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old-NSDI Cooperative Agreements Program Administrative Guidance

This page has guidance on reporting and other requirements related to CAP projects

Version 3.21.07
Catalog of Federal Domestic Assistance Number - 15-809

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.

2. Correspondence:

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

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 and Initiative Leads:

- NSDI CAP Coordinator - Gita Urban-Mathieux (burbanma@usgs.gov, 703.648.5175)
- Metadata and other FGDC-Endorsed Standards - Sharon Shin (Sharon_shin@fgdc.gov, Denver 303.202.4230)
- OpenGIS Web Mapping, Feature Service, Framework Client Development - Doug Nebert (ddnebert@fgdc.gov, 703.648.4151)
- Institution Building and Coordination - Gita Urban-Mathieux (burbanma@usgs.gov, 703.648.5175)
- Fifty-States Initiative - Milo Robinson (703.648.5162, mrobinson@fgdc.gov)
- Participation in The National Map - James Mauck, (jmauck@usgs.gov, 703.648.5561)
- Geographic Information Integration - James Mauck, (jmauck@usgs.gov, 703.648.5561)
- Canadian-US Spatial Data Infrastructure Project - Milo Robinson (703.648.5162, mrobinson@fgdc.gov)
- Geo-Enabled Federal Businesses Initiative - Doug Nebert (ddnebert@fgdc.gov, 703.648.4151)

See FGDC Secretariat Staff

USGS Geospatial Liaisons

4. Setting Up Reimbursement Process:

The U.S. Geological Survey uses the Department of Health and Human Services (DHHS) Payment Management System (PMS) to provide electronic invoicing and payment for CAP recipients. This requires that the Cooperative Agreements Program (CAP) recipient have an account with PMS. Follow the instructions provided with the Assistance Award document for establishing this account.

(a) To begin the setup process fill out the (a) Direct Deposit Sign-Up Form (SF 1199A) following the instructions provided with the CAP Assistance Award document. You can also obtain the form from the DHHS grants Web site. In addition, please provide separately (b) a note containing the- name, title, phone number, email address and mailing address of the Primary Contact - the person who will be responsible for making reimbursement requests. Alternate Contact information can also be provided. Return these documents to:

NSDI Grants Officer
U.S. Geological Survey
Office of Acquisitions and Grants
12201 Sunrise Valley Drive MS 205G
Reston, VA 20192

(b) USGS will provide DHHS with the information from the SF 1199A and Primary Contact to establish an account or subaccount from which the CAP recipient can draw down funds. The subaccount number is the Award Number and is found in Block 2 and 4 of the face page of the assistance award document. If you have questions you can Vincent San Juan at the USGS(vsanjuan@usgs.gov, 703-648-7354).

(c) The DHHS will send the CAP recipient an information package with their PMS Username and Password. The information also includes instructions on how to request funds. The DHHS will forward instructions for obtaining payments to the recipients. Inquires regarding payments should be directed to:

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

The Division of Payment Management web address is:
www.dpm.psc.gov

Any problems or questions with the electronic draw down procedures should be directed to Fran Odgers (301) 443-2090 or Tonja Thomas (301) 443-9141.

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.

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

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.

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.

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.

9. Financial Reporting Requirements:

For the forms discussed below see the Office of Management and Budget Grants Administration Forms Web page www.whitehouse.gov/omb/grants/grants_forms.html.

(a) Federal Cash Transactions Report, Standard Form 272 is required quarterly for each project. Quarterly reports are due 45 working days after the end of each fiscal quarter. These are 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.

If after 45 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. All issues related to the SF 272 are handled by the DHHS who manages the PMS.

(b) Financial Status Report, Standard Form 269 (original and 1 copy) is required annually and and is due to the NSDI Grants Officer (Grant Specialist) 90 calendar days after the end of the annual budget period. The short form can be used. The long form is only used when the project generates program income.

(c ) FINAL FINANCIAL STATUS REPORT. The recipient will liquidate all obligations incurred under the award and submit a final SF 269 Financial Status Report to the NSDI Grants Officer (Grant Specialist) 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 to obtain any remaining amounts due. Once 120 days has passed since the grant/agreement completion date, the PMS subaccount for this award may be closed by USGS at any time.

(d) Subsequent revision to the final SF 269, Financial Status Report, will be considered only as follows:

(i) When the revision results in a balance due to the Government, the recipient must submit a revised SF 269 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 reimbursement costs claimed by the recipient, a revised SF 269 may be submitted to the Contracting Officer with an explanation. If approved, the USGS will either request and pay a final invoice or re-establish the PMS 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 269 report covering additional expenditures after that date and will return any late request for additional payment to the recipient.

All SF 269 forms need to be sent with a signature. A fax or scanned copy of the signed SF269 is acceptable. They should be faxed or mailed to:

Fax:

(703) 648-7901

Email:

dsanta@usgs.gov

Snail mail: NSDI Grants Officer
U.S. Geological Survey
Office of Acquisitions and Grants
12201 Sunrise Valley Drive MS 205G
Reston, VA 20192
Last Updated: Jul 30, 2007 03:55 PM
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