Grant Management Forms & Reports for Healthy Communities Grant Program in New England

1. Update banking information on www.SAM.gov.
2. Submit EPA Payment Request Form (EPA 190-F-04-001) to RTPFC- GRANTS.
3. Submit Quarterly Reports to your EPA Project Officer.
4. Submit Final Report to your EPA Project Officer.
5. Submit Final Federal Finance Reports to RTPFC- GRANTS
6. Submit Minority/Women-Owned Business Report (EPA 5700-52A) to EPA Region 1 Grants Office.

1. Update banking information on www.SAM.gov.

Visit www.SAM.gov and update your banking information. Once you ensure the banking information is correct, contact the Federal Service Desk to verify the correct banking information has been updated in SAM.gov

• Questions regarding www.SAM.gov updates should be directed to 1-866-603-8220 live chat hours: Call and Live Chat Hours: Monday - Friday from 8am - 8pm EST. U.S. calls: 866-606-8220. International calls: +1 334-206-7828. DSN: 94-866-606-8220.

2. Submit EPA Payment Request Form (EPA 190-F-04-001) to RTPFC- GRANTS.

You may request payment for grant-related expenses as needed, using the form below. The RTPFC will review each request. When the request is approved for payment, EPA will electronically transfer the funds through the U.S. Department of Treasury and the Federal Reserve for credit to the recipient's account at their designated financial institution within 3 to 5 business days following receipt and approval of the request. If the entire request or a portion of the request is rejected, the recipient will be notified by the RTPFC no later than 1 workday following receipt of the request.

• U.S. EPA Payment Request (EPA190-F-04-001) form:
  PDF Version (203 K) | Microsoft Word Version (101 K)
• Grantees registered with ASAP must use that system to request payments. If you are interested in registering for ASAP, please read ASAP Enrollment Overview (pdf) (187 K) and submit the ASAP Enrollment Form(pdf) (96 K) to RTPFC.
• Questions regarding the Payment Request Form (EPA Form 190-F-04-001) and/or ASAP may be directed to:
  Ryan Mowrey (mowrey.ryan@epa.gov)
  Phone: 919-541-7550

3. Submit Quarterly Reports to your EPA Project Officer

Progress reports must be sent every three months during your project period. The first report is due three months from the project's start date.

• Quarterly Report Format
  PDF Version (194 K) | Microsoft Word Version (29 K)
• Quarterly Reports can be submitted to your EPA Project Officer via email.
• Questions regarding the Quarterly Report should be directed to your EPA Project Officer.

4. Submit Final Report to your EPA Project Officer

A draft version of the report should be submitted to your EPA Project Officer within 30 calendar days after the project end date. The EPA Project Officer will respond with suggested edits as necessary. The final version of the report is due to the EPA Project Officer within 90 calendar days after the project end date.

• Final Report Format
  PDF Version (68 K) | Microsoft Word Version (34 K)
• Draft Final Reports can be submitted to your EPA Project Officer via email. Attachments may include photos, meeting agendas, outreach materials, press coverage, etc.
• Questions regarding the Final Report should be directed to your EPA Project Officer

5. Submit Final Federal Finance Reports to RTPFC- GRANTS

Annual Federal Financial Reports are due to EPA no longer than 90 calendar days following the end of the reporting year.

• Federal Financial Report (SF 425)
• Please email the completed forms to rtpfc-grants@epa.gov.
• Questions regarding the Payment Request Form (EPA Form 190-F-04-001) and/or ASAP may be directed to:
  Ryan Mowrey (mowrey.ryan@epa.gov)
  Phone: 919-541-7550

6. Submit Minority/Women-Owned Business Report (EPA 5700-52A) to EPA Region 1 Grants Office

The Environmental Protection Agency (EPA) has modified the Disadvantaged Business Enterprise (DBE) Reporting Requirement in 40 C.F.R. Part 33 Section 33.502. Reporting will no longer be required if the funds budgeted for procuring construction, equipment, services and supplies, including funds budgeted for direct procurement by the recipient or procurement under sub awards or loans in the "Other" category, is $250,000 or less. The current approved budget for one or more of your current EPA grants meets this condition. Reporting will still be required if subsequent amendments and funding cause the total amount of procurement to surpass the $250,000 threshold.

This report must be submitted to the Grants Management Office by October 30 of each year. Refer to the instructions on the reporting form and the terms and conditions of your grant for further details regarding this requirement.

• Minority Business Enterprises/Women-owned Business Enterprises Utilization Report (EPA 5700-52A)
• Submit the completed form electronically to Larry Wells at wells.larry@epa.gov.
• Questions regarding the Minority Business Enterprises/Women-owned Business Enterprises Utilization Report (EPA 5700-52A) may be directed to:
  Larry Wells (wells.larry@epa.gov)
  Phone (617) 918-1836

Need More Information?
The following items can be accessed at EPA's Small Business Programs Web Site:

• Disadvantaged Business Enterprise (DBE) Rule
• DBE Program Fact Sheets
  • Overview of EPA's DBE Rule and Program
  • Fair Share Objectives (MBE/WBE Goals);
  • Good Faith Efforts (outreach to MBE, WBE, and other DBE)
  • MBE/WBE Reporting under the DBE Rule
  • MBE/WBE Certification