Grants Administration

Lifecycle of a Grant
Registration
Notification
Using Grant Funds
Adhering to Report Deadlines

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 EHB
  In addition to registering through Grants.gov, the grantee (funded applicant) must register in HRSA’s 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 Grant Award (NGA).

Notification

If the project is funded, the grantee receives a NGA that may include recommendations and conditions. In order to receive funding, the grantee must respond to all conditions placed upon their 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. Postal Service to the appropriate grants management specialist. The request must include an explanation why the funds were not expended in the prior year, a plan for the use of funds, a detailed categorical budget breakdown of their prior year unobligated funds, and a current financial status report. It is expected that carryover requests would be made following the year that unobligated funds have been identified.
• No-Cost Extensions No-Cost Extensions allow 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 a No-Cost Extension (including a Financial Status 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. This request must contain the reason the funds are to be redirected, the total amount of costs 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 Personnel 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 EHB. This includes providing data for the financial forms and performance measures and completing the abstract and grant summary information forms and other information that may have changed since the application was submitted.
• Financial Status Report (FSR)
  Within 90 days after the end of each project year, the grantee must submit a financial status report (FSR), the official notification from the grantee to the funding agency regarding the status of grant funds.
• Final report
  Within 90 days following the end of the grant period, the grantee must submit a final report. This narrative report, which follows the format of project reports submitted with the non-competitive continuation application, should summarize information from the entire project period (not only the last year).
• 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 NGA, must be included with any submission.

If you have trouble using this page, request help.