Version 5/18/2010
Catalog of Federal Domestic Assistance Number - 15-809
OMB Control Number 1028-0084 (Expiration Date 1/31/2012)

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1. General Information
2. Correspondence
3. Contact Information
4. Setting Up Reimbursement Process
5. Performance period extension
6. Budget reallocations
7. Primary Investigator change
8. CAP Project Reporting
9. Financial Reporting Requirements

1. General Information:

The notes below are reminders for administering CAP projects. Please see your Cooperative Agreements Assistance Award document for complete information and requirements for your project.  This document was sent to the person identified in the original proposal submitted to Grants.gov.

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2. Correspondence:

For all correspondence be sure to identify your project's Award Number and CAP Category. Email is preferred for correspondence.

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3. Contact Information:

a. CAP Administration:

For all topics concerning CAP budget, performance period extension, primary investigator change, and reporting contact:

Gita Urban-Mathieux
NSDI CAP Coordinator
590 USGS National Center
Reston, VA 20192
burbanma@usgs.gov
703.648.5175 or fax 703.648.5755

b. NSDI Technical Contacts:

- NSDI CAP Coordinator - Gita Urban-Mathieux (burbanma@fgdc.gov, 703.648.5175)
- Metadata Trainer and Outreach Assistance - Sharon Shin (Sharon_shin@fgdc.gov, 303.202.4230)
- FGDC Standards Development and Implementation Assistance and Outreach - Julie Binder Maitra (jmaitra@fgdc.gov, 703.684.4627)
- Fifty-States Initiative - Milo Robinson (703.648.5162, mrobinson@fgdc.gov)
- Return on Investment (ROI) Methodology and Business Case Development for Multi-agency NSDI Projects- Milo Robinson (703.648.5162, mrobinson@fgdc.gov)
- Building Data Stewardship for The National Map and the NSDI - Paul Wiese (pmwiese@usgs.gov, 303.202.4298)
- Behind the Portal - Use of GOS Map and Data Services - Doug Nebert (ddnebert@fgdc.gov, 703.648.4151)
- Enabling Use of Government Tabular Data in a Geographic Context - Doug Nebert (ddnebert@fgdc.gov, 703.648.4151)
- Demonstration of Geospatial Data Partnerships across Local, State, Tribal, and Federal Government - Tracy Fuller (tfuller@usgs.gov, 303-236-1467)
- Framework Data Exchange through Automated Geo-Synchronization - Rob Dollison (rdollison@usgs.gov, 703-648-5724)

c. Other contacts

FGDC Secretariat Staff - The FGDC is an interagency committee that promotes the coordinated development, use, sharing, and dissemination of geospatial data on a national basis.

USGS Geospatial Liaisons - Coordinate with state and local govenments and Federal agencies

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4. Setting Up Reimbursement Process:

In 2010 the U.S. Geological Survey, who administers the NSDI CAP awards, is switching the financial system it uses.  Up to SEPTEMBER 30, 2010 (or until notified by the Contracting Officer), the USGS will use the Department of Health and Human Services (HHS) Payment Management System (PMS) to provide electronic invoicing and payment for CAP recipients.

Between OCTOBER 1 and NOVEMBER 7, 2010, no funds can be drawn while the USGS implements a new enterprise-wide business management system. 

After NOVEMBER 8, 2010 (or as notified by the USGS Contracting Officer) the USGS will use the Department of the Treasury Automated Standard Application for Payments (ASAP) to provide electronic invoicing and payment for assistance award recipients.

Whatever system is in use the CAP recipients are required to have an account with PMS or ASAP.  Information for setting up a PMS account was provided to primary contact listed in the original CAP proposal.  For instructions or information please contact Desiree Santa (dsanta@usgs.gov, 703-648-7382).

Instructions for obtaining payments will be provided to the recipients by HHS once the account is set up. Inquiries regarding payment should be directed to:

Division of Payment Management
Department of Health and Human Services
P. O. Box 6021
Rockville, MD 20852
www.dpm.psc.gov

Any problems or questions with the electronic draw down procedures should be directed to Raynette Robinson (301-443-9180, RAYNETTE.ROBINSON@PSC.HHS.GOV) or Tadios Asgodom (301-443-9229).

Payments may be drawn in advance only as needed to meet immediate cash disbursement needs. Only expenses that occur within the CAP performance period maybe reimbursed.

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5. Performance period extension:

If more time is required to conduct your project, please submit a request for a "no-cost time extension" by mail or email at the CAP Coordinator. This should be submitted at least 30 days prior to the end of the agreed upon performance period. Only one extension will be granted. Please include in your request:

- your project award number
- reason for the request
- new completion date
- new tasks (if applicable)
- send to burbanma@usgs.gov

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6. Budget reallocations:

Awardees may make changes in project budget allocations between direct cost categories up to 10% of the total award. If reallocations are more than 10% please contact the NSDI CAP Coordinator.

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7. Primary Investigator change:

If for some reason (retirement, job change, etc.) the primary investigators (PI) leaves the project a new one needs to be designated. This person is required to be with the same organization/institution that received the award. CAP grants are awarded to organizations/institutions and not individuals. The request for a PI change should be mailed or emailed to the NSDI CAP Coordinator.

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8. CAP Project Reporting:

An interim report mid-way in the performance period and a final report are required as a way to assess project outcomes as well as the programs effectiveness and accountability. Please submit CAP project reports by email to the NSDI CAP Coordinator and the project technical lead (see above). Here are the links to the report formats.

• Metadata Training and Outreach Assistance Projects (category 1: 2009, 2010)
• Behind the Portal: Use of GOS Map and Data Services (category 2: 2009)
• Framework Data Exchange through Automated Geo-Synchronization (category 2: 2010)
• Fifty-States Initiative Projects: Strategic and Business Plan Development (category 3: 2008, 2009, 2010)
• Fifty States Initiative: Business Plan Development and Implementation (category 4: 2010)

• Enabling Use of Government Tabular Data in a Geographic Context (Category 4: 2009)

• Building Data Stewardship for The National Map and the NSDI (category 5: 2009)
• Return on Investment (ROI) Methodology and Business Case Development for Multi-agency NSDI Projects (category 5: 2010)
• FGDC-Endorsed Standards Development and Implementation Assistance and Outreach Project (excluding Metadata Standards) (category 6: 2008, 2009, 2010)
• Demonstration of Geospatial Data Partnerships across Local, State, Tribal, and Federal Government (Category 7: 2009, 2010)

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9. Financial Reporting Requirements:

For the forms discussed below see the Office of Management and Budget Grants Management Forms Web page at http://www.whitehouse.gov/omb/grants_forms/.

(a) STANDARD FORM 272, FEDERAL CASH TRANSACTIONS REPORT (or its successor SF 425, Federal Financial Report) is required quarterly for each PMS/ASAP subaccount. Quarterly reports are due 30 working days after the end of each Federal fiscal quarter.  The 272 will be in use until  SEPTEMBER 30, 2010 (or as notified by the USGS Contracting Officer), form is submitted eletronically, instructions can be found at the following web site: http://www.dpm.psc.gov/grant_recipient/psc_272_reports/psc_272_reports.aspx?explorer.event=true.  The due dates for the 272 report can be found here on the PMS web site.  All issues related to the SF 272 are handled by the DHHS who manages the PMS.  The contact at DHHS are Raynette Robinson (301.443.9180, RAYNETTE.ROBINSON@PSC.HHS.GOV) or Tadios Asgodom (301.443.9229).

On and after NOVEMBER 8, 2010 (or as notified by the Contracting Officer), USGS anticipates that the SF 425 Federal Financial Report will be submitted electronically through FedConnect (https://www.fedconnect.net/FedConnect/).  

The table below contains the due dates for the quarterly financial reports.

If after 30 days, recipient has not submitted a report, the account will be placed in a manual review status.  Funds may be withheld for accounts with delinquent reports.

(b) Financial Status Report, Standard Form 425 (original and 1 copy) is required annually and and is due to the NSDI Grants Specialist 90 calendar days after the end of the annual budget period.

(c) FINAL FINANCIAL STATUS REPORT. The recipient will liquidate all obligations incurred under the award and submit a final STANDARD FORM 425, FEDERAL FINANCIAL REPORT through FedConnect no later than 90 calendar days after the grant/cooperative agreement completion date.  Recipient will promptly return any unexpended federal cash advances or will complete a final draw from PMS/ASAP to obtain any remaining amounts due.  Once 120 days has passed since the grant/agreement completion date, the PMS/ASAP subaccount for this award may be closed by USGS at any time.

(d)  Subsequent revision to the final SF 425 will be considered only as follows -

(i)  When the revision results in a balance due to the Government, the recipient must submit a revised final Federal Financial Report (SF 425) and refund the excess payment whenever the overcharge is discovered, no matter how long the lapse of time since the original due date of the report.

(ii)  When the revision represents additional reimbursable costs claimed by the recipient, a revised final SF 425 may be submitted to the Contracting Officer with an explanation.   If approved, the USGS will either request and pay a final invoice or reestablish the PMS/ASAP subaccount to permit the recipient to make a revised final draw.  Any revised final report representing additional reimbursable amounts must be submitted no later than 1 year from the due date of the original report, i.e., 15 months following the agreement completion date. USGS will not accept any revised SF 425 covering additional expenditures after that date and will return any late request for additional payment to the recipient.

All SF 425 forms need to be sent with a signature. A fax or scanned copy of the signed SF 425 is acceptable. They should be faxed or mailed to:

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