Getting Ready for Federal Grants

1. Getting Ready for Federal Grants Stacy Ruble McAllister & Quinn YWCA University – Grants Track Series

2. Topics for Today Registrations Regulations Competitiveness Determining readiness

3. Polling Questions

4. Start now! Registrations

5. DUNS • Dun & Bradstreet (D&B) provides a DUNS Number, a unique 9 digit ID number • Need one to do business with the U.S. government • DUNS Number assignment is FREE • Can get online or by phone, usually within 1 day • If not sure, search in SAM

6. DUNS Screenshot

7. System Award Management (SAM) • Replaces CCR (central contractor registry) and other online databases • If you were in CCR, your data “migrated” – need to check in and create SAM account • If not, you need to register in SAM • It is new system and has some glitches • Takes a few weeks to do so - START NOW • Use their Help materials

8. Sam.gov Screenshot

9. Grants.gov • Centralized place for all federal government grant listings • Often used for grant submission, but not always • Good idea to register now

10. Grants.gov Online Demo

11. Grants.gov Demo Continued

12. Questions? If you have questions, please type them into the question pod. Clare will read them and Stacy will respond.

13. Federal regulations

14. Polling Question

15. Uniform Administrative Requirements For non-profits, colleges, hospitals, for-profits: 2 CFR Part 215 (formerly known as A-110) For state, & local governments, and Indian tribes: A-102 Addresses: financial management, property procedures, procurement, reporting and record-keeping Note: CFR= code of federal regulations

16. Uniform Administrative Requirements • If following generally accepted accounting principles, you should be fine. • Or if you have any federal dollars you should already be doing these things

17. Financial Management Examples • Be able to track dollars all the way from federal agency to the actual expense and how it is associated with grant funded project • Tracking match and program income • Written procedures to minimize time between drawdown and expenditure

18. Cost Principles There are five sets • Governments and tribes (2 CFR 225) • Non-profits (2 CFR 230) • Colleges and universities (2 CFR 220) • Hospitals (45 CFR Part 74) • For profits (48 CFR 31.2) They address the general allowability of costs

19. Cost Principles Example - Audit Audit costs and related services. a. The costs of audits required by, and performed in accordance with, the Single Audit Act, as implemented by Circular A–133, ‘‘Audits of States, Local Governments, and Non-Profit Organizations’’ are allowable.

20. Cost Principles Example Continued b. Other audit costs are allowable if included in an indirect cost rate proposal, or if specifically approved by the awarding agency as a direct cost to an award. c. The cost of agreed-upon procedures engagements to monitor subrecipients who are exempted from A–133 under section 200(d) are allowable, subject to the conditions listed in A–133, section 230 (b)(2).

21. Cost Principles Example - Memberships Memberships, subscriptions, and professional activity costs. a. Costs of the non-profit organization’s membership in business, technical, and professional organizations are allowable. b. Costs of the non-profit organization’s subscriptions to business, professional, and technical periodicals are allowable.

22. Cost Principles Example Continued c. Costs of membership in any civic or community organization are allowable with prior approval by Federal cognizant agency. d. Costs of membership in any country club or social or dining club or organization are unallowable

23. A-133 Audits • Any entity that spends more than $500,000 in federal funds in their fiscal year must have A-133 audit (proposed change to $750,000) • $500,000 can come from multiple sources, including pass through from non-federal agency

24. A-133 Audits • A-133 audits are financial audits, but more detailed • A-133 audits also look at programmatic compliance • A-133 is expensive – build cost into your proposal • If you will meet that threshold, get an experienced accountant involved from the beginning

25. To Access Regulations http://www.ecfr.gov – Electronic Code of Federal Regulations

26. OMB Proposed Guidance • Combines cost principles, A-133, and uniform administrative requirements - simplifies • Was released in February for comment • Is proposed to go into effect next summer • Regulations.gov – for copy and crosswalk OMB – Office of Management and Budget

27. Indirect Cost Rate • Negotiated with your federal cognizant agency • The cognizant agency for non-profit organizations is determined by calculating which Federal agency provides the most grant funding. • Includes costs that go across your grants • Human resources, accounting, procurement • Executive director, administrative staff • Rent, utilities, phone, internet • Office supplies, postage

28. Example of Proposed Change - IDC • Change in indirect cost rates • While you are negotiating IDC rate with federal agency you can request flat 10% • 10% rate lasts for up to 4 years • Negotiated rates vary greatly

29. Questions? If you have questions, please type them into the question pod. Clare will read them and Stacy will respond.

30. Small fish, very big pond We will cover these topics in more detail in upcoming courses of YWCA University- Grants Series Track competitiveness

31. How to Prepare to be Competitive • Defined Need – statistics, client satisfaction, community surveys • Create baselines • Develop strong, measureable outcomes • Reviewers don’t know you – what’s your elevator speech? • Develop a “We Rock File”

32. Budget Preparation • Clean audits • Completed, thorough corrective action plans • Clear annual budget • Meet 2 CFR 215 requirements • Negotiated indirect cost rate • Meeting match requirements

33. SF424 – Federal budget form

34. Overall, is your ywca ready?

35. Questions to Ask Yourself • Do you have a proven well defined, well documented need and solid plan? • Can your project provide measureable results? • Do you have the required systems, procedures in place to meet federal guidelines? Or can you by the time you get funding? • Are you registered online?

36. Cost-Benefit Analysis Time and Effort Results If not successful, can you use what you did in other proposals? If you get funded what amazing work can you do? You can use success to leverage other funds. You can use unsuccessful applications as learning experiences to improve future applications. • How much time will it take to write the proposal? • Will writing it negatively impact other efforts? • Can you put together a proposal you will be proud of? • Would you be in better position to invest in preparation and wait to apply?

37. Questions?

38. Upcoming YWCA University Courses and Online Workshops • Funding Opportunities from Office of Violence Against Women Online Workshop, November 19 at 3:00-5:00 EST YWCA University – Grants Track Series: • Grants 101: Basic Grant Writing Tips, December 5, 4:00 EST • Developing an Effective Project Design for a Federal Grant, January 9, 4:00 EST

39. Thank you