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 (EHB)
In addition to registering through Grants.gov, the grantee (funded
applicant) must register in the electronic handbook
(EHB). EHB provides grantees a means for conducting various grant
activities, including data submission. 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 award (NOA).
Notification
If the project is funded, the grantee receives an
NOA 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 prior to 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
prior to 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 NOA, the grantee must complete the
program-specific information forms (see application appendices)
via 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 as well as providing 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 (SF-425)
Within 90 days after the end of each project year, the
grantee must submit a federal financial report,
the official notification from the grantee to the funding
agency regarding the status of grant funds. The report is an accounting of expenditures under the project that year. Financial reports must be submitted electronically through EHB. More specific information will be included in the NOA.
- 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 as well as final indicators/scores for the performance measures. The final report must be submitted on-line by awardees in the Electronic Handbook 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 that serves as a repository
of MCHB-funded products.
- Include Grant Number on All Materials
The grant number for your award, listed on the NOA, must
be included with any submission.
