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Information for Grantees

MANAGING A GRANT

This webpage should give you all of the information you need on order to manage your grant. Please do not hesitate to contact National NAGPRA, with any questions you may have.

Email: Nagpra_Grants@nps.gov

All NAGPRA grantees are required to comply with the terms and conditions set forth in their Grant Agreement. Please see the chart to determine when and which forms you are required to submit as part of your grant. 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 until you have regained compliance status.

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

 

 

CHART OF REQUIRED FORMS

 

Form

When to Submit

Original Required

Letterhead Required

Accepted methods of Receipt

Interim Report

Every 6 months from start of grant Refer to your grant agreement.

Scanned and submitted via email, fax, or mail
*FeEx preferred

 

Final Report

90 days from completion of grant. Refer to grant agreement.

 

X

 

Mail only *FeEx preferred

SF-425

Federal Financial Report

Every 6 months with interim report

With final report

30 days after receiving an advance

Fax, mail, email unless otherwise requested

SF-270

Request for Advance or Reimbursement

As grantee requires funds

With final report

Final request only

 

 

Fax, mail, email unless otherwise requested

Budget Modification

At least 30 days prior to start of modification

 

X

Fax, mail, email unless otherwise requested

Grant Extension

At least 30 days prior to grant end date

 

X

Fax, mail, email unless otherwise requested

Change in Scope of Work

At least 30 days prior to start of work

 

X

Fax, mail, email unless otherwise requested

Change in Personnel

Immediately upon change in personnel status

Fax, mail or email

Competitive Negotiations Form

Upon selection of consultants

Scanned and submitted via email, fax, or mail


NAGPRA GRANTS REQUESTS

Please submit your request for your NAGPRA Grant to the National NAGPRA Program directly.  Please include the grant number listed on your original grant agreement along with the ASAP ID (This will be the number in your ASAP Account usually Pxxxxxxxxx).  You can email the request to NAGPRA_Grants@nps.gov.

Please use the template below for reference:

NAGPRA Grants
National NAGPRA Program
National Park Service
1201 “Eye” Street, NW (8 th  Floor)
Washington, DC 20005

Dear NAGPRA Grants:

(Please select one of the following)

Re:   Grant Extension Request xx-xx-GP-xxx (Pxxxxxxxxx)

Re:   Scope Modification Request xx-xx-GP-xxx (Pxxxxxxxxx)

Re:   Budget Modification Request xx-xx-GP-xxx (Pxxxxxxxxx)

Re:   Interim Report and SF-425 xx-xx-GP-xxx (Pxxxxxxxxx)

Re:   Final Report, Final Budget, SF-270 and Final SF-425 xx-xx-GP-xxx (Pxxxxxxxxx)

Re:   General Inquiry xx-xx-GP-xxx (Pxxxxxxxxx) i.e., General Inquiry re. Reporting Information  xx-xx-GP-xxx (Pxxxxxxxxx)

 

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. List any amendments to the original Grant Agreement incuding extensions and/or modifications to the Scope of Work or Budget as listed in the Grant Agreement. Provide the National Park Service approval dates and copies of the approvals. Please also make certain to indicate your ASAP Grant Number in your Interim Report in the respective areas. Failure to do so wil result in an incomplete report.

Interim Progress Report PDF or MS Word

A complete Interim Report includes:

-Interim Narrative Report

-Interim SF-425--an SF425. The Federal Financial Report (FFR) is due every six months for the duration of the grant as well. The SF-425 should include both your NPS Grant Number (xxx-xx-GP-xxx) and your ASAP Grant Number Pxxxxxxxxx. This information should be indicated in section #2 of the form. If these items are not listed the SF-425 will be incomplete and will not be reviewed or approved.

Failure to provide all of the item mentioned above will result in an incomplete Interim Report and will also cause your Interim Report to be rejected and your grant to become incompliant. If this occurs, a member of the National NAGPRA Program will inform you of the issue(s) with your report and you will have 5 business days to submit the required documents. Please make sure your Project Manager/Grant Manager works closely with your Finance office so that a complete Interim Report will be sent to the National NAGPRA Program together in one packet.

 

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.

List any amendments to the original Grant Agreement including extensions and/or modifications to the Scope of Work or Budget as listed in the Grant Agreement. List any amendments to the original Grant Agreement including extensions and/or modifications to the Scope of Work or Budget as listed in the Grant Agreement. Provide the National Park Service approval dates and copies of the approvals. Please also make certain to indicate your ASAP Grant Number in your Interim Report in the respective areas. Failure to do so wil result in an incomplete report.

Final Progress Report Consultation MS Word

Final Progress Report Repatriation MS Word

Final Budget Template MS Word

Required for Repatriation Grants ONLY:
Template for submitting transfer of control documentation (MS Word)

*Important Notes:

A complete Final Report includes:

-Final Narrative Report

-Final SF-425--The SF-425 should include both your NPS Grant Number (xx-xx-GP-xxx) and your ASAP Grant Number Pxxxxxxxxx.  This information should be indicated in section # 2 of the form.  If these items are not listed the SF-425 will be incomplete and will not be reviewed or approved.

-Final Budget using the Final Budget Template MS Word

Failuare to provide all of the items mentioned above will result in an incomplete Final Report and will also cause your Final Report to be rejected and your grant to become noncompliant. If this occurs a member of the NAGPRA program will inform you of the issue(s) with your report and you will have 5 business days to submit the required documents.  Please make certain that your Project Manager/Grant Manager works closely with your Finance office so that a complete Final Report will be sent to the NAGPRA program together in one packet.  

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.

 

Consultation/Documentation Grant

Interim and Final Report Due Dates

FY2009 Report Due Dates

FY2010 Report Due Dates

FY2011 Report Due Dates

Start of Grant Period

July 1, 2009

Start of Grant Period

June 1, 2010

Start of Grant Period

July 1, 2011

1st report

January 31, 2010

1st report

December 31, 2010

1st report

January 31, 2012

2nd report

July 31, 2010

2nd report

June 30, 2011

2nd report

July 31, 2012

3rd report

January 31, 2011

3rd report

December 31, 2011

3rd report

January 31, 2013

End of Grant Period or 4th report

July 31, 2011

End of Grant Period or 4th report

June 30, 2012

End of Grant Period or 4th report

July 31, 2013

Final Report

October 31, 2011

Final Report

September 30,2012

Final Report

October 31, 2013

5th report*

January 31, 2012

5th report*

December 31, 2012

5th report*

January 31, 2013

6th report*

July 31, 2012

6th report*

June 30, 2013

6th report*

July 31, 2013

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.

PLEASE NOTE INTERIM/FINAL REPORTS: 

In order for your Interim/Final Report to be complete the Interim/Final Report Narrative and the SF-425 must be submitted together or your report will be incomplete and will not be reviewed as we no longer approve partial reports.  Please make certain that your organization coordinates with your Principal Investigator, Grant Manager and Finance Office to make certain that all documents indicated above (Interim/Final Report and SF-425) are submitted together.  If all documents are not submitted together your grant will be incomplete and will be flagged as noncompliant.  

 

FINANCIAL REPORTS

SF425 Federal Financial Report (FFR)
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.

This form is due for three different reasons:

  • 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

SF425 Form (PDF)

SF425 Sample (PDF)

SF270 Request for Advance or Reimbursement
Can be submitted at grantees’ discretion once they receive an ASAP ID and password.

SF270 PDF

Expenditure Example

 

AUTOMATED STANDARD APPLICATION FOR PAYMENTS (ASAP)

The National Park Service has moved to a new business and accounting system called the Financial and Business Management System (FBMS). FBMS uses a payment system called the Automated Standard Application for Payments (ASAP). All current NPS grantees should have received an email containing forms to register with ASAP. If you are an existing NPS grantee and did not receive prior ASAP registration instructions, please send this form to ASAP_Enrollment@nps.gov.

ASAP will notify you via email when you are able to access the new system.  The ASAP website has tutorials on the new system and answers to FAQs http://www.fms.treas.gov/asap/index.html.

It is important to understand that the new system does not affect the terms and conditions of your grant agreement. The grant agreement, which is signed by the NPS and the Grantee, is a binding legal document, and grantees must continue to comply with all grant terms and conditions. 


The SF 270 Request  for Advance or Reimbursement form is no longer required to draw funds. However, if the form assists you in maintaining accurate financial records you may continue to complete it and send copies to the NPS.

To access your grant funds simply follow the instructions provided to you by ASAP. Note: If you have outstanding reports or late submittals, this may prevent you from drawing down funds
.

 

MODIFYING YOUR GRANT

In accordance with the Grant Agreement, grantees are required to notify the National NAGPRA Program of any budgetary or programmatic changes to the original grant agreement. Most grant modifications fall into the following categories:

• Change in Personnel
• Change in Scope of Work
• Grant Extension
• Budget Modification

All grant modifications must be submitted to the National NAGPRA Program in writing. Requests for a modification will be approved in writing within 30 days of receipt as long as the grantee is in good standing. 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. 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.

Contact NAGPRA_Grants@nps.gov if you have any questions or to check on the status of your request.

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.

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

Grantees must include the following information in your request for a modification:

 1. Date of Request

2. Contact Information

  • Grant number

  • Name of grantee

  • Name of contact person, mailing address, email, phone and fax

  • Signature of authorized representative (can be Project director)

3. Type of Modification Request (budget, grant extension, etc.)

4. Reason for Modification Request

Provide a detailed explanation for requesting a modification. In addition, include the following information, if applicable:

  • Change in Personnel – provide current employee’s name, title and contact information

  • Change in Scope of Work - list the current scope of work as stated in your grant agreement

  • Grant Extension – provide current end date

  • Budget Modification – see Budget Modification template below

5. Revision
Provide a detailed explanation of the modification you are requesting. If applicable, include the following:

  • Change in Personnel: Provide new employee’s name, title and contact information and old employee’s name, title and contact information

  • Change in Scope of Work: Provide the revised scope of work and list any new deliverables. You will be expected to provide a copy of the revised deliverables in your final report.

  • Grant Extension: Provide revised End Date. Please note that grant extensions will only be given for a maximum of one year after the current end date. Additional extensions may be granted depending on the circumstances involved. Grant extensions must be requested in writing before the grant expires.

Budget Modification: Download the template to modify the original budget.

 

EXAMPLE

Line Item


Original Budget

Difference


Revised Budget

Salary

28500

--

28500

Fringe

3790

--

3790

Consultant Fees

30080

+4540

34620

Travel and Per Diem

5984

-3882

2102

Supplies and Materials

446

-276

170

Other Costs

3200

-382

2818

Indirect Costs

18000

--

18000

Total

90000

--

90000


 

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.

Competitive Negotiations Form (PDF)

 
CONTACT INFORMATION

National NAGPRA Program
1201 "Eye" Street, NW
Washington, DC 20005
Attention: NAGPRA Grants
Nagpra_Grants@nps.gov
Fax: (202) 371-5197

 
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