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2011 Financial Guide

Chapters:

Payments
- Using the Grant Payment Request System
- Payment Transaction Timeline
- Understanding the Withholding of Funds
- Drawing Only What is Needed
- Managing Interest Earned
- Understanding the Cash Management Improvement Act
  of 1990
- How to Manage Interest Income
Period of Availability of Funds
- Availability of Awards
- Obligation of Funds
- Expenditure of Funds
- Criteria for Award Extension
Matching or Cost Sharing Requirements
- Match Requirements
- Types of Match
- Source and Type of Funds
- Timing of Matching Contributions
- Records for Match
- Waiver of Match
Program Income
- Introduction
- Accounting Processes for Program Income
- Examples of Program Income
- Procedures for Recovery of Costs Incurred
Adjustments to Awards
- Grant Adjustment Notice
- Incurring of Certain Costs for Which Program Office Approval is Required
- Reprogramming of Funds
Costs Requiring Prior Approval
- Introduction
- Responsibility for Prior Approval
- Procedures for Requesting Prior Approval
- Listing of Costs Requiring Prior Approval
Property and Equipment
- Acquisition of Property and Equipment
- Screening
- Loss, Damage, or Theft of Equipment
- Equipment Acquired With Crime Control Act Block/Formula Funds
- Equipment Acquired With Juvenile Justice Act Formula and Victims of Crime Act Assistance (Formula) Funds
- Equipment and Nonexpendable Personal Property Acquired With Discretionary Funds
- Real Property Acquired With Formula Funds
- Real Property Acquired With Discretionary Funds
- Federal Equipment
- Replacement of Property (Equipment and Nonexpendable Personal Property)
- Retention of Property Records
- Supplies
- Copyrights
- Patents, Patent Rights, and Inventions
Procurement under
Awards of Federal Assistance
- Procurement Standards—
  General Guidance
- Construction Requirements
Allowable Costs
- Introduction
- Compensation for Personal Services
- Conferences and Workshops
- Travel
- Project Site
- Printing
- Publication
- Duplication
- Other Allowable Costs
Conference Approval, Planning and Reporting
- Introduction
- Allowability of Food and Beverage Costs
- Minimization of Costs of Meals and Refreshments
- Reporting Requirements
Indirect Costs
- Introduction
- Federal Indirect Cost Rate—Negotiated Agreements
- No Approved Plan
- Establishment of Indirect Cost Rates
- Indirect Cost Distribution Bases
- Cost Allocation Plans—Central Support Services
- Lobbying Costs and the Indirect Cost Pool
- Approval of Indirect Cost Rates for Subrecipients
Confidential Funds
- Introduction
- Approval Authorities
- Confidential Funds Certification
- Written Procedures
- Informant Files
- Regional Information Sharing Systems (RISS) Program
- Accounting and Control Procedures
Unallowable Costs
- Introduction
- Unallowable Cost Categories
Subrecipient Monitoring
- Introduction
- Subrecipient Monitoring
- Best Practices
Reporting Requirements
- Introduction
- SF-425 Federal Financial Reports
- Progress/Program Reports
- Reports Required under the American Recovery and Reinvestment Act of 2009
- Government Performance and Results Act
- Reports Required under the Federal Funding Accountability and Transparency Act
Retention and Access Requirements for
Records
- Retention of Records
- Maintenance of Records
- Access to Records
Suspension or
Termination for Convenience
- Provisions of the Grant
- Suspension or Termination of the Grant
- Termination of Grant and Cooperative Agreement Awards by the Award Recipient
Closeout
- First Steps
- Closeout of Discretionary/
  Categorical and Block/Formula Awards
- Refund of Federal Grant Monies and/or Program Income
- Failure to Remit Funds Owed
Audit Requirements
- Audit Threshold
- Audit Objectives
- Audit Reporting Requirements
- Audit Submission Requirements
- Submission of Audit Reports
- Audit Report Confirmation Requests
- Due Dates for Audit Reports
- Audit Compliance
- Resolution of Audit Reports
- Top 10 Audit Findings (Fiscal Year 2009)
- Audit of Subrecipients
- Technical Assistance
- Full-Scope Auditing
- Commercial (For-Profit) Organizations
- Failure to Comply
- Office of Inspector General Regional Offices
The American Recovery and Reinvestment Act
of 2009
- Background
- Recovery Act Programs Administered by the Office of Justice Programs
- Supplanting Rules within the Recovery Act Programs
- Special Conditions
- Reporting Requirements for the Recovery Act
- Government-Wide Data Reporting Requirements
- Technical Requirements
- Delegation of Reporting Requirements under the Recovery Act
- Key Reporting Time Frames
- Data Quality Requirements
Grant Fraud, Waste,
and Abuse
- Introduction
- Detection of Grant Fraud
- Penalties of Grant Fraud
- Fraud Indicators
- Common Grant Fraud Schemes
- Ways to Reduce the Risk of Fraud
Payment Programs
- Introduction
- Bulletproof Vest Partnership
- State Criminal Alien Assistance Program
- Northern Border Prosecution Initiative and Southwest Border Prosecution Initiative

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Allowable Costs

Project Site

The cost of space in privately or publicly owned buildings used for the benefit of the project is allowable subject to the conditions stated below:

The total cost of space does not exceed the rental cost of comparable space and facilities in a privately owned building in the same locality.
You do not charge the cost of space procured for project usage to the program for periods of non-occupancy without authorization of the Federal awarding agency.
The rental cost for space in a privately owned building is allowable. However, rental costs may not be charged to the grant if you as the recipient own the building or have a financial interest in the property. The cost of ownership is an allowable expense.
Comparable rental costs for a publicly owned building are allowable where “rental rate” systems, or equivalent systems that adequately reflect actual costs, are employed.
You determine such rental charges on the basis of actual cost (including depreciation based on the useful life of the building, operation and maintenance, and other allowable costs). Where these costs are included in rental charges, they may not be charged elsewhere.
No rental costs may be charged for building purchases or construction originally financed by the Federal Government.

The cost of utilities, insurance, security, janitorial services, elevator service, upkeep of grounds, normal repairs and maintenance, and the like are allowable to the extent they are not otherwise included in rental or other charges for space.

Costs incurred for rearrangement and alteration of facilities required specifically for the award program, or that materially increase the value or useful life of the facility, are allowable when specifically approved by the awarding agency.

Depreciation or use allowance on idle or excess facilities is NOT ALLOWABLE, except when specifically authorized by the Federal awarding agency.

The cost of space procured under rental-purchase or a lease-with-option to purchase agreement is allowable when specifically approved by the awarding agency. This type of arrangement may require application of special matching share requirements under construction programs.