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Grant Application Kit

Application Information: Thank you for participating in a Federal financial assistance program funded by the U.S. Environmental Protection Agency (EPA), Region 2. The purpose of the below letter is to provide this year’s grant application target date and instructions, as well as to notify you of new requirements for grant recipients, and to provide other important information about managing EPA assistance agreements.

Application Deadline for Non-Competitive, Continuing Assistance Agreements: If you intend to apply for a financial assistance agreement under one of the programs listed in Attachment 1 [225 KB, 1 pp]from EPA Region 2 with an expected award date on or before September 30, 2015, you must apply through Grants.gov no later than May 22, 2015. Initial applications submitted by any other means can no longer be accepted. If you are unfamiliar with Grants.gov or would like to learn more about it, please consider viewing one of the recorded webinars at Grants.gov Information Sessions for Applicants.

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Important Grant Information

Region 2 Grant Application Kit: The latest version of the Region 2 Application Kit is now available.  This kit is to be submitted by prospective recipients for Non-Construction Programs which EPA offers.

Indirect Costs:

Other Important Grants Management Information:   

Subrecipient Compensation and Reporting:
Prime Grant Recipients awarded a new Federal grant greater than or equal to $25,000 as of October 1, 2010
are subject to the Federal Funding Accountability and Transparency Act (FFATA) sub-award reporting
requirements as outlined in the Office of Management and Budgets (OMB)guidance issued August 27,
2010. The prime awardee is required to file a FFATA sub-award report by the end of the month following
the month in which the prime recipient awards any sub-grant greater than or equal to $25,000. Recipients
will report this information using the FFATA Subaward Reporting System (FSRS) https://www.fsrs.gov/ .

FFATA prescribes specific pieces of information to be reported:

  1. The following data about subawards greater than $25K
    1. Name of entity receiving award
    2. Amount of award
    3. Funding agency
    4. NAICS code for contracts / CFDA program number for grants
    5. Program source
    6. Award title descriptive of the purpose of the funding action
    7. Location of the entity (including congressional district)
    8. Place of performance (including congressional district)
    9. Unique identifier of the entity and its parent; and
    10. Total compensation and names of top five executives (same thresholds as for primes)

  2. The Total Compensation and Names of the top five executives if:
    1. More than 80% of annual gross revenues from the federal government, and those revenues are
      greater than $25M annually and
    2. Compensation information is not already available through reporting to the SEC.
      Please see the site below for more guidance:
      OMB Guidance on FFATA Subaward and Executive Compensation Reporting

System for Award Management (SAM)
As a reminder, under this requirement, Federal agencies must require applicants to have a Dun and Bradstreet Data Universal Numbering System (DUNS) number and maintain current registrations in the SAM database. In addition, if a recipient is authorized to make subawards under its grant, it may make subawards only to entities that have DUNS numbers. The requirements are effective for all awards made on, or after, October 1, 2010. Please be aware that your organization’s identification information in DUNS must be consistent with the information provided for your SAM registration. Otherwise, your assistance application will be flagged with an error and may result in a delay in awarding your assistance agreement until the discrepancies are corrected.

State Grant Workplans and Progress Reports:
The new policy for State Grant Workplans and Progress Reports is designed to 1) enhance accountability
for achieving grant performance objectives; 2) ensure that State grants are aligned with the Agency’s
Strategic Plan; and 3) provide for more consistent performance reporting. To achieve those objectives, the
policy requires that workplans and associated progress reports prominently display three “Essential
Elements.” These elements include 1) the EPA Strategic Plan Goal; 2) the EPA Strategic Plan Objective;
and 3) Workplan Commitments plus time frame.

The term “Strategic Plan Goal” refers to a strategic goal, derived from EPA’s mission that is set forth in
EPA’s Strategic Plan. The EPA Strategic Plan covers a five year period and is updated periodically. The
FY 2011-2015 EPA Strategic Plan identifies five goals: Goal 1) Taking Action on Climate Change and
Improving Air Quality; Goal 2) Protecting America’s Waters; Goal 3) Cleaning Up Our Communities; Goal
4) Ensuring the Safety of Chemicals and Preventing Pollution; and Goal 5) Enforcing Environmental Laws.

The term “Strategic Plan Objective” refers to a more specific description of the results EPA wants to
achieve, contributing to the attainment of a Strategic Plan Goal. Additional information on “Strategic Plan
Objectives” may be found at http://www.epa.gov/planandbudget/ .

This policy applies to the fourteen State Categorical Program Grants shown below and will go into effect
for awards made on, or after, October 1, 2012.

14 Categorical State Grant Programs

Grants Management Webinars:
In an effort to keep EPA grant applicants and recipients informed,
EPA’s Office of Grants and Debarment periodically hosts informational Webinars on various grants
management topics. Whether you are applying for an EPA grant, or are currently managing an EPA grant
we encourage you to attend these Webinars. To obtain information about upcoming Webinars and to
view/listen to previous Webinars, please visit the following website:

Grants Management for Tribal Organizations:
EPA is working with the National Partnership for
Environmental Technology Education (NPETE) to offer training opportunities for tribal and territorial grant
recipients on the basics of grants management. Information on current offerings may be found by viewing
the NPETE website at: http://www.petetribal.org.

Information for Non-Profit Organizations:
Grants and cooperative agreements awarded to non-profit organizations play an important part in the delivery of environmental protection to the public. However, EPA's Office of the Inspector General, has issued numerous audit reports documenting instances of non-profit recipients that have inadequate administrative systems to manage EPA funds or lack the capability to successfully perform the project scope of work.  In addition, EPA program offices and grants management offices have identified similar issues in conducting post award monitoring activities. Recognizing that it is preferable to address such issues before awarding assistance agreements, EPA may evaluate the administrative and programmatic capability of non-profit applicants.  Whether such an evaluation is conducted or not, we strongly encourage all non-profit organizations to review their procedures using the questionnaire and online training mentioned below.  For Additional Information, please visit this website:  http://www.epa.gov/ogd/AppKit/preaward.htm.  Also, please review EPA’s Policy on Assessing Capabilities of Non-Profit Applicants for Managing Assistance Awards at: http://www.epa.gov/ogd/grants/award/5700_8.pdf

If you are required to obtain pre-award certification, EPA will send you a request to complete a questionnaire and submit supporting documentation.  Your organizational policies and procedures must fully comply with the Federal financial management standards covered in the questionnaire prior to receiving an assistance agreement from EPA.  You may view a copy of the questionnaire [181 KB, 4 pp].

Mandatory Grants Management Training for Non-Profit Recipients:
EPA requires non-profit recipients to complete a mandatory recipient training course online: http://www.epa.gov/ogd/training/index.htm.  This course is designed to help non-profit recipients understand assistance agreement regulations, the application process, management of their assistance agreements and the close out process. As of October 1, 2007, completion of this course is mandatory for all non-profit recipients upon receipt of monetary awards.  The terms and conditions of your assistance agreement will include this training requirement. Your certification is good for 3 years after which you are required to update your training. For more guidance on managing your EPA assistance agreement, please visit: http://www.epa.gov/region02/grants/nonprofit.html


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