Overview
The grants maintenance process involves a series of processes which are part of the post award process at the Department of Education. The following section outlines the basic processes and then the topics within this manual will discuss the details involved with each of those processes.
Approve Annual Performance Report
Once the performance report is received and logged the Program Officer checks the substantial progress indicator if the report meets the necessary criteria. Once the substantial progress indicator is checked the award status is changed to “Approved”.
Rollover (Continuation/Renewal)
Rollover is the first mandatory step in the post award processing. It is performed on open, obligated awards that are eligible for continuation or renewal. The Rollover process is further divided into continuation or renewal processing based on the current budget period of the grant award. Note: In order to be rolled over, an award must have substantial progress marked for the existing milestones. This functionality enables you to rollover open, obligated discretionary awards that are eligible for continuation. To be eligible for continuation, the award’s current budget period end date must be less than the performance period end date.
The Create Renewals action enables you to rollover obligated discretionary awards that are eligible for renewal. These awards can be either continued awards in their last budget period or an award that originally had only one budget period. To be eligible for renewal, the award’s current budget period end date must equal the performance period end date. A renewal rollover would extend the period of performance and add up to five additional budget periods. Note: Once the rollover is completed the performance reports can be logged and the award funds can be processed. These two processes are performed based on the business rules of the program office.
Complete the Budget
Once the rollover is successfully completed, award and budget information is updated for multi-year discretionary grant awards. However, only the recommended amount for the current budget period will be committed.
Commit the Award
Once the grant applications are committed, the transaction is posted in FMSS, and the applications are then ready for the next process. Decommitting a grant application occurs when the committed amount needs to be adjusted before obligation. G5 enables an authorized user to decommit funds that have been approved and previously committed through a slate. Once a grant application is decommitted, it goes back to a funding status of “Approved” and undergoes the budget process until it is determined whether it can be committed.
Print the Award Packet
The award packet is printed once the awards are committed. The award packet consists of the following components:
Receive Annual Performance Report
The Program Office receives and logs the annual performance report for the previous budget period. This is a mandatory step in the Continuation/Renewal processing which must be done before obligation of the upcoming/next budget period.
Obligate the Award
The next step is obligating the amount that was previously committed. This is performed after the printing of award packet and marking the annual report for substantial progress. When committed funds are obligated, the awards are ready for further processing. It is after obligation that funds can be drawn down and award payments can be made.
Note: Soft copies of the full manual and job aids for individual topics are available on ConnectED under the following path: Home > Learning and Development > Classroom Training > EDCAPS Training > Training Documents.