June 30, 2020 Webinar FAQs

These questions come from our June 30 Healthy Grants Web Series Workshop. We held sessions on Reinventing Grants Management, Understanding Your Notice of Award, and Expanded Authority.

Understanding the new Notice of Award (NoA)

Where will I find the terms and conditions?

The terms and conditions will follow the newly formatted HHS Notice of Award page.

When will the new format take effect?

All Notices of Award issued on or after Oct. 1, 2020, will reflect the new HHS format.

Where is the Project Period listed in the new format?

The Project Period is listed under the Summary Federal Award Financial Information section (i.e., item 26).

Where is the PMS sub account code?

The PMS sub account code will be displayed on the HRSA-specific pages, after the HHS Notice of Award page 1. They'll be labeled similar to PMS SubAccount/Document Number.

What is item 22 – offset?

Offset is unobligated balances of funds used to reduce the amount of new federal funds awarded.

Offsets authorize prior year unobligated funds to be used in combination with current year funds to comprise the total authorized current year award amount.

Can you speak more about carryover on the HHS NoA Page 1?

If the legislative authority for the grant program allows carryover; a recipient may submit a Prior Approval Request (PAR) Carryover Request.

With proper justification, allowability of requested costs and demonstration of continuing need, approved funds are authorized to be carried over to a subsequent budget period.

Approved carryover funds are an additional authorization to the current year awarded amount and will be reflected on the current year NoA in item #22 Authorized Carryover. 

Where is the line on allowable indirect costs?

Item 20b reflects the indirect costs awarded for the current action. 

Can you confirm that item 27 does not include grant recipient cost shares, only the federal amount?

No. Item 27 is the combined (federal and recipient cost sharing/matching) total for the current competitive segment. 

Expanding Expanded Authority

What does it mean to have a HRSA program with expanded authority?

Expanded authorities are operating authorities provided to recipients that waive the requirement for prior approval for specified actions. The NOA will specify if you have Expanded Authority and what requirements are being waived.

When one indicates "rebudgeting," does one mean "significant rebudgeting?"

Significant rebudgeting occurs when transfers among direct cost budget categories for the current budget period exceed 25% of the total approved budget for that budget period.

With a no-cost extension, can grantees continue to spend funds that are remaining from their original award?

Yes, funds continue to be available though the budget period being extended. Such an extension may be made when no additional funds are required to be obligated by the awarding office and there will be no change in the project’s originally approved scope or objectives. 

If we wish to carryover funds between budget periods, how do we notify HRSA?

The expanded authority provision allows you to carry over unobligated grant funds remaining at the end of that budget period that are up to the lesser of 25% or $250,000 of the amount awarded for that budget period.

Currently, recipients are to notify HRSA of the intent to carryover funds on the FFR submitted in the EHBs.  Please note that once the FFR transitions into the Payment Management System (October 1), recipients will use the FFR Remarks to express an intent to carryover funds.  Please view the SF-425 Federal Financial Report (FFR) Integration into the Payment Management System (PMS) FAQs for more information.

Is expanded authority for research grants only?

No, other HRSA grants such as the Health Centers are included – if your grant is included under Expanded Authority, it will be indicated in the Remarks area on your NoA.

A grant has the following language in the terms and conditions:

“Reporting:­ You will be required to provide information on the QI activities supported through this one­time supplement via their FY 2021 Budget Period Progress Report (BPR). More information will be provided in the FY 2021 BPR instructions. Funding Period.­ This award provides one­time funding that will be available for use through the end of your FY 2020 budget period, but should be used within 12 months of receipt. To use this funding in the FY 2020 budget period, the appropriate amount must be shown as unobligated (UOB) on line 10.h of the Annual Federal Financial Report (FFR), SF­425, and you must submit a Prior Approval Request to carryover these funds through EHB immediately following the FFR submission.”

If I have less than 25% remaining at the end of my 2020 budget period do I still need a prior approval request to carryover or is this under expanded authority?

No. You do not need a prior approval to request carryover because QI supplemental funding is included under Expanded Authority.

Where do we make carryover requests in the EHB?

You must submit a carryover request in the EHB prior approval module.

Do we need to apply to carry over Nurse Faculty Loan funds?

NFLP does not have carry over. Contact GMS for specific questions.

Where do you note the expanded authority in the FFR?

In the remarks section of the FFR.

Does EA apply to a Health Center grant that is closing out and has supplemental funds remaining?

No, Health Centers only have carryover EA therefore if it is closing out the health center will need to request prior approval to extend the project period in order to continue to expend any remaining funds.

Since the NOA does not include the EA amount, should the final FFR exclude that EA on line 10d?

No, line 10d would include the entire total authorized funds from reporting period which would be the EA amount. This is pulled from the award.

Are supplemental awards rolled into the base period after three years?

Review the terms on the supplemental award NoA regarding availability of future funding under the supplement.

Ongoing funding usually means it will be added to base funding depending on progress and availability of funds appropriated to HRSA. One-time funding does not have any future availability.

Is a prior approval required for quality grant funds?

A health center may carry over supplemental funding, such as quality improvement supplemental funding, and with EA, a prior approval request to HRSA is not required. Health centers under EA must include remarks on their FFR indicating their intention to carry over any unobligated funds.

If we have EA, we still need to contact our GMO if we want to rebudget $1K?

Depends on the significant rebudgeting threshold of unobligated grant funds remaining at the end of that budget period that are up to the lesser of 25% or $250,000 of the amount awarded for that budget period. However for record keeping and auditing purposes please notify your GMS and Program officer of your intentions to rebudget.

I am a health center recipient and was approved for EA, but my NOA does not indicate that the award is covered under expanded authority in the remarks or T&C sections? Why is that?

For health center recipients, the EA remark is only included in the Remarks section on the NoA that was issued at the start of your budget or project period. If you do not see the EA statement on that NoA, please contact your GMS for further information.

Date Last Reviewed:  September 2020