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Accounting System
presents and classifies costs as required
for budgetary and evaluation purposes;
provides cost and property control
to ensure optimal use of funds; controls
funds/resources to assure conformance
with general or special conditions
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Affiliation Agreement
between two or more agencies for specified
activities to be undertaken by each
agency in order to carry out the funded
project
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Allowable Activities and
Costs project activities and expenses outlined
in the Program Guidelines which can
be included in the budget
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Approved Application
application for grant funds approved by
the granting agency
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Approved Project Budget
budget approved by the granting agency
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Appropriation
actual level of funding for the program
approved in the federal budget
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Authorization legislation enacted by Congress which provides
for a particular program
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Award grants, cooperative agreements, subgrants,
interagency agreements, contracts,
or some other type of agreement
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Awarding Agency
the Federal government or the next higher
authority, i.e. the State agency administering
the formula award or the Federal agency
administering the discretionary award
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Budget estimated cost of the project activities
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Cognizant Federal Agency
the Federal agency that generally provides
the most Federal financial assistance
to the recipient of funds. Cognizance
is assigned by the Office of Management
and Budget (OMB). Cognizant agency
assignments for the largest cities
and counties are published in the
Federal Register
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CFDA Number catalogue of Federal Domestic Assistance
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Competitive Grant
is one in which eligible applicants are
solicited to submit concept papers.
At the conclusion of the solicitation
period, all received concept papers
are assessed and ranked. The highest
ranked applicants are then eligible
for an award upon their completion
of all necessary administrative requirements.
Their award amount may be linked to
their ranking.
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Contract entered into by the agency making the award
and the recipient or subrecipient;
may be a public agency, nonprofit
or profit making agency
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Cooperative Agreement
awards to states, units of local government
or private organizations at the discretion
of the awarding agency; these agreements
are utilized when substantial involvement
is anticipated between the awarding
agency and the recipient during performance
of the contemplated activity
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Direct Costs expenses under the grant that can be identified
specifically for project activities
and are generally staff, consultant
expenses, equipment, travel for project
staff, and supplies purchased directly
for use on a specific project
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Discretionary Grants
made to states, units of local government,
or private organizations at the discretion
of the awarding agency; most discretionary
grants are competitive and usually
have limited funds available and a
large number of potential recipients
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Eligibility Criteria
circumstances which must be met by applicant
to apply for grant funds
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Expenditure Period
the time period during which obligations
can be paid after the close of the
grant period
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Federal Cognizant Agency
federal agency providing the most federal
assistance to the recipient of the
funds; federal agency with whom the
indirect cost rate is negotiated
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Fiscal Year year of operation and designated by the
calendar year in which it ends
Examples: Federal Fiscal Year 2000 is October
1, 1999 to September 30, 2000 -- State
Fiscal Year is July 1, 1999 to June
30, 2000
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Formula Grant
funds provided to specified grantees on
the basis of a specific formula prescribed
in the legislation or regulation
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Grantee the agency awarded the grant and has the
responsibility for the program and
fiscal management of the grant; may
be referred to as the recipient
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Grant Monitoring
visit to grant recipient to review programmatic
and financial records and internal
control procedures
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Grant Period time specified in the Notice of Availability
of Funds and/or contract during which
costs may be charged against the grant
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Indirect Cost
expenses that are not readily identifiable
with a particular grant or contract
and are generally expenses related
to administration and facilities
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Match the recipient share of the project costs;
match may be "in-kind" or "cash";
in-kind includes the value of donated
services; cash includes actual cash
spent by the recipient and must have
cost relationship to the federal award
that is being matched
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Non-Competitive is one in which the eligible applicants
are pre identified for an award. Applicants
must then complete all necessary administrative
requirements to receive their award.
The award amount is often specified
for each identified applicant.
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Notice of Availability of
Funds notice published in the New Jersey Register
notifying the public of the grant
program and outlines requirements
and filing deadlines (NAF)
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Obligations legal liability to pay under a grant, subgrant,
and/or contract for services or goods
incurred during the grant period
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Obligation Period
the time period during which project expenses
can be incurred and is identified
as the grant period
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Pass-Through states must give a % of the grant they
receive to local governments, combination
of local units, or other specified
groups or organizations
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Prior Approval
written approval by the authorized official
as consent prior to a budgetary or
programmatic change in the award
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Program Requirements
obligations of the grantee to participate
in the grant program
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Project Income
all income, including interest earned on
subgrant funds or as a result of programs
supported by grant funds; must be
reported and be used to support further
project activities (if allowed under
Program Guidelines)
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Resolution required of all local units of government
to apply for grant funds and/or incorporate
those funds in the local budget
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Sources of Funds
other funds in the applicant agency's operating
budget which are dedicated to the
same purposes as the proposed project
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Special Conditions
qualifications or restrictions made to
the subgrant award
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Subgrantee the individual and/or organization that
receives funds from the direct grantee
agency for a particular project, delivery
of goods and services; may be referred
to as subrecipient
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Supplanting deliberately reducing state or local funds
because of the existence of federal
funds
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Unallowable Activities and
Costs project activities and expenses outlined
in the Program Guidelines which cannot
be included in the budget
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