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Healthy Grants August 18 Webinar FAQs

General

Can you provide the website link that lists the policies and procedures we are required to have?

Is there a place on the website with a calendar of reporting dates for grants?

Budget modifications or categorical budget revisions?

Recording and Supporting Grant Expenditures

Do you have templates that you want us to use to track expenses?

Would P&L statements be adequate documentation for cost reimbursement?

If we pay consultants, speakers, etc. fees/honorariums based on longstanding/industry norms, what type of supporting documentation would you deem adequate for demonstrating reasonable (E.g., would fee amounts in the budget justification suffice)?

Indirect Cost Rates

I am working with a Finance Department who says all of our organization's costs are direct, so we do not use an indirect cost rate. They are saying our rent, HR, etc. are direct costs to carry out our programs. Is that allowable, to just not treat any costs as indirect?

What is the best method to allocate costs if a PI has more than 5 grants and they are all closely related project? In particular, non-personnel costs.

Can you explain why we should get a negotiated indirect cost rate?

If location A provides only medical services and location B provides medical and dental services, including administrative, HR, accounting, etc.; is the lease for location A considered a direct cost to that location?

How does HRSA interpret Appendix III to 45 CFR 75, Fixed Rates for the Life of the Sponsored Agreement, when a grantee has a negotiated rate agreement with differing rates for each year? Are the rates allowable on each year of a single award as long as they were all from the same negotiated agreement in effect at the start of the award? Or is only one rate allowed for each award, regardless of the rate escalations on the agreement that was in effect?

Can a HR expense be a direct expense charged to the grant?

Allowable and Unallowable Costs

Are interest payments on debt allowable?

What do you consider a reasonable earned interest?

If we receive a grant in 2020 and apply the executive salary limit for personnel in the budget at the current rate, does that 2020 rate need to be continued every year of the budget period, or can that rate be updated each year of the project if the federal rate changes?

Is the executive level II salary cap applicable to rebate funds?

What is the effective date of the $197,300 salary cap? I have noted that it was a lower amount. The project manager on our grant had a pay increase and I'm trying to determine the appropriate cap to measure against.

For COVID-19 travel cancellations, would HRSA allow charges for flights where the airlines refused to issue a refund but instead issued a flight credit?

Relating to COVID-19; we are working a flex schedule for social distancing purposes. Each employee has scheduled days in the office and days at home on call which they are paid for. Can we use grant funds to pay them while at home on call time?

Time and Effort Tracking and Reporting

How can you determine how much work is related to a grant when someone is covered only a partial FTE? Do you have ideas for documenting the estimated splits? (e.g. budget is .1 FTE on two awards, .8 FTE not funded by an award. They realistically work about .25 FTE on each award)

Due to working remotely, obtaining signatures or attestations from employees AND supervisors is not able to be done at this time for time & effort reports. Do you have knowledge of any software systems that may be available to support this requirement?

For documentation of salaries, would a table with an employees’ name, title, and amount paid each pay period be sufficient?

Is there a best practice for allocating salary amount to a COVID-19 funding related grant? Do you have to show how much time they have spent responding to the pandemic?

In that example, since Susan was 100% grant-related, what do you do when she takes a paid day off?

Only hours worked? What about salary employees that are 100% allocated but have time off and use paid time off?

What do you do about someone is 100% funded by a federal source and they take a vacation day? Can we still allocate that to the award? How does that affect T&E?

What are the reconciliations required? (around slide 51)

If our certification process is to report and sign reports showing % effort by grant and non-grant activities, do we also need to prepare and maintain Personnel Activity Reports. Are both required or will one or the other suffice?

What is considered acceptable support for time and effort reporting?

Is there a best practice for tracking time that doesn't involve requiring staff to enter hours worked on a daily basis in the time recording system?

For H80's, where awards are made to fund the overall operations of a FHQC, what level of documentation is required? (E.g., while a physician may provide effort to the FHQC, it isn't specific to the H80 funding).

Who is supposed to approve time and effort reports?

Benefits are listed as being included in certifications. Can you clarify what type of benefits would need to be included?

The presentation slides address paper time keeping records. Will electronic time keeping be discussed?

Is signing your biweekly timesheet considered certification of time/effort?

What do I put here on this report? FY Prior to Application (FY18 Actual), actual non-Federal funds, including in-kind, expended for activities proposed in the competitive application? All Salaries that were charged to the grant?

To confirm; we don't need both the time and effort certification and the personnel activity report, correct?

Does it have to be signed by the employee or just suggested? And signed only by the supervisor?

Is it required that supervisors certify as well as the employee?

Is it mandatory to have a supervisor's signature, or just advisable?

How do you handle exempt employees who do not report hours per se for each pay period?

Could the time off be charged to fringe benefits?

Could you please provide the criteria that recommends or requires the employee AND supervisor to sign the PARs?

Does PTO count towards the grant as long as it is documented?

For holidays and days off, how would we bill these hours if we’re required to show what hours are for direct and indirect and details to HRSA is required? For example, if I work on reporting it's indirect, if I report on training, it's direct. What would holidays or days off be billed under? (direct or indirect if there's no work it's associated with)?

We have an electronic system wherein employees attest to compliance requirements, training, etc. We planned to use this system to also have employees attest to the % of time in a period, as funded by a specific grant. Is this OK?

Do you have recommendations for "reasonable" approximation in effort/margin of error?

What are best practices for allocating salaries for C-Suite Staff or accounting staff? Or are these employees non-federal funds supported?

If 100% of salary is allowable by a grant, is payable vacation time and leave time covered? And does it need to be in time and effort documentation?

Is PTO considered part of the personnel salaries cost?

Is a supervisor's signature required on a PAR, or just advisable?

Employees vs contractors; is it the employee of the organization who has the fiscal responsibility?

If the 330 only pays a portion of our salaries, how should we report the difference? Let's say 330 pays only 43%, and the difference comes from program income.

How do you document if an employee salary exceeds the salary range. Say you only charge 45% of an employee's salary to the 330 Grant; how do you handle the 55% of salary that is not charged to any other grant?

If a grant specifies an employee's salary is based on 60% effort per calendar year, does each time card need to reflect the number of hours worked towards grant objectives and reconcile or would certification at the end of the year be appropriate?

Could you please provide the criteria that recommends or requires the employee AND supervisor to sign the personnel activity reports?

Time and Effort Certifications

What is the Semi-Annual Compliance Certification necessary for employees who are 100% funded by grants?

Support for 100% Funded Employees: What is "Semi-Annual Compliance Certification? Or where can I find information?

Could you elaborate on slide #31, "100% Funded Employees: Semi-annual compliance Certification? I've never seen that.

Are the biannual statements still compliant?

Can the certification be included in each time and effort sheet on a weekly basis?

With the certification statement, do you list all the multiple funding sources if someone is paid from more than 1 source?

Can you elaborate more about the need for certification when an employee is also submitting a timesheet, which is approved by their manager (because the average employee isn't going to know necessarily whether their work is in accordance with a specific grant award)?

If we choose to use the time and effort certification sheet ("I certify X amount of time..."), do we also need a personnel activity report? Or is the certification alone enough?

Is certification effort required for 100% federally-funded staff?

Date Last Reviewed:  November 2020