entrants.

Funding Availability - In FY 2001, ORR expects to award approximately $10 million via approximately 50 preventive health grants with amounts ranging from $50,000 - $900,000. Applicants are encouraged to request a minimum of $50,000 to provide preventive health services to newly arriving refugees in the first budget period (July 1, 2001 - June 30, 2002).

Applicants are reminded that these funds may be used to cover only those costs and activities not eligible for reimbursement from any other federal funding source. These funds may not be used, for example, for costs covered under the Refugee Medical Assistance Program (RMA) and Medicaid. Applications must demonstrate that funding from other sources is not available for some or all of the elements of the refugee preventive health program proposed. Applicants should describe the use of RMA funds in providing health screenings within the first 90 days of resettlement. States with Medicaid plans which include health screening and preventive health services should describe the extent to which Medicaid, and Medicaid-contracting health maintenance organization (HMO) programs, cover screening services outlined in the ORR health screening protocol.

The Director reserves the right to award less, or more, than the funds described, in the absence of worthy applications, or under such other circumstances as may be deemed to be in the best interest of the government.

CFDA Number – 93.576

Eligible Applicants – are a) those agencies of State governments which are responsible for the refugee program under 45 CFR 400.5 or such agency’s designee, and b) an agency which has State-wide responsibility for an alternative to the State-administered program in lieu of the State under a Wilson/Fish grant authorized by section 412 (e)(7) of the INA or such agency’s designee. The State or alternative agency which administers the refugee program may delegate authority to respond to this announcement to the State health agency responsible for refugee health or preventive health screening. States and State Wilson/Fish agencies may apply directly to ORR for preventive health funds on behalf of multiple local health agencies in their State. (In all cases relevant State or local health agencies should be referenced in the State Refugee Plan (reference 45 CFR 400.5(f)).

Project and Budget Periods - This announcement invites applications for project periods up to two years. Awards, on a competitive basis, will be for a one-year budget period although project periods may be for two years. Applications for continuation grants funded under these awards, beyond the one-year budget period but within the project period, will be entertained in subsequent years on a noncompetitive basis, subject to availability of funds, satisfactory progress of the grantee and a determination that continued funding would be in the best interest of the Government.

PURPOSE AND OBJECTIVES - This program announcement governs the availability of and award procedures for the FY 2001 Refugee Preventive Health Program. The eligible service population will be herein referred to collectively as "refugees". Funds awarded under this announcement are to serve primarily refugees who are within the first year of resettlement in the United States.

Refugee health screenings are intended to identify and lead to the treatment of health conditions that could: 1) affect the public health or the personal well-being of a refugee, and 2) impede effective resettlement. In making these funds available, ORR recognizes the need for State level coordination of public health programs, refugee health screenings, and referrals for medical, mental health, dental, rehabilitative, and social services.

Preventive health funds are to augment Federal, State and local resources where necessary. States may request funding for activities which enhance refugee health screening services and related outcomes. ORR will consider applications for services which an applicant justifies, based on an analysis of needs and available resources, to address culturally and linguistically appropriate comprehensive health screening services for refugees. ORR emphasizes the need to intensify and maintain efforts to improve upon resettled refugees’ orientation and access to health care in the United States, as well as follow-up with refugees starting and completing immunizations and preventive therapy treatments.

ORR expects RMA and Medicaid funds to cover the costs of most refugee health screenings. Applicants may apply for preventive health funds to augment RMA and Medicaid to ensure refugee health screenings are provided for all newly arriving refugees and to cover the costs associated with administering project activities.

ORR recognizes that existing resources may be inadequate to provide the health service and health education needs of refugee families and of the refugee community. ORR is particularly interested in ensuring that every refugee receives a health screening within 90 days of arrival in the United States.

The Health Screening

ORR is especially interested in having applicants describe:

what procedures are included as core elements of health screenings in their jurisdiction;
how referral and follow-up are accomplished and monitored;
how coordination with voluntary agency affiliates facilitates initial screening arrangements;
which, if any, immunizations are provided and for whom; and
the source of funding (e.g. Medicaid, RMA, Children’s Health Insurance Program (SCHIP), ORR-through this application) for each component of the health screening, including administration and service procedures.

Cultural and Linguistic Compatibility

In all cases, the services and activities funded under this announcement should be conducted in a manner linguistically and culturally compatible with the refugees to be served. Applicants may apply for funding for medical interpreter training and services and for bilingual (matched to newly arriving populations) outreach. Allowable activities include, for example: informing refugees in their own language about health care providers and managed care in the United States and about the screening tests they receive, the results of the tests, and the need for obtaining additional care, testing, and treatment for any identified health problems. The applicant may also provide or coordinate the provision of training toward culture and language sensitivity for staff working with refugees.

If the applicant proposes to employ interpreters in the first year, the applicant should demonstrate how these staff may be trained to assume an integral role in the project.

Plans for preventive health services may include:

outreach to the health care system in the resettlement State and to providers based on local conditions

orientation and access to health care coverage
services not covered by Medicaid or RMA but justified as meeting the preventive health needs of refugees
preventive health coordination, including but not limited to hygiene, nutrition, and healthy behaviors

orientation to rights regarding linguistically and culturally competent care

coordination with other health programs/providers, and
identification and training of bilingual bicultural health care practitioners to provide refugee health screening.

In all cases, applications should be clear regarding the goal or expected outcome of the activity; how proposed activities respond to the particular needs of newly-arriving or other special-health-needs refugee populations in the community; the assignment of roles, responsibilities, and activities to accomplish the goal; and how the proposed activities fit into the existing network of services. Applicants should articulate the outcomes for which they will be accountable. Special attention should be placed on enhancing refugee access to services available to all citizens, including preventive health institutions which serve youth, women, or special needs populations.

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Part II: The Review Process

Intergovernmental Review - This program is covered under Executive Order 12372, Intergovernmental Review of Federal Programs, and 45 CFR Part 100, Intergovernmental Review of Department of Health and Human Services Programs and Activities. Under the Order known as Single Point of Contact or SPOC, States may design their own processes for reviewing and commenting on proposed Federal assistance under covered programs.

All States and Territories except Alabama, Alaska, Arizona, Colorado, Connecticut, Hawaii, Idaho, Indiana, Kansas, Louisiana, Massachusetts, Minnesota, Montana, Nebraska, New Jersey, New York, Ohio, Oklahoma, Oregon, Pennsylvania, South Dakota, Tennessee, Vermont, Virginia, Washington, Wyoming, American Samoa and Palau have elected to participate in the Executive Order process and have established Single Points of Contact (SPOCs). Applicants from these twenty-eight jurisdictions need take no action regarding E.O. 12372. Other applicants should contact their SPOCs as soon as possible to alert them of the prospective applications and receive any necessary instructions. Applicants must submit any required material to the SPOCs as soon as possible so that the program office can obtain and review SPOC comments as part of the award process. It is imperative that the applicant submit all required materials, if any, to the SPOC and indicate the date of this submittal (or indicate "not applicable" if no submittal is required) on the Standard Form 424, item 16a.

Under 45 CFR 100.8(a)(2), a SPOC has 60 days from the application deadline to comment on proposed new or competing continuation awards. SPOCs are encouraged to eliminate the submission of routine endorsements as official recommendations. Additionally, SPOCs are requested to clearly differentiate between mere advisory comments and those official State process recommendations which may trigger the "accommodate or explain" rule.

When comments are submitted directly to ACF, they should be addressed to: Department of Health and Human Services, Administration for Children and Families, Office of Refugee Resettlement, 370 L’Enfant Promenade SW, 6^th Floor, Washington DC, 20447 ATTN: Ms. Daphne Weeden.

A list of the Single Points of Contact for each participating State and Territory can be found on the web at: http://www.whitehouse.gov/omb/grants/spoc.html

Initial ACF Screening - Each application submitted under this program announcement will undergo a pre-review to determine that (1) the application was received by the closing date and submitted in accordance with the instructions in this announcement and (2) the applicant is eligible for funding.

Competitive Review and Evaluation Criteria - Applications which pass the initial ACF screening will be evaluated and rated by an independent review panel on the basis of evaluation criteria specified in this section. The evaluation criteria were designed to assess the quality of a proposed project, and to determine the likelihood of its success. The evaluation criteria are closely related and are considered as a whole in judging the overall quality of an application. Points are awarded only to applications which are responsive to the evaluation criteria within the context of this program announcement.

Objectives And Need For Assistance – The applicant clearly identifies the preventive health needs requiring a solution. The need for assistance is demonstrated and the principal and subordinate objectives of the project are clearly stated; supporting documentation is included. A description of existing health screening and preventive services under the applicant’s State Medicaid and RMA plans provides adequate justification and demonstrates the need for preventive health funds. Application includes relevant sections of the State Medicaid Plan in support of allowable activities charged to Medicaid or RMA. (20 points)

Results or Benefits Expected – The applicant describes in quantifiable terms the results and benefits to be derived. For example, the applicant identifies how improvement will be measured on key indicators for refugee family health and well-being. Proposed outcomes are tangible and achievable within the grant project period, and the proposed monitoring and information collection are appropriate. (15 points)

Approach – A plan of action describes the scope and detail of how the proposed work will be accomplished and accounts for all functions or activities identified in the application. The applicant describes when and how health screenings are scheduled (e.g. by voluntary resettlement agency staff or through other arrangements). The application describes the procedures for referring refugees with identified health problems to the appropriate health care provider for treatment and follow-up to ensure that appointments are kept and treatment is completed.

The strategy and plan are likely to achieve the proposed results; the proposed activities and timeframes are reasonable and feasible. The plan ensures maximum preventive health screening soon after arrival and integrates refugees into existing health services consistent with the State Refugee Resettlement Plan. If the applicant is not within the same agency that administers Medicaid and RMA in the State, the application describes adequate coordination between the two agencies to benefit refugee health, improve health system access and understanding, and accomplish change among service providers to make them more responsive to refugee health issues. (25 points)

Organization Profiles – Applicant provides a statement of program eligibility as described in the applicant eligibility section above, or documentation of the State’s designation as applicant for this program announcement. Where sub-grant partners are proposed, the applicant describes the rationale for each partner agency’s respective role, and how the partners will enhance the accomplishment of the project goals. In all cases, the applicant describes planning and consultation efforts undertaken, including consultation with the refugee community. The applicant documents experience in performing the proposed services. Assurance is provided that proposed services will be delivered in a manner that is linguistically and culturally appropriate to the target population with appropriate gender sensitivity. Individual organization staff including volunteers are well-qualified. The administrative and management features of the project, including a plan for fiscal and programmatic management of each activity, is described in detail with proposed start-up times, ongoing timelines, major milestones or benchmarks, a component/project organization chart, and a staffing chart. (20 points)

Budget and Budget Justification – Line item detail and detailed calculations for each budget object class are identified on the Budget Information form. Detailed calculations include estimation methods, quantities, unit costs, and other similar quantitative detail sufficient for the calculation to be duplicated. The detailed budget includes a breakout by the funding sources identified in Block 15 of the SF-424.

A narrative budget justification describes how the categorical costs are derived. The applicant discusses the necessity, reasonableness, and allocability of the proposed costs, how the award will be augmented or supplemented by other funding (e.g. Medicaid, RMA, SCHIP) during and beyond the grant period (i.e. in any subsequent years), or can be integrated into other existing service systems. The applicant documents how screening costs, as well as relevant referral, follow-up, and immunizations are funded. (20 points)

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Part III: The Application

In order to be considered for a grant under this program announcement, an application must be submitted on the forms and in the manner prescribed by ACF. Selected elements of the ACF Uniform Project Description (UPD) relevant to this program announcement are attached as an appendix.

Application Forms - Applicants for financial assistance under this announcement must file the Standard Form (SF) 424, Application for Federal Assistance; SF 424A, Budget Information—Non-construction Programs; SF 424B, Assurances—Non-Construction Programs. The forms may be reproduced for use in submitting applications. Application materials including forms and instructions are also available from the Contact named in the preamble of this announcement.

Application Submission and Deadlines - An application with an original signature and two clearly identified copies is required. The closing time and date for receipt of applications is 4:30 p.m. (Eastern Time Zone) on April 16, 2001. Mailed or handcarried applications received after 4:30 p.m. on the closing date will be classified as late.

Mailed applications shall be considered as meeting an announced deadline if they are either received on or before the deadline time and date at the U.S. Department of Health and Human Services, Administration for Children and Families, Office of Refugee Resettlement, Attention: Ms. Daphne Weeden.

Applicants are responsible for mailing applications well in advance, when using all mail services, to ensure that the applications are received on or before the deadline time and date. Applications hand-carried by applicants, applicant couriers, or by other representatives of the applicant, or by overnight/ express mail couriers shall be considered as meeting an announced deadline if they are received on or before the deadline date, between the hours of 8:00 a.m. and 4:30 p.m., EST, at the U.S. Department of Health and Human Services, Administration for Children and Families, the Office of Refugee Resettlement, 6^th Floor, Aerospace Building, 901 D Street, SW, Washington, DC 20447 between Monday and Friday (excluding Federal holidays). This address must appear on the envelope/package containing the application with the note "Attention: Ms. Daphne Weeden." Applicants are cautioned that express/overnight mail services do not always deliver as agreed.

ACF cannot accommodate transmission of applications by fax or through other electronic media. Therefore, applications transmitted to ACF electronically will not be accepted regardless of date or time of submission and time of receipt.

Late applications: Applications which do not meet the criteria above are considered late applications. ACF shall notify each late applicant that its application will not be considered in the current competition.

Extension of deadlines: ACF may extend application deadlines when circumstances such as acts of God (floods, hurricanes, etc.) occur, or when there are widespread disruptions of mail service. Determinations to extend or waive deadline requirements rest with the Chief Grants Management Officer.

For Further Information on Application Deadlines Contact: Ms. Daphne Weeden, Administration for Children and Families, Office of Refugee Resettlement, 370 L’Enfant Promenade SW, 6^th Floor, Washington, DC 20447, Telephone: (202) 401-4577.

Certifications, Assurances, And Disclosure Required For Non Construction Programs - Applicants requesting financial assistance for non-construction projects must file the Standard Form 424B, "Assurances: Non-Construction Programs." Applicants must sign and return the Standard Form 424B with their applications.

Applicants must provide a signed certification regarding lobbying with their applications when applying for an award in excess of $100,000. Applicants who have used non-Federal funds for lobbying activities in connection with receiving assistance under this announcement shall complete a disclosure form to report lobbying.

Applicants must make the appropriate certification of their compliance with the Drug Free Workplace Act of 1988. By signing and submitting the application, the applicant is providing the certification and need not mail back the certification with the applications.

Applicants must make the appropriate certification that they are not presently debarred, suspended or otherwise ineligible for an award. By signing and submitting the application, the applicant is providing the certification and need not mail back the certification with the applications.

GENERAL INSTRUCTIONS FOR PREPARING A FULL PROJECT DESCRIPTION -

The project description provides a major means by which an application is evaluated and ranked to compete with other applications for available assistance. The project description should be concise and complete and should address the activity for which Federal funds are being requested. Supporting documents should be included where they can present information clearly and succinctly. Applicants are encouraged to provide information on their organizational structure, staff, related experience, and other information considered relevant. Awarding offices use this and other information to determine whether the applicant has the capability and resources necessary to carry out the proposed project. It is important, therefore, that this information be included in the application. However, in the narrative the applicant must distinguish between resources directly related to the proposed project from those that will not be used in support of the specific project for which funds are requested. Please refer to the UPD sections in the appendix.

Length of Application – Each application narrative should not exceed 25 double-spaced pages in a 12-pitch font. Attachments and appendices should not exceed 25 pages and should be used only to provide supporting documentation such as administration charts, position descriptions, resumes, and letters of intent or partnership agreements. Each page should be numbered sequentially, including the attachments or appendices. This limitation of 25 pages per program area should be considered as a maximum, and not necessarily a goal.

Please do not include books or videotapes as they are not easily reproduced and are, therefore, inaccessible to the reviewers.

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Part IV: Post-Award

Applicable Regulations - Applicable DHHS grant administration regulations can be found in 45 CFR Part 74 or 92.

Reporting Requirements - Grantees are required to file semi-annually the Financial status Report (SF-269)and a program performance report on the ORR Quarterly Performance Report (QPR - OMB Approval No. 0970-0036) including appropriate reports on Schedules B and C. A Final Financial and Program Report shall be due 90 days after the project expiration date or termination of Federal budget support (i.e. only after the final budget period).

Funds issued under these awards must be accounted for and reported upon separately from all other grant activities. Although ORR does not expect the proposed projects to include evaluation activities, it does expect grantees to maintain adequate records to track and report on project outcomes and expenditures. The official receipt point for all reports and correspondence is the ORR Grants Officer, Ms. Daphne Weeden, Administration for Children and Families/Office of Refugee Resettlement, 370 L’Enfant Promenade SW, 6^th Floor, Washington, DC 20447, Telephone: (202) 401-4577. An original and one copy of each report shall be submitted within 30 days of the end of each reporting period directly to the Grants Officer.

Signed:
Date:

Carmel Clay-Thompson, Acting Director
Office of Refugee Resettlement

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Appendix I - Uniform Project Description - Overview

OMB No. 0970-0139 Expires 12/31/03

PURPOSE

GENERAL INSTRUCTIONS

ACF is particularly interested in specific factual information and statements of measurable goals in quantitative terms. Project descriptions are evaluated on the basis of substance, not length. Extensive exhibits are not required. Cross referencing should be used rather than repetition. Supporting information concerning activities that will not be directly funded by the grant or information that does not directly pertain to an integral part of the grant funded activity should be placed in an appendix. Pages should be numbered and a table of contents should be included for easy reference.

INTRODUCTION

Applicants required to submit a full project description shall prepare the project description statement in accordance with the following instructions and the specified evaluation criteria. The instructions give a broad overview of what your project description should include while the evaluation criteria expands and clarifies more program-specific information that is needed.

PROJECT SUMMARY/ABSTRACT

Provide a summary of the project description (a page or less) with reference to the funding request.

OBJECTIVES AND NEED FOR ASSISTANCE

Clearly identify the physical, economic, social, financial, institutional, and/or other problem(s) requiring a solution. The need for assistance must be demonstrated and the principal and subordinate objectives of the project must be clearly stated; supporting documentation, such as letters of support and testimonials from concerned interests other than the applicant, may be included. Any relevant data based on planning studies should be included or referred to in the endnotes/footnotes. Incorporate demographic data and participant/beneficiary information, as needed. In developing the project description, the applicant may volunteer or be requested to provide information on the total range of projects currently being conducted and supported (or to be initiated), some of which may be outside the scope of the program announcement.

RESULTS OR BENEFITS EXPECTED

Identify the results and benefits to be derived.

APPROACH

Outline a plan of action which describes the scope and detail of how the proposed work will be accomplished. Account for all functions or activities identified in the application. Cite factors which might accelerate or decelerate the work and state your reason for taking the proposed approach rather than others. Describe any unusual features of the project such as design or technological innovations, reductions in cost or time, or extraordinary social and community involvement.

Provide quantitative monthly or quarterly projections of the accomplishments to be achieved for each function or activity in such terms as the number of people to be served and the number activities accomplished. When accomplishments cannot be quantified by activity or function, list them in chronological order to show the schedule of accomplishments and their target dates.

If any data is to be collected, maintained, and/or disseminated, clearance may be required from the U.S. Office of Management and Budget (OMB). This clearance pertains to any "collection of information that is conducted or sponsored by ACF."

List organizations, cooperating entities, consultants, or other key individuals who will work on the project along with a short description of the nature of their effort or contribution.

GEOGRAPHIC LOCATION

Describe the precise location of the project and boundaries of the area to be served by the proposed project. Maps or other graphic aids may be attached.

STAFF AND POSITION DATA

Provide a biographical sketch for each key person appointed and a job description for each vacant key position. A biographical sketch will also be required for new key staff as appointed.

ORGANIZATION PROFILES

Provide information on the applicant organization(s) and cooperating partners such as organizational charts, financial statements, audit reports or statements from CPAs/Licensed Public Accountants, Employer Identification Numbers, names of bond carriers, contact persons and telephone numbers, child care licenses and other documentation of professional accreditation, information on compliance with Federal/State/local government standards, documentation of experience in the program area, and other pertinent information. Any non-profit organization submitting an application must submit proof of its non-profit status in its application at the time of submission. The non-profit agency can accomplish this by providing a copy of the applicant's listing in the Internal Revenue Service's (IRS) most recent list of tax-exempt organizations described in Section 501(c)(3) of the IRS code, or by providing a copy of the currently valid IRS tax exemption certificate, or by providing a copy of the articles of incorporation bearing the seal of the State in which the corporation or association is domiciled.

DISSEMINATION PLAN

Provide a plan for distributing reports and other project outputs to colleagues and the public. Applicants must provide a description of the kind, volume and timing of distribution.

THIRD-PARTY AGREEMENTS

Include written agreements between grantees and subgrantees or subcontractors or other cooperating entities. These agreements must detail scope of work to be performed, work schedules, remuneration, and other terms and conditions that structure or define the relationship.

LETTERS OF SUPPORT

Provide statements from community, public and commercial leaders that support the project proposed for funding. All submissions should be included in the application OR by application deadline.

BUDGET AND BUDGET JUSTIFICATION

Provide line item detail and detailed calculations for each budget object class identified on the Budget Information form. Detailed calculations must include estimation methods, quantities, unit costs, and other similar quantitative detail sufficient for the calculation to be duplicated. The detailed budget must also include a breakout by the funding sources identified in Block 15 of the SF-424.

Provide a narrative budget justification that describes how the categorical costs are derived. Discuss the necessity, reasonableness, and allocability of the proposed costs.

GENERAL

The following guidelines are for preparing the budget and budget justification. Both Federal and non-Federal resources shall be detailed and justified in the budget and narrative justification. For purposes of preparing the budget and budget justification, "Federal resources" refers only to the ACF grant for which you are applying. Non-Federal resources are all other Federal and non-Federal resources. It is suggested that budget amounts and computations be presented in a columnar format: first column, object class categories; second column, Federal budget; next column(s), non-Federal budget(s), and last column, total budget. The budget justification should be a narrative.

PERSONNEL

Description: Costs of employee salaries and wages.

Justification: Identify the project director or principal investigator, if known. For each staff person, provide the title, time commitment to the project (in months), time commitment to the project (as a percentage or full-time equivalent), annual salary, grant salary, wage rates, etc. Do not include the costs of consultants or personnel costs of delegate agencies or of specific project(s) or businesses to be financed by the applicant.

FRINGE BENEFITS

Description: Costs of employee fringe benefits unless treated as part of an approved indirect cost rate.

Justification: Provide a breakdown of the amounts and percentages that comprise fringe benefit costs such as health insurance, FICA, retirement insurance, taxes, etc.

TRAVEL

Description: Costs of project-related travel by employees of the applicant organization (does not include costs of consultant travel).

Justification: For each trip, show the total number of traveler(s), travel destination, duration of trip, per diem, mileage allowances, if privately owned vehicles will be used, and other transportation costs and subsistence allowances. Travel costs for key staff to attend ACF-sponsored workshops should be detailed in the budget.

EQUIPMENT

Description: "Equipment" means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the lesser of (a) the capitalization level established by the organization for the financial statement purposes, or (b) $5,000. (Note: Acquisition cost means the net invoice unit price of an item of equipment, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Ancillary charges, such as taxes, duty, protective in-transit insurance, freight, and installation shall be included in or excluded from acquisition cost in accordance with the organization's regular written accounting practices.)

Justification: For each type of equipment requested, provide a description of the equipment, the cost per unit, the number of units, the total cost, and a plan for use on the project, as well as use or disposal of the equipment after the project ends. An applicant organization that uses its own definition for equipment should provide a copy of its policy or section of its policy which includes the equipment definition.

SUPPLIES

Description: Costs of all tangible personal property other than that included under the Equipment category.

Justification: Specify general categories of supplies and their costs. Show computations and provide other information which supports the amount requested.

CONTRACTUAL

Description: Costs of all contracts for services and goods except for those which belong under other categories such as equipment, supplies, construction, etc. Third-party evaluation contracts (if applicable) and contracts with secondary recipient organizations, including delegate agencies and specific project(s) or businesses to be financed by the applicant, should be included under this category.

Justification: All procurement transactions shall be conducted in a manner to provide, to the maximum extent practical, open and free competition. Recipients and subrecipients, other than States that are required to use Part 92 procedures, must justify any anticipated procurement action that is expected to be awarded without competition and exceed the simplified acquisition threshold fixed at 41 USC 403(11) (currently set at $5,000). Recipients might be required to make available to ACF pre-award review and procurement documents, such as request for proposals or invitations for bids, independent cost estimates, etc.

Note: Whenever the applicant intends to delegate part of the project to another agency, the applicant must provide a detailed budget and budget narrative for each delegate agency, by agency title, along with the required supporting information referred to in these instructions.

OTHER

Enter the total of all other costs. Such costs, where applicable and appropriate, may include but are not limited to insurance, food, medical and dental costs (noncontractual), professional services costs, space and equipment rentals, printing and publication, computer use, training costs, such as tuition and stipends, staff development costs, and administrative costs.

Justification: Provide computations, a narrative description and a justification for each cost under this category.

INDIRECT CHARGES

Description: Total amount of indirect costs. This category should be used only when the applicant currently has an indirect cost rate approved by the Department of Health and Human Services (HHS) or another cognizant Federal agency.

Justification: An applicant that will charge indirect costs to the grant must enclose a copy of the current rate agreement. If the applicant organization is in the process of initially developing or renegotiating a rate, it should immediately upon notification that an award will be made, develop a tentative indirect cost rate proposal based on its most recently completed fiscal year in accordance with the principles set forth in the cognizant agency's guidelines for establishing indirect cost rates, and submit it to the cognizant agency. Applicants awaiting approval of their indirect cost proposals may also request indirect costs. It should be noted that when an indirect cost rate is requested, those costs included in the indirect cost pool should not also be charged as direct costs to the grant. Also, if the applicant is requesting a rate which is less than what is allowed under the program, the authorized representative of the applicant organization must submit a signed acknowledgement that the applicant is accepting a lower rate than allowed.

NONFEDERAL RESOURCES

Description: Amounts of non-Federal resources that will be used to support the project as identified in Block 15 of the SF-424.

Justification: The firm commitment of these resources must be documented and submitted with the application in order to be given credit in the review process. A detailed budget must be prepared for each funding source.

TOTAL DIRECT CHARGES, TOTAL INDIRECT CHARGES,
TOTAL PROJECT COSTS.

Self-explanatory

GUIDELINES FOR PREPARING A PROJECT DESCRIPTION FOR
AN APPREVIATED APPLICATION

NONCOMPETING CONTINUATIONS

A full project description will not be required for noncompeting continuation applications for nonconstruction programs unless requested in writing by the Office of Refugee Resettlement.

SUPPLEMENTAL APPLICATIONS

For a supplemental assistance request, explain the reason for the request and justify the need for additional funding. Provide a budget and budget justification only for those costs for which additional funds are requested.