MCHB-Funded Projects
Grants Administration
Lifecycle
of a Grant
Registration
- Register
with Grants.gov
All individuals and organizations interested in applying for
a grant from the Maternal and Child Health Bureau (MCHB) must
register through Grants.gov, the primary source for finding and
applying for federal government grants.
- Register
with the Electronic Handbook
In addition to registering through Grants.gov, the grantee (funded
applicant) must register in the Electronic Handbook (EHB). The EHB provides grantees with a means for conducting various grant
activities, including submitting data. Once the project is funded,
the new grant must be added to the applicant's EHB portfolio
(manually) within 120 days of the notice of grant award (NGA).
Notification
If the project is funded, the grantee receives an
NGA that may include recommendations and conditions. To receive
funding, the
grantee must respond to all conditions placed upon the award
(for example, submit a revised budget or clarify information in
the application).
Using
Grant Funds
- Carryover
requests to spend unobligated grant funds from the previous
fiscal year should be sent via fax, e-mail, or U.S. mail
to the appropriate grants-management specialist. The request
must include an explanation of why the funds were not expended
in the prior year, a plan for the use of funds, a detailed categorical
budget breakdown of prior-year unobligated funds, and a
current financial status report. It is expected that carryover
requests will be made following the year in which unobligated funds
were identified.
- Extension without funds: An extension without funds allows grant funds
to be spent beyond the grant period. If a grantee anticipates
that funds will not be spent before the end of the grant
period, a request for an extension without funds (including a
federal financial report) should be submitted to the
appropriate grants-management specialist
30 days
before the end of the grant period.
- Requests
for redirection of funds are to be made in writing
and sent to the appropriate grants-management specialist,
with a copy to the project officer. Requests must
contain the reason the funds are to be redirected, the
total amount being redirected, and the budget
categories from which funds are coming and going. Explain
the specific reasons that specific amounts are being
requested for transfer. For example: We are requesting
that $35,000 in the Personnel budget category that was not spent
because [insert reason] be moved into the Other budget
category to complete the following activities: [insert
activities].
Adhering
to Report Deadlines
- Performance
Report
Within 120 days of the NGA, the grantee must complete the
program-specific information forms (see application appendices)
via the EHB. This includes the provision of budget breakdowns in the financial forms based on the grant award amount, the project abstract, and other grant summary data. The grantee must also provide objectives for the performance measures. Performance reporting is conducted for each grant year of the project period. For information on the non-competing continuation progress report, see HRSA's Grants pages.
- Federal Financial Report (FFR) (SF-425)
Within 90 days after the end of each project year, the
grantee must submit afederal financial report ,
the official notification from the grantee to the funding
agency about the status of grant funds. The report is an accounting of expenditures under the project that year. Financial reports must be submitted electronically through the EHB. More specific information will be included in the NGA.
- Final
Report
A final report is due within 90 days after the project period ends. The requirement includes providing expenditure data for the final year of the project period, the project abstract and grant summary data, and final indicators/scores for the performance measures. The final report must be submitted online by awardees in the EHB system at https://grants.hrsa.gov/webexternal/home.asp.
- Submission
of Materials
Materials produced by the grantee should be submitted
to the National Maternal
and Child Oral Health Resource Center for
inclusion in the library, which serves as a repository
of MCHB-funded products.
- Include Grant Number on All Materials
The grant number for your award, listed on the NGA, must
be included with any submission.
Developing Materials
DHHS and HRSA Logos Are Not Authorized for Use
In order to use the DHHS and HRSA logos on communication products, these items must be owned or partly owned by HRSA. The DHHS and HRSA logos are NOT authorized for use on items produced under grants or cooperative agreements since these items are not owned by HRSA.
Instruction for Acknowledging HRSA and MCHB
For each publication that results from DHHS grant-supported activities, recipients must include an acknowledgment of grant support using one of the following statements:
This publication was made possible by grant number ________ from _________.
The project described was supported by grant number ________ from ________.
Recipients also must include a disclaimer stating the following:
Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the Maternal and Child Health Bureau, Health Resources and Services Administration (Grant Number H47MCHXXXXX)
The/this ________ is made possible by grant number H47MCHXXXXX from the Maternal and Child Health Bureau (MCHB) (Title V, Social Security Act), Health Resources and Services Administration (HRSA), U.S. Department of Health and Human Services (DHHS). Its contents are solely the responsibility of the authors and do not necessarily represent the official views of MCHB, HRSA, or DHHS.
If the recipient plans to issue a press release concerning the outcome of DHHS grant-supported activities, it should notify the operating division (OPDIV) in advance to allow for coordination. One copy of each publication resulting from work performed under an DHHS grant-supported project must accompany the annual or final progress report submitted to OPDIV.
Intellectual Property: Publications, Copyright, and Public Disclosure
If a recipient publishes material developed in whole or in part with DHHS funds, the material may be distributed free of charge. If the recipient charges for the material, the sales proceeds are considered program income and must be accounted for as specified in the NOA and reported on the financial status report.
Unless otherwise provided in the terms and conditions of the award, the recipient is free to arrange for copyright of any publication resulting from an OPDIV-supported conference. However, any such copyrighted publication is subject to a nonexclusive, irrevocable, royalty-free license to the federal government to reproduce, translate, publish, and dispose of the material and to authorize others to use the work for government purposes. Copyright does not extend to any materials prepared by federal employees as part of their official duties.
The recipient should notify conference participants that any presentation or discussion constitutes public disclosure of information. Once information is disclosed publicly, it may adversely impact the degree to which any intellectual property rights could be protected.
Resources
