HRSA Grantee Conference Call and Q&A - April 2018 Office of Federal Assistance Management (OFAM) Health Resources and Services Administration (HRSA)

HRSA Grantee
Conference Call and Q&A
April 2018
Office of Federal Assistance Management (OFAM)
Health Resources and Services Administration (HRSA)

Operator

• Listen-only mode initially
• How/when to ask a question
• HRSA personnel will present information.
  Then open the call for questions and
  answers

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Agenda

• Welcome
• Reminders
• Workspace Updates
• Payment Management System (PMS)
• Audit Confirmation
• Q&A

                                    3

Welcome

• HRSA Contact Center
  hours: 8 a.m. to 8
  p.m. (ET)

• HRSA Contact Center
  number: (877) 464-
  4772.

                        4

Reminders

• Payment Management Services (PMS):
 877-614-5533 or http://www.dpm.psc.gov/

• Bureau of Primary Health Care: 1-877-974-2742.
  or http://www.hrsa.gov/about/contact/bphc.aspx

• Update your Grants.gov registrations.

                                                   5

Reminders

• EHBs Help and Ticketing System:
   http://www.hrsa.gov/about/contact/ehbhelp.aspx

• HRSA is on YouTube!

• Additional Resources: etc. Visit
  http://www.hrsa.gov/grants/manage/index.html

                                                    6

Reminders

     Correspondence with HRSA

                                7

Reminders

• The HRSA Grants TA webpage:
  http://www.hrsa.gov/grants/apply/

• Provide Feedback on your Grant
  Experiences:
  https://cxo.dialogue2.cao.gov/

                                      8

New Feature to the FFR Module in EHB
• With the new FFR module in EHB it will allow
  recipients to delete an FFR revision that was
  started in error.

                                                  9

The Division of Grants Policy
       Video: How to Create a Grants.gov Workspace & Begin Work on
                              Your Application

https://blog.grants.gov/2018/02/14/video-how-to-create-a-grants-gov-
workspace-begin-work-on-your-application/

                                                                       10

The Division of Grants Policy
• Logistics on role management   • Workspace creation for a specific
                                   funding opportunity

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The Division of Grants Policy

You will learn how to?
• Ensure you have the Manage Workspace role (a requirement for
  organizational applications to create a workspace. Individual applicants
  do not need roles.)
• Create a workspace from the View Grant Opportunity page of your
  chosen grant
• Enter the Application
• Filing Name for your grant application

Once you complete your first workspace please consider viewing the
remaining video in the series listed on the following slide.

                                                                             12

The Division of Grants Policy

                Learning Workspace series
• Introducing Workspace Functionality on Grants.gov
• User Roles & Access Levels in Workspace
• How to Create a Workspace on Grants.gov
• How to Add Participants to a Workspace
• Completing Forms in a Workspace on Grants.gov,
• How to Submit a Federal Grant Application in Workspace

                  https://blog.grants.gov/

                                                           13

Payment Management
System (PMS)

                     14

Payment Management System (PMS)

• “A one-stop shop for grant payments”
  – https://pms.psc.gov

• Recipient responsibilities:
  • Request/drawdown funds
  • Report cash disbursements
  • Maintain accounting records

                                         15

PMS Charge-Advances

• Immediate disbursement and
  reimbursement
• 90-day liquidation period
  • Expired grant payment request
     • Costs incurred
     • Allowable costs
     • Late payment explanation

                                    16

PMS Disbursements

• Cumulative
• Federal Cash Transaction Report (FCTR)
  • December 31 – due by January 30
  • March 31 – due by April 30
  • June 30 – due by July 30
  • September 30 – due by October 30

• REMINDER: update every quarter!
• PMS Help Desk: 1-877-614-5533
                                           17

Reconciliation: PMS vs. EHB

• Cumulative vs. reporting period-specific
• PMS disbursements = PMS drawdowns
  = EHB Final FFR expenditures

• REMINDER: maintain financial records!

                                             18

Audit Confirmation Requests

• Information typically requested by auditors:

  • Confirmation of payments to date (grant specific)
  • Budget Period
  • Life of Grant
  • Confirmation of total authorized funding
  • Copies of all monetary awards
  • Copy of approved budget
  • Conditions placed on the award

                                                        19

How Grantees can gather information for Auditors

• All information is accessible through:

  • Notice of Award
  • Terms and Conditions
  • Approved Budget
• And

  • Payment Data Inquiry

                                                   20

Audit Confirmation Procedures in PMS

                                       21

Audit Confirmation Procedures in PMS

                                       22

Policies and Procedures

• Develop written policies and procedures
   • Implement the policies in your organization by
     conducting the procedures
• Reevaluate your policies and procedures
  periodically
   • Best Practice – Annual Basis
   • Update your policies if / when your procedures
     change
• Identify critical controls and develop a plan for
  testing or reviewing the controls.

                                                      23

Supporting Documentation

Lack of documentation is the number 1 reason HRSA
requests refunds from grant recipients.

Adequate supporting documentation includes:
  • Invoices showing vendor, date and amount paid.
  • Receipt of purchase
  • Dates on invoices and receipts should fall within the
    grant period
  • Copies of cancelled checks showing the amounts were
    actually paid

                                                            24

Supporting Documentation (Cont’d)

Adequate supporting documentation includes:
   • Connection to the grant (cost center, fund type code)
     – in general ledger
   • Subrecipient agreements or contracts
   • Costs should support only items listed in the grant
     budget
   • Travel logs
• Record Retention – Must retain all records for three
  years after submitting the final Federal Financial
  Report (FFR) (including sub-recipient records)
   • To be safe – maintain documentation for at least 3
     years from the date in which the final FFR is
     approved!
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Contact Information

Wayne Bulls                       Ericka Williams
Division of Financial Integrity   Division of Grants Policy
WBulls@hrsa.gov                   EWilliams@hrsa.gov
301-443-7764                      301-443-4489

Neera Agarwal                     Melissa Reyes
OIT                               OFAM/ODOM EHB Support
NAgarwal@hrsa.gov                 MReyes2@hrsa.gov
301-945-9784                      301-443-5157

  Web: https://www.hrsa.gov/about/organization/bureaus/
              Twitter: https://twitter.com/HRSAgov
       Facebook: https://www.facebook.com/HRSAgov/

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Question & Answer

• Please have your grant number
  ready

• If we cannot answer your question,
  we will take your contact
  information and get back to you

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Upcoming Topics

• Do you have a topic you would like
  to see presented during an
  upcoming TA call?
• Email your ideas to
  HRSAPostAwards@hrsa.gov

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