Common use of Post Award Requirements Clause in Contracts

Post Award Requirements. Issuance of Grant Agreement A grant agreement will be generated and sent to the subrecipient along with any special conditions. This grant agreement must be mailed with original signature to Ohio EMA by December 13, 2019. Any costs incurred prior to issuance of the executed grant agreement with assurances and official EGMS budget approval may not be reimbursed. Grant Performance Period The performance period for the FY2019 SHSP-LE will be September 1, 2019 through December 31, 2021. Note that all costs must be incurred within the period of performance to include receipt and installation of all equipment. No funds may be spent on activities or costs that occur outside of the defined grant performance period. Extensions to the grant performance period will only be approved if the subrecipient can provide compelling justification for why the approved projects are incomplete. Standards for Review Once the region’s prioritized list of projects has the necessary signatures, begin the application process by utilizing the EGMS Budget Line Item Generator to assist in development of the grant application in EGMS. This excel spreadsheet, with dropdowns and prompts, is aimed at simplifying the application process. Subrecipients should utilize the technical expertise of grants staff to ensure they are submitting projects that meet the requirements established in this guidance. Ohio EMA Grants Branch staff will review the submitted projects to ensure compliance with this guidance document. Once the Regional Fiscal Agents have received written approval of their respective projects, they may then enter all projects and budgets within the Electronic Grants Management System (EGMS). It is the intention of all involved to work from the first prioritized project through the list sequentially until the regional award is expended, provided the projects are allowable and meet all other review criteria established in this section. Demonstrating Progress Regional Fiscal Agents will be held accountable for meeting the milestones listed in the project application. While there will be a level of flexibility extended, obvious or repetitive lack of progress towards completion of grant funded activities may result in de-obligation of funds. Any de-obligated funds will be re-programmed by the state to projects that can be completed within the period of performance. Standards for Financial Management Subrecipients are required by 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards to have in place an accounting system that maintains records which adequately identify the source and application of funds provided for grant funded projects. The accounting system must include information pertaining to sub-grant awards, obligations, un-obligated balances, assets, liabilities, outlays or expenditures and income. Ohio EMA requirements for subrecipient accounting include the ability to track expenditures by grant program and by federal fiscal of the award (i.e. FY2017 SHSP, FY2018 SHSP-LE, etc.). Management and Administration (M&A) Costs and Requirements Subrecipients may retain a maximum of up to five percent (5%) of requested funding for management and administrative purposes associated with the SHSP-LE award. M&A costs are specifically attributed to the management and administration of the FY2019 award. Indirect costs are not considered administrative costs and are not permitted under the FY2019 SHSP-XX xxxxx. The allowable costs specifically include the following: • Hiring of full-time or part-time staff or contractors to include, but not limited to, completing pre-grant application Budget Worksheets and Program Narrative; initiating, documenting, and tracking grant expenditures; inventorying equipment purchases; producing or completing required grant reports such as the Request for Cash, Encumbrance Report, and federally- required ISIP and BSIR; • Overtime and backfill costs related to accomplishing allowed administrative tasks only to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; • Applicable travel expenses to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; • Non-food meeting related expenses (2 CFR 200) associated with County’s Terrorism Advisory Team to discuss local homeland strategy implementation and/or grant program management; • Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which is required to support the implementation of the FY2019 SHSP-LE and only when no such equipment is currently available to accomplish the task; • Recurring fees/charges associated with authorized office equipment, such as cell phones, faxes, etc. (this does not pertain to response equipment purchased under the eligible equipment program category); and • Leasing and/or renting of office space for newly hired personnel who will administer the programs within FY2019 SHSP-LE, or for personnel currently being paid with SHSP-LE funds for grant administration and will now be responsible to additionally administer FY2019 SHSP- LE funding.

Post Award Requirements. Issuance of Grant Agreement A grant agreement will be generated and sent to the subrecipient along with any special conditions. This grant agreement must be mailed with original signature to Ohio EMA by December 13, 2019. Any costs incurred prior to issuance of the executed grant agreement with assurances and official EGMS budget approval may not be reimbursed. Grant Performance Period The performance period for the FY2019 SHSP-LE will be September 1, 2019 through December 31, 2021. Note that all costs must be incurred within the period of performance to include receipt and installation of all equipment. No funds may be spent on activities or costs that occur outside of the defined grant performance period. Extensions to the grant performance period will only be approved if the subrecipient can provide compelling justification for why the approved projects are incomplete. Standards for Review Once the region’s prioritized list of projects has the necessary signatures, begin the application process by utilizing the EGMS Budget Line Item Generator to assist in development of the grant application in EGMS. This excel spreadsheet, with dropdowns and prompts, is aimed at simplifying the application process. Subrecipients should utilize the technical expertise of grants staff to ensure they are submitting projects that meet the requirements established in this guidance. Ohio EMA Grants Branch staff will review the submitted projects to ensure compliance with this guidance document. Once the Regional Fiscal Agents have received written approval of their respective projects, they may then enter all projects and budgets within the Electronic Grants Management System (EGMS). It is the intention of all involved to work from the first prioritized project through the list sequentially until the regional award is expended, provided the projects are allowable and meet all other review criteria established in this section. Demonstrating Progress Regional Fiscal Agents will be held accountable for meeting the milestones listed in the project application. While there will be a level of flexibility extended, obvious or repetitive lack of progress towards completion of grant funded activities may result in de-obligation of funds. Any de-obligated funds will be re-programmed by the state to projects that can be completed within the period of performance. Standards for Financial Management Subrecipients are required by 2 CFR 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards to have in place an accounting system that maintains records which adequately identify the source and application of funds provided for grant funded projects. The accounting system must include information pertaining to sub-grant awards, obligations, un-obligated balances, assets, liabilities, outlays or expenditures and income. Ohio EMA requirements for subrecipient accounting include the ability to track expenditures by grant program and by federal fiscal of the award (i.e. FY2017 SHSP, FY2018 SHSP-LE, etc.). Management and Administration (M&A) Costs and Requirements Subrecipients may retain a maximum of up to five percent (5%) of requested funding for management and administrative purposes associated with the SHSP-LE award. M&A costs are specifically attributed to the management and administration of the FY2019 award. Indirect costs are not considered administrative costs and are not permitted under the FY2019 SHSP-XX xxxxx. The allowable costs specifically include the following: •  Hiring of full-time or part-time staff or contractors to include, but not limited to, completing pre-grant application Budget Worksheets and Program Narrative; initiating, documenting, and tracking grant expenditures; inventorying equipment purchases; producing or completing required grant reports such as the Request for Cash, Encumbrance Report, and federally- required ISIP and BSIR; •  Overtime and backfill costs related to accomplishing allowed administrative tasks only to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; •  Applicable travel expenses to the extent the payment for such services is in accordance with the policies of the local unit(s) of government; •  Non-food meeting related expenses (2 CFR 200) associated with County’s Terrorism Advisory Team to discuss local homeland strategy implementation and/or grant program management; •  Acquisition of authorized office equipment, including personal computers, laptop computers, printers, LCD projectors, and other equipment or software which is required to support the implementation of the FY2019 SHSP-LE and only when no such equipment is currently available to accomplish the task; •  Recurring fees/charges associated with authorized office equipment, such as cell phones, faxes, etc. (this does not pertain to response equipment purchased under the eligible equipment program category); and •  Leasing and/or renting of office space for newly hired personnel who will administer the programs within FY2019 SHSP-LE, or for personnel currently being paid with SHSP-LE funds for grant administration and will now be responsible to additionally administer FY2019 SHSP- LE funding.