Information for Grantees

MANAGING A GRANT

This webpage should give you all of the information you need on order to manage your grant. Please do not hesitate to contact National NAGPRA, with any questions you may have. Phone : (202)354-2201; Email: Nagpra_Grants@nps.gov

All NAGPRA grantees are required to comply with the terms and conditions set forth in their Grant Agreement. Please see the chart to determine when and which forms you are required to submit as part of your grant. Make certain to submit all of your reporting information on or before the due dates or your grant will become noncompliant. If your organization becomes noncompliant, further requests for an advance or reimbursement will be denied until you have regained compliance status.

Please note that 15% of your grant funds will be held until all paperwork including the final report is received and approved.

INTERIM REPORTS

All grantees are required to submit interim progress reports. Refer to your Grant Agreement for the due date. NAGPRA grantees are required to submit an interim report every six months for the duration of the grant.

Interim Progress Report PDF or MS Word

*Note that an SF425 Federal Financial Report (FFR) is due every six months for the duration of the grant as well.

FINAL REPORTS

All grantees must submit a final report within 90 days after the end of their project or no later than the date provided in their Grant Agreement or grant extension. Grantees must include one copy of the deliverables listed in their Grant Agreement unless stipulated otherwise. Upon approval, the remaining 15% of the grant amount will be released to the grantee.

Consultation/Documentation Grants Final Report (MS Word)

Repatriation Grants Final Report (MS Word)

Final Budget Template PDF or MS Word

Required for Repatriation Grants ONLY:
Template for submitting transfer of control documentation MS Word

The following chart provides the Interim and Final Report due dates for the Consultation/Documentation grants for FY2009, FY2010 and FY2011. These dates are based on the majority of Grant Agreements issued that year. You must check your Grant Agreement for your Start and End dates and adjust reporting dates accordingly.

Final reports are due by the date provided above or within 90 days after completion of the project work.
* If you request an extension, you must continue to submit interim reports on a semi-annual basis, until a Final Report is submitted.

FINANCIAL REPORTS

SF425 Federal Financial Report (FFR)
The Office of Management and Budget (OMB) developed the Federal Financial Report (FFR), Standard Form (SF) 425 for use throughout the Federal Government. The FFR was designed to replace the Financial Status Report (SF269) and the Federal Cash Transactions Report (SF272) with one comprehensive financial reporting form.

The National NAGPRA Program now requires all grantees to submit the SF-425 with each interim and final report, in lieu of the SF269A and the SF272.

This form is due for three different reasons:

• Due every six months for the duration of the grant; and
• Due one month after a cash advance has been received; and
• Due with the final report

SF425 Form (PDF)

SF425 Sample (PDF)

SF270 Request for Advance or Reimbursement
Can be submitted at grantees’ discretion once they receive a Smartlink Account and password.

SF270 PDF

Expenditure Example

AUTOMATED STANDARD APPLICATION FOR PAYMENTS (ASAP)

The National Park Service has moved to a new business and accounting system called the Financial and Business Management System (FBMS). FBMS uses a payment system called the Automated Standard Application for Payments (ASAP). All current NPS grantees should have received an email containing forms to register with ASAP. If you are an existing NPS grantee and did not receive prior ASAP registration instructions, please send this form to ASAP_Enrollment@nps.gov.

ASAP will notify you via email when you are able to access the new system.  The ASAP website has tutorials on the new system and answers to FAQs,http://www.fms.treas.gov/asap/index.html.

It is important to understand that the new system does not affect the terms and conditions of your grant agreement. The grant agreement, which is signed by the NPS and the Grantee, is a binding legal document, and grantees must continue to comply with all grant terms and conditions. 

The SF 270 Request  for Advance or Reimbursement form is no longer required to draw funds. However, if the form assists you in maintaining accurate financial records you may continue to complete it and send copies to the NPS.

To access your grant funds simply follow the instructions provided to you by ASAP. Note: If you have outstanding reports or late submittals, this may prevent you from drawing down funds.

MODIFYING YOUR GRANT

In accordance with the Grant Agreement, grantees are required to notify the National NAGPRA Program of any budgetary or programmatic changes to the original grant agreement. Most grant modifications fall into the following categories:

• Change in Personnel
• Change in Scope of Work
• Grant Extension
• Budget Modification

All grant modifications must be submitted to the National NAGPRA Program in writing. Requests for a modification will be approved in writing within 30 days of receipt as long as the grantee is in good standing. you must receive an official letter from the National Park Service stating that your request for a modification has been approved. The letter will provide either the revised budget, scope of work or end date. Grantees are responsible for reporting on all changes in their interim and final reports. The National Park Service does not send an official acknowledgement of personnel changes; however, failure to notify the National Park Service of any changes may result in delays in processing your application or disbursing funds.

Contact Sherry Hut at sherry_hutt@nps.gov, 202-354-1479; or Vedet Coleman, Grants Management Specialist at (202)354-2077 or email NAGPRA_Grants@nps.gov if you have any questions or to check on the status of your request.

PLEASE NOTE : No disbursements, modifications or extensions will be approved unless the grant is in good standing and all progress reporting is up-to-date.

You may use the information provided below to submit your request or print off theModification Request Guide which will guide you through the information needed to request a budget modification, change in scope of work, a grant extension or a change in personnel.

Grantees must include the following information in your request for a modification:

 1. Date of Request

2. Contact Information

• Grant number
• Name of grantee
• Name of contact person, mailing address, email, phone and fax
• Signature of authorized representative (can be Project director)

3. Type of Modification Request (budget, grant extension, etc.)

4. Reason for Modification Request

Provide a detailed explanation for requesting a modification. In addition, include the following information, if applicable:

• Change in Personnel – provide current employee’s name, title and contact information
• Change in Scope of Work - list the current scope of work as stated in your grant agreement
• Grant Extension – provide current end date
• Budget Modification – see Budget Modification template below

5. Revision
Provide a detailed explanation of the modification you are requesting. If applicable, include the following:

• Change in Personnel: Provide new employee’s name, title and contact information and old employee’s name, title and contact information\
• Change in Scope of Work: Provide the revised scope of work and list any new deliverables. You will be expected to provide a copy of the revised deliverables in your final report.
• Grant Extension: Provide revised End Date. Please note that grant extensions will only be given for a maximum of one year after the current end date. Additional extensions may be granted depending on the circumstances involved. Grant extensions must be requested in writing before the grant expires

Budget Modification: Use template provided below.

COMPETITIVE NEGOTIATIONS FORM

 Any grant that includes professional consultants in the budget must provide the Competitive Negotiations Form along with a resume or CV (2 pages max.) of the selected consultants to National Park Service before requesting an advance or reimbursement. This process ensures that the grantees meet the requirements established for a competitive selection process.

Competitive Negotiations Form (PDF)

SMARTLINK CONTACT FORM

 Please read the following thoroughly and carefully in order to understand how payments are requested and made.

All National Park Service (NPS) NAGPRA grant recipients are required to use the SMARTLINK II Payment Management System (PMS) to request payments. The system is administered by the Department of Health and Human Services (HHS).

The instructions for the SMARTLINK Payment system are here.

The following link, http://www.dpm.psc.gov/grant_recipient/ffr_information.aspx, provides access to general information about the PMS system and answers to frequently answered questions. It also provides access to two PMS software reference documents:

(1) Quick Reference Guide for Completing the Federal Financial Report (FFR)

(2) Recipient Instructions for Completing the Federal Financial Report in the Payment Management System.

In order to request PMS user privileges, complete the PMS user form at http://www.dpm.psc.gov/grant_recipient/guides_forms/ffr_user_form.aspx. It can take up to six weeks to process the paperwork and set-up an account once NPS receives the required initial Direct Deposit form and Contact Information Sheet.

Please note the following:

You must go into your account at least once a year to keep your password active. If your password expires, please contact Payment Management System for a new password.

All grants reimbursed through the SMARTLINK system are paid only with authorization from NPS. For the fastest service, fax a completed SF-270, Request for Advance or Reimbursement, to Vedet R. Coleman, NPS, at 202-371-1794. (Please do not mail a hard copy of the SF-270 if you have faxed a copy to the office.) If NPS approves your request, your financial contact person will be copied in an email to the SMARTLINK contact stating that the advance or reimbursement drawdown request has been approved. Your financial contact may then drawdown the funds through the SMARTLINK system. NPS will contact your organization directly if the payment is denied.

If you experience difficulties accessing your account or drawing down the approved payments, please contact Payment Management System directly at 1-877-614-5533.

15% of the Federal funding will be held until all grant conditions have been met and an acceptable Final Project Report is received by NPS.
 

Information about Advances

If you are authorized for an advance payment, you must expend the advanced funds within 30 days of receipt. A form SF425, Federal Financial Report (FFR), must be submitted to NPS at the end of the 30 days to verify the amount of advanced funds that have been expended. Any unexpended advanced funds must be returned to NPS in the form of a check along with the FFR. No additional funds will be released until an acceptable FFR is received and all funds have been accounted for.

 
CONTACT INFORMATION

National NAGPRA Program
National Park Service
1201 "Eye" Street, NW (2256)
Washington, DC 20005
Attention: NAGPRA Grants
Telephone: (202) 354-2201
Nagpra_grants@nps.gov
Fax 202-371-5197

Or for financial documents to Vedet Coleman, Grants Management Specialist: Fax: 202-371-1794