Support for Service Providers > Federal Grant Regulations
Federal Grant Regulations
Speakers:
Stokes & Company – Ryan Weber
National Coalition for Homeless Veterans – Kristina Hunken
Kristina Hunken, NCHV
- Welcome/Introduction
- Question and Answer session following presentation
Ryan Weber, Stokes & Company
Resources:
Question and Answer Session
Q: About the indirect, is it normally a percentage of the direct costs?
A: Yes, that’s usually how it’s calculated.
Q: In terms of your budget, is it allowable to transfer from one line item to another? Or are they set in stone? For instance, if we find out that we have a greater need for one item more than another, and we didn’t know that at the time we wrote the grant, do we then call in and ask for an approval of variation of the original submitted proposal?
A: That would be the easiest way to do it. There’s usually some leniency. It’s usually a 10% fluctuation.
Q: On equipment, is there an amount or limit before you have to bid for the equipment?
A: If it’s $5,000, then you do need approval to purchase that equipment. If it’s under that, it should be good as long as it’s still meeting the requirements of the grant.
Q: In terms of performance report, does each agency have a specific performance format that they want done?
A: I would think it’s pretty open. I think you can be creative with that. I’m sure there is guidance out there, but I have never filled out a performance report myself, so I wouldn’t know where to find that.
Other Caller: It is in the Reporting Requirements. It spells out exactly what they want. A performance report is usually a progress report.
Q: Ryan mentioned that the SF-270 and SF-269 were outdated. What will they be replaced with and is there any time frame for when they will be officially outdated?
A: It’s up to the granting agency. With most of the grants I’m working on, every cost reimbursement is submitted online through the agency’s website. So when they fill out that report, they don’t need to do the 270 or 269. That would all be specified in the grant agreement.
Q: I have a question about the indirect rate. What is the range for allowable indirect costs? I have heard of 17% but I have also heard as high as 76% for educational institutions.
A: It just depends what kind of rate your organization runs. You very well could be running at 76%. But the government might give you 20%.
Q: Is there any range that you know of, as an auditor, that is standard?
A: Like you said, I’m sure it does vary by industry. I don’t know if I really can say a typical organization because, like you said, an educational institute probably does have higher rates.
Q: When you were talking about direct expenses and 52 categories, is there a recommended chart of accounts?
A: Not specifically. It could be any numbering scheme that you find appropriate. I guess what’s more important is when you have your chart of accounts, let’s say you have ten expenses that are general, have that same one through ten listing for your grant. Have a separate code established in addition. So it’d be 1-100, using 100 to show you’re talking about this specific grant. Consistency is more important. Use general terms like “travel costs,” not “fuel” or “tolls.”
Q: If you had some in-kind contributions, how is that reflected in the budget? Is that something you should know upfront?
A: You’re talking about volunteer hours?
Q: If it’s volunteer and then we can come up with what that cost would actually be if it were a dollar amount.
A: In that kind of instance, it can be used for that matching requirement. It’s the best way to use volunteer time.
Q: Have you seen any trend in the software that these various organizations use?
A: It really does depend on the organization. For small organizations, it’s still Peachtree and QuickBooks. Those are still adequate for a small organization. For bigger ones, Great Plains seems to be the most commonly used. I’ve seen Solomon, as well.
Closing
Kristina Hunken, NCHV
- Thank you
- Visit www.nchv.org for information on upcoming conference calls
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