Using EMSC Program Funds Beyond Budget Period

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Using EMSC Program Funds

EMSC Program grantees have the option to request a Carryover or = No-Cost=20 Extension. Although these options are available, the EMSC Program = strongly=20 encourages grant directors to spend down all grant award funds = during the=20 budget period. Both options are considered on a case-by-case basis = and may=20 involve a thorough review prior to receiving a decision from the = Grants=20 Management Office and the Federal program officer.

Carryover Requests

A Carryover is a request to carry over unobligated grant funds = from the=20 previous year. Therefore, this option is available to EMSC = grantees=20 currently in year two or year three funding budget periods.

EMSC grantees may submit a carryover request (see = attached=20 instructions for Preparing Carryover Requests) (PDF=20 Word)=20 via fax, email, or U.S. Postal service to their respective = state=E2=80=99s grants = management=20 specialist (PDF=20 XLS)=20 at the Office of Grants Management. The request must include an=20 explanation on why the funds were not fully expended in the prior = year, a=20 plan for the use of funds, a detailed categorical budget breakdown = of=20 their prior year unobligated funds, and a current Financial = Status=20 Report or FSR. Carryover Requests for the EMSC Program are = typically=20 due by May 31, and apply for one year only. A new request must be=20 submitted the following year, if needed

No-Cost Extensions

The No-Cost Extension differs from a Carryover Request. A = No-Cost=20 Extension is a request to extend the grant=E2=80=99s project = period. EMSC Program=20 grants have a project period of three years. Therefore, this = option is=20 available to grantees whose grant awards have expired after their = third=20 year. Should a grantee anticipate that they will not be able to = spend down=20 their funds prior to the expiration of the project period, a = request for a=20 No-Cost Extension (see = attached=20 instructions for Requesting a No-Cost Extension) (PDF=20 Word)=20 should be submitted to the grants = management=20 specialist (PDF=20 XLS)=20 prior to the end of the grant.

Request for Redirection of = Funds

HRSA requires grantees to seek prior approval for significant=20 rebudgeting of project costs. Significant rebudgeting occurs when, = under a=20 grant where the Federal share exceeds $100,000, cumulative = transfers among=20 direct cost budget categories for the current budget period exceed = 25=20 percent of the total approved budget for that budget period or = $250,000,=20 whichever is less. The base used for determining significant = rebudgeting=20 excludes carryover balances but includes any amounts awarded as = competing=20 or non-competing supplements. Note, even if a grantee=E2=80=99s = proposed=20 rebudgeting of costs falls below the significant rebudgeting = threshold=20 identified above, grantees are still required to request prior = approval.=20

When requesting the redirection of HRSA grant funds, please = send a=20 written request to the Grants Management Office and a copy to the = Program=20 Officer. This written request must contain the reason the funds = are to be=20 redirected, the total amount of costs being redirected, and the = budget=20 category the funds are coming from and going to.=20

For example:

We are requesting that $35,000 in Personnel Funds which were = not spent=20 because _________________ be moved into the Other budget category = to=20 complete the following activities _____________________________.=20

Please break down the specific reasons and specific amounts = that are=20 being requested for transfer. Once the request is received we will = respond=20 to you as quickly as possible. A request for the redirection of = funds=20 below the 25 percent threshold will be responded to by E-mail. If = the=20 request is for more than 25 percent of the total award then you = will be=20 notified in the form of a revised Notice of Grant Award=20 (NGA).