Grants Management Frequently Asked Questions
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What are the reporting requirements for my grant?
To ORHP: You are required to complete a Non-competing Continuation Application to request your second and third years of grant funds if you were awarded multiple years of funding. ORHP sends out guidance for completing this application approximately five months prior to the next budget year (November). This will be due in February.
After you have completed the last year of your grant, you are required to submit a final report. ORHP will send out guidance for that report prior to the end of your final budget year period.
To DGMO: You are required to submit a Financial Status Report (Standard Form 269) within 90 days after the end of each budget year to the Division of Grants Management Operations (DGMO) (July 30th).
To DPM: You are required to submit a Federal Cash Transactions Report, (PMS Form 272), on a quarterly basis, which can be done on-line, to the Division of Payment Management.
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Who do I notify if I need to modify my grant budget?
All official correspondence regarding modifications to your grant should be addressed to the Division of Grants Management Operations (DGMO).
You are required to submit a written request for modification to your budget when the cumulative amount of transfers among direct cost categories for the current budget period exceeds 25% of the total amount awarded, or $250,000, whichever is less. You are encouraged to talk with your ORHP contact if the amount to be rebudgeted is less than 25% and you will be required to report any changes in your grant budget in your Non-competing Continuation Application.
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Who do I notify if I need to modify the scope of my originally submitted
grant application or we have a change in key project staff?
All official correspondence regarding modifications to your grant should be addressed to the Division of Grants Management Operations. DGMO will forward your request to ORHP staff, who recommend approval or disapproval of your requests to DGMO.
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What if I don't use all the grant funds awarded in the budget year for
which they were approved?
No problem. You need to submit a request to carryover your unobligated balance to the Division of Grants Management Operations (DGMO). Ideally, you should submit this request when you submit your Financial Status Report (Form 269) but you can do so any time in the subsequent budget year.
Carryover is the authorizing of unobligated balances of Federal funds from a previous budget period to cover allowable costs in a current budget period.
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What if I haven't used all the grant funds awarded when the grant period
has ended?
You can request a no-cost extension (e.g, a 6-month or 12-month no-cost extension) that authorizes you to continue using the remaining grant funds awarded in the final year of your grant. As with all requests, you submit this in writing to the Division of Grants Management Operations (DGMO).
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What information do I need to include in correspondence with the
Division of Grants Management Operations (DGMO)?
All post-award communication should include:
- The grant number (item #4 on your Notice of Grant Award)
- The reason for the communication
- The narrative justification and explanation for the specific request
- A revised budget, if the nature of the communication pertains to budget modifications
- The name and contact information of a person to contact if further information is needed
- The original signature of an authorized official of the grantee organization.