Grants Administration | Region 10 | US EPA

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Grants Administration

Grant Opportunities
Additional Guidance

Grants Management Guidance for Region 10 (PDF) (16pp, 247K, About PDF).

Table of Contents:

  • Quick Guide
  • How to Apply
  • Work Plans
  • Detailed Budgets
  • Amending an Existing Grant
  • Post-Award Management
  • Closing Out Your Grant
  • How Access Your Funds

If you need help accessing this document, please contact Bob Phillips (phillips.bob@epa.gov) / 206-553-6367.

National Grants Information

On this page:

General Information
When working with Region 10 on your grant project, you will assigned a Project Officer and a Grants Specialist to help make your project successful.

The Project Officer is your main contact. They are responsible for the technical side of your project and will provide program-specific information you need to apply for assistance. After you apply, the Project Officer will review your work plan for technical merit and your proposed budget. If you are awarded a grant, they will provide the funding to carry out the work, and monitor to assure all program requirements are met during the project period.

The Grants Specialist is responsible for the administration of your grant. Before the grant is awarded, your application, work plan, and budget will be reviewed by a Grants Specialist for compliance with various administrative regulations and standards. After you begin work on your project, your grant will be monitored for compliance with the various administrative terms and conditions that apply. The Grants Specialist will also process amendments to your grant agreement, if needed, and they will work with you to close out your grant when the grant period is over.

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Forms

General application forms can be found at: www.epa.gov/ogd/AppKit/application.htm or grants.gov/

Federal Financial Report (FFR) forms can be found at: www.epa.gov/ocfo/finservices/forms.htm

Small and Disadvantaged Business Utilization Report (MBE/WBE) forms can be found at: http://www.epa.gov/osbp/dbe_reporting.htm

For submitting performance reports and other material, contact the EPA Project Officer for your grant.

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How to Access Your Grant Funds

All recipients must be enrolled to receive funds electronically via the EPA-EFT Payment Process. This electronic funds transfer process was initiated by EPA in response to the Debt Collection Improvement Act of 1996, P.L. 104-134 that requires all federal payments be made via Direct Deposit/Electronic Funds Transfer (DD/EFT). By signing the assistance agreement you are agreeing to receive payment electronically.

In order to receive payments electronically, the ACH Vendor/ Miscellaneous Payment Enrollment Form (SF3881) must be completed and faxed to Marge Pumphrey at (702) 798-2423.

After reviewing and processing the SF3881, the Las Vegas Finance Center will send you a letter assigning you an EFT Control Number, an EPA-EFT Recipient’s Manual, and the necessary forms for requesting funds and reporting purposes.

Any recipient currently using the Automated Standard Application for Payments (ASAP) system with another government agency should contact Marge Pumphrey at (702) 798-2492 or pumphrey.margaret@epa.gov.

Under any of the above payment mechanisms, recipients may request/draw down advances for their immediate cash needs, provided the recipient meets the requirements of 40 CFR 30.22(b) or 40 CFR 31.21(c), as applicable. Additionally, recipients must liquidate all obligations incurred within 90 calendar days of the project period end date. Therefore, recipients must submit the final request for payment, and refund to EPA any balance of unobligated cash advanced within 90 calendar days after the end of the project period.

If you need further assistance regarding enrollment, please contact Marge Pumphrey at (702) 798-2492 or pumphrey.margaret@epa.gov.

Note:

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Non-Profit Organizations

Pre-award administrative review for non-Recovery Act funded projects - If you are applying for over $200,000 in EPA funding, your organization is required to undergo a review of your administrative policies and procedures. This will be initiated and conducted by EPA staff, and must be completed before the award is issued. Please allow extra time in your planning process. Note: Not required if you have completed the review in the last four years.

Pre-award administrative review for Recovery Act funded projects - Review is required regardless of amount applied for. Awards will be issued prior to completion of the review, but the recipient is not allowed to access funds until review is completed.

Grant management training - Two employees of your organization must complete the mandatory on-line training, “EPA Grant Management Training for Non-Profit Applicants and Recipients.” One employee must be the project manager, or equivalent, for the grant. The other must be the person authorized to draw down funds for the grant. The training certification will expire 3 years from the last training date.

To take the online training, visit: www.epa.gov/ogd/training/index.htm

Please mail the training certificate to: EPA Region 10, Grants Administration, 1200 Sixth Avenue, Suite 900 (OMP-145)
Seattle, WA 98101

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Information on Indirect Cost Rate

When applying for a grant or cooperative agreement:
There are two options available if you wish to include indirect costs in your proposed budget:

1) Provide a copy of a current approved indirect cost rate agreement: 2) If you do not have a current approved indirect cost rate, provide a copy of documentation showing that you have submitted an indirect cost rate proposal to your cognizant agency for approval: You may not use awarded funds for indirect costs until an approved rate agreement is in place.

How to Obtain an Indirect Cost Rate: State Agencies

If you do not have a previously established indirect cost rate, you must prepare an indirect cost rate proposal and/or cost allocation plan and in accordance with OMB Circular A-87, “Cost Principles for State, Local, and Indian Tribal Governments.” For proposal preparation, you may use the appropriate completeness checklist located at: www.aqd.nbc.gov/services/insular.aspx

You must send your proposal to your cognizant federal agency within six (6) months after the close of your governmental unit's fiscal year. If EPA is the cognizant federal agency, you must send your indirect cost rate proposal within six (6) months after the close of the governmental unit’s fiscal year to:


How to Obtain an Indirect Cost Rate: Local Governments and Interstate Agencies:

If you do not have a previously established indirect cost rate, you must prepare an indirect cost rate proposal and/or cost allocation plan and in accordance with OMB Circular A-87, “Cost Principles for State, Local, and Indian Tribal Governments.”

You must develop and submit your indirect cost rate proposal to your cognizant agency within six (6) months after the close of your fiscal year. If your cognizant federal agency has not been identified by the Office of Management and Budget (OMB), you still must develop your proposal within that period for submission when required.

If EPA is your cognizant federal agency, you must send your indirect cost rate proposal within six (6) months after the end of your fiscal year to:

Electronic submissions of proposals may be sent to: OGD_IndirectCost@epa.gov.

For proposal preparation, you may use the appropriate completeness checklist located at:
www.aqd.nbc.gov/Services/insular.aspx

How to Obtain an Indirect Cost Rate: Non-Profit Organizations

If you do not have a previously established indirect cost rate, you must prepare an indirect cost rate proposal and/or cost allocation plan in accordance with the provisions of 2 CFR Part 230. You must submit your proposal to your cognizant federal agency within ninety (90) days from the award date of this assistance agreement. For proposal preparation, recipients may use the appropriate completeness checklist located at: www.aqd.nbc.gov/Services/nonprofit.aspx

If EPA is your cognizant federal agency, you must send your indirect cost rate proposal within ninety (90) days from the award date to one of the addresses listed below:

Electronic submissions of proposals may be sent to: OGD_IndirectCost@epa.gov.

When EPA is the cognizant agency your organization agrees, by accepting and signing the award agreement, to follow the “Sample Indirect Cost Proposal Format for Nonprofit Organizations” enclosed with your award agreement. The sample proposal may also be accessed at:
www.epa.gov/ogd/recipient/sample1.htm

When EPA is not the cognizant agency your organization must provide proof to the EPA Region 10 Grants Management Office (address above) that the proposal has been submitted.

Another resource is the “EPA Guide on How to Prepare an Indirect Cost Rate Proposal for a Non-Profit Organization,” found at:
www.epa.gov/ogd/recipient/indirect.htm

Indirect Cost Rate Information For: Tribal Governments

If you wish to include indirect costs in your proposed budget, we recommend two options.

Preferred Option: If you don’t have a current approved indirect cost rate agreement, or you haven’t submitted a proposal for one, you may choose one of the following options for including indirect costs in your proposed budget: If you do not have a previously established indirect cost rate, you must prepare an indirect cost rate proposal in accordance with OMB Circular A-87, “Cost Principles for State, Local, and Indian Tribal Governments.”

You must submit your indirect cost rate proposal to:


For proposal preparation, you may use the Native American Government checklists located at: www.aqd.nbc.gov/Services/tribal.aspx

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Related Links


Local Navigation


URL: http://yosemite.epa.gov/r10/omp.nsf/Grants/administration

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