Information for Grantees

Managing your NAGPRA grant

All NAGPRA grantees are required to comply with the terms and conditions set forth in their grant agreement. Grantees must submit the following documentation for their grant:

• Interim and Final Program reports
• SF-425 Financial Forms (with each interim and final report)
• Competitive Negotiations Form (as applicable)
• SMARTLINK contact information and direct deposit form with original signatures
• Requests for an extension, budget modification or change in the scope of work ; if needed
• Changes in grant personnel as applicable

Please note that 15% of your grant funds will be held until all paperwork including the final report is received and approved.

Please make certain to submit all of your reporting information on or before the due dates or your grant will become noncompliant. If your organization becomes noncompliant, further requests for an advance or reimbursement will be denied.

The following powerpoint presentation provides information regarding the grants administration process.

PROGRAM REPORTS

 Interim Reports: All grantees are required to submit interim progress reports. Refer to your Grant Agreement for the due date. NAGPRA grantees are required to submit an interim report every six months for the duration of the grant.

 Final Reports: All grantees must submit a final report within 90 days after the end of their project or no later than the date provided in their Grant Agreement or grant extension. Grantees must include one copy of the deliverables listed in their Grant Agreement unless stipulated otherwise. Upon approval, the remaining 15% of the grant amount will be released to the grantee.

The following chart provides the Interim and Final Report due dates for the Consultation/Documentation grants for FY2009, FY2010 and FY2011. These dates are based on the majority of Grant Agreements issued that year. You must check your Grant Agreement for your Start and End dates and adjust reporting dates accordingly.

Final reports are due by the date provided above or within 90 days after completion of the project work.
* If you request an extension, you must continue to submit interim reports on a semi-annual basis, until a Final Report is submitted.

Interim Progress Report PDF or MS Word

Consultation/Documentation Grants Final Report in MS Word

Repatriation Grants Final Report in MS Word

Final Budget Template PDF or MS Word

FINANCIAL REPORTS

The Office of Management and Budget (OMB) developed the Federal Financial Report (FFR), Standard Form (SF) 425 for use throughout the Federal Government. The FFR was designed to replace the Financial Status Report (SF269) and the Federal Cash Transactions Report (SF272) with one comprehensive financial reporting form. The National NAGPRA Program now requires all grantees to submit the SF-425 with each interim and final report, in lieu of the SF269A and the SF272.

SF425 Federal Financial Report (FFR) SF425 PDF SF425 Sample
Due every six months for the duration of the grant; and
Due one month after a cash advance has been received; and
Due with the final report

SF270 Request for Advance or Reimbursement SF270 PDF Expenditure Example
Can be submitted at grantees’ discretion once they receive a Smartlink Account and password.

*Grantee must be compliant with all reporting requirements in order to receive disbursement.

MODIFYING YOUR GRANT

NAGPRA Grantees can modify their original grant agreement in four ways:
-Modify the original budget
-Modify the scope of work
-Modify the project end date
-Change personnel

If you feel that a modification is necessary to successfully complete your project, you must contact the National NAGPRA Program immediately. A request must be submitted in writing and you must receive an official letter from the National Park Service stating that your request for a modification has been approved. The letter will provide either the revised budget, scope of work or end date. Grantees are responsible for reporting on all changes in their interim and final reports.

Changes in Personnel - Grantees are required to inform the National NAGPRA Program of any changes in grant personnel. The National Park Service does not send an official acknowledgement of personnel changes, however, failure to notify the National Park Service of any changes may result in delays in processing your application or disbursing funds.

The Modification Request Guide will guide you through the information needed to request either a budget modification, change in scope of work, a grant extension or a change in personnel. Or you may use the information provided below to submit your request.

Budget Modification: Use the budget modification template to submit a request.

Change to Scope of Work: Requests should include (1) grant number, (2) date, (3) current scope of work, (4) revised scope of work, (5) the reason for the change, (6) additional deliverables due to modification, and (7) contact information.

Grant Extensions: Grant extensions must be requested in writing before the grant expires. Grant extension requests must include (1) grant number, (2) date, (3) detailed reason for the delay in completing the grant, and (4) request for a revised date. Grant extensions are for one year only. Additional extensions may be granted depending on the circumstances involved.

Change in Personnel: Notification should include the name, title and contact information of the original staff as well as the name, title and contact information for the new hire.

PLEASE NOTE: No disbursements, modifications or extensions will be approved unless the grant is in good standing and all progress reporting is up-to-date.

OTHER FORMS

Competitive Negotiations Form : Any grant that includes professional consultants in the budget must provide the Competitive Negotiations Form along with a resume or CV (2 pages max.) of the selected consultants to National Park Service before requesting an advance or reimbursement. This process ensures that the grantees meet the requirements established for a competitive selection process.

SMARTLINK Contact Form SMARTLINK Payment Instructions
All National Park Service (NPS) NAGPRA grant recipients are required to use the SMARTLINK II Payment Management System (PMS) to request payments. In order to request PMS user priviledges, complete the PMS user form (pdf) and send it via certified ground mail or FedEx to:

Vedet R. Coleman
Grants Management Specialist
Historic Preservation Grants Division (2256)
1201 Eye St, NW
Washington, D.C. 20005

It can take up to six weeks to process the paperwork and set-up an account once NPS receives the required initial Direct Deposit form and Contact Information Sheet. Please note the following:
 
You must go into your account at least once a year to keep your password active. If your password expires, please contact Payment Management System for a new password.
 
All grants reimbursed through the SMARTLINK system are paid only with authorization from NPS. For the fastest service, fax a completed SF-270, Request for Advance or Reimbursement, to Vedet R. Coleman, NPS, at 202-371-1794. (Please do not mail a hard copy of the SF-270 if you have faxed a copy to the office.) If NPS approves your request, your financial contact person will be copied in an email to the SMARTLINK contact stating that the advance or reimbursement drawdown request has been approved. Your financial contact may then drawdown the funds through the SMARTLINK system. NPS will contact your organization directly if the payment is denied.
 
Advances - If you are authorized for an advance payment, you must expend the advanced funds within 30 days of receipt. A form SF425, Federal Financial Report (FFR), must be submitted to NPS at the end of the 30 days to verify the amount of advanced funds that have been expended. Any unexpended advanced funds must be returned to NPS in the form of a check along with the FFR. No additional funds will be released until an acceptable FFR is received and all funds have been accounted for.
 
If you experience difficulties accessing your account or drawing down the approved payments, please contact Payment Management System directly at 1-877-614-5533.
 
*15 % of the Federal funding will be held until all grant conditions have been met and an acceptable Final Project Report is received by NPS.


CONTACT INFORMATION