FWS Youth Corps Recertification and Risk Management.pdf

FWS Youth Corps Recertification and Risk Management

At the beginning of each fiscal year (10/01) FWS Youth Corps members are required to submit the following documentation:

1. Annual Program Narrative detailing programs offered by the FWS Youth Corps member to include most recent contact information for Key personnel.

2. Annual Participant Report: Recipient must submit to the US Fish and Wildlife

Service HQ National Wildlife Refuge System an Annual Participant Report covering

10/1-09/30 of the current fiscal year. The report due date will be December 31.

The Annual Report must include:

Total number of project sites, hours, and number of interns and other participants;

Diversity of students placed, including demographics and age, to the extent that such information has been voluntarily provided by participants to the recipient.

Demographics will be reported as an aggregate to ensure that recipient complies with confidentiality requirements regarding individual participant’s demographic data

3. Required Statements for FY23 (See attached)

Program Contact Information by Region

Region 1: Chelsea McKinney, Chelsea_mckinney@fws.gov

Region 2: Phillip Stephenson, Phillip_stephenson@fws.gov

Region 3: Megan Wandag, Megan_wandag@fws.gov

Region 4: Nicholas Byrd, Nicholas_byrd@fws.gov

Region 5: Susan Wojtowicz, Susan_wojtowicz@fws.gov

Region 6: Matthew Wheeler, Matthew_j_wheeler@fws.gov

Region 7: Neesha Stellrecht, Neesha_strellrecht@fws.gov

Region 8: Matthew Nakaya, Matthew_nakaya@fws.gov

HQ: Doug Hobbs, Doug_hobbs@fws.gov

Youth Program Guide to Required Statements for Financial Assistance

All recipients should address the following Required Statements:

1. Indirect Cost Rate Statement - If applicable, recipients indirect cost statement waiving indirect costs.

2. Single Audit Reporting Statements (2 CFR 200-Subpart F)

3. Overlap/Duplication Statement

4. Pre-award Costs

5. Written Travel Policy Statement

6. Written Data Breach Statement

7. Proof of Insurance

Required Statements

The Federal awarding agency that provides the largest amount of direct funding to your organization is your cognizant agency for indirect costs, unless otherwise assigned by the Office of Management and Budget. If the Department of the Interior is your organization’s cognizant agency, the Interior Business Center (IBC) will negotiate your indirect cost rate. Contact the IBC by phone 916-930-3803 or using the IBC Email Submission Form. See the IBC website for more information.

Organizations must have an active Federal award before they can submit an indirect cost rate proposal to their cognizant agency. Failure to establish an approved indirect cost rate during the award renders all costs otherwise allocable as indirect costs unallowable under the award. Recipients may not shift unallowable indirect costs under this award to another Federal award unless specifically authorized to do so by legislation. For more information on indirect costs, see 2 CFR §200.414.

All organizations must submit the applicable statement from the list of options below and attach required documentation, as described in the applicable statement.

U.S. state or local government entities receiving more than $35 million in direct Federal funding must include the following statement in their application and attach a copy of their most recently negotiated rate agreement:

We are a U.S. state or local government entity receiving more than $35 million in direct Federal funding. We submit our indirect cost rate proposals to our cognizant agency. Our current indirect cost rate is [insert rate]. Attached is a copy of our most recently negotiated rate agreement/certification.

U.S. state or local government entities receiving $35 million or less in direct Federal funding must include the applicable statement from this list:

We are a U.S. state or local government entity receiving $35 million or less in direct Federal funding. We prepare and retain for audit an indirect cost rate proposal and documentation per 2 CFR 200, Appendix VII. Our current indirect cost rate is [insert rate], which is charged against [insert a complete description of the direct cost base used to distribute indirect costs to the award].

We are a U.S. state or local government entity receiving $35 million or less in direct Federal funding. We have not prepared an indirect cost rate proposal and documentation per 2 CFR 200, Appendix VII and elect to charge the de minimis rate of 10% of Modified Total Direct Costs as defined in 2 CFR §200.1. We understand we must use this methodology consistently for all Federal awards until we choose to establish a rate per 2 CFR 200. We understand we must notify the USFWS in writing if we establish a rate that changes the methodology used to charge indirect costs during the award period. We understand that additional Federal funds may not be available to support an unexpected increase in indirect costs during the project period and that such changes are subject to review, negotiation, and prior approval by the USFWS.

All other organizations must include the applicable statement from this list and any related documentation in their application. Please note, an organization with a current negotiated (including provisional) rate may not elect to charge the 10% de minimis rate of Modified Total Direct Costs during the period covered by their current negotiated rate.

We are an organization with a current negotiated indirect cost rate. In the event we receive an award, we will charge indirect costs per our current negotiated rate agreement.

Attached is a copy of our current rate agreement.

We are an organization with a negotiated indirect cost rate that has expired. Attached is copy of our most recently negotiated rate agreement. If we receive an award, we will submit an indirect cost rate proposal to our cognizant agency within 90 calendar days after the award date. We understand we must provide the USFWS a copy of our approved rate agreement before charging indirect costs to the Federal award.

We are an organization that has never negotiated an indirect cost rate with our cognizant agency. Our indirect cost rate is [insert rate], which is charged against [insert a complete description of the direct cost base used to distribute indirect costs to the award]. If we receive an award, we will submit an indirect cost rate proposal to our cognizant agency within 90 calendar days after the award date. We understand we must provide the USFWS a copy of our approved rate agreement before charging indirect costs to the Federal award.

We are an organization that does not have a current negotiated (including provisional) rate. In the event an award is made, we elect to charge the de minimis rate of 10% of Modified Total Direct Costs as defined in 2 CFR §200.1. We understand we must use this methodology consistently for all Federal awards until such time as we negotiate a different rate with our cognizant agency. We understand that we must notify the USFWS in writing if during the award period we establish a rate that changes the methodology used to charge indirect costs to the award. We understand that additional Federal funds may not be available to support an unexpected increase in indirect costs and that such changes are subject to review, negotiation, and prior approval by the USFWS.

We are an organization that will charge all costs directly.

Single Audit Reporting statements (2 CFR 200-Subpart F) - All U.S. states, local governments, Indian tribes, institutions of higher education, and non- profit organizations expending $750,000 USD or more in Federal award funds in the applicant’s fiscal year must submit a Single Audit report for that year through the Federal Audit Clearinghouse’s Internet Data Entry System, in accordance with 2 CFR 200 subpart F. U.S. state, local government, Indian tribes, institutions of higher education, and non- profit applicants must state if your organization was or was not required to submit a Single Audit report for the most recently closed fiscal year. If your organization was required to submit a Single Audit report for the most recently closed fiscal year, provide the EIN associated with that report and state if it is available through the Federal Audit Clearinghouse website.

Include the statement at the end of the Project Narrative in a section titled “Single Audit Reporting Statements”.

Examples-

1) Not required to submit a Single Audit Reporting Statement:

WB Nature Center and Preserve was not required to submit a Single Audit report for the most recently closed fiscal year (2020).

2) Required to submit a Single Audit Reporting Statement:

North County was required to submit a Single Audit report from the most recently closed fiscal year (2020). The report can be found on the Federal Audit Clearinghouse Single Audit Database website (http://harvester.census.gov/sac/) under EIN#33-1230123.

Overlap/Duplication Statement- (Recipient Provides) Required Overlap/Duplication Statement: Applicants must provide a statement indicating if there is any overlap between this Federal application and any other Federal application, or funded project, in activities, costs, or time commitment of key personnel.

If no such overlap or duplication exists, state, “There are no overlaps or duplication between this application and any of our other Federal applications or funded projects, including in regard to activities, costs, or time commitment of key personnel”. If any overlap exists, provide a complete description of overlaps or duplications between this proposal and any other federally funded project or application regarding activities, costs, and time commitment of key personnel, as applicable. Provide a copy of any overlapping or duplicative proposal submitted to any other potential funding entity and identify when that proposal was submitted, to whom (entity name and program), and when you anticipate being notified of their funding decision. When overlap exists, your statement must end with “We understand that if at any time we receive funding from another source that is duplicative of the funding we are requesting from the USFWS in this application, we will immediately notify the USFWS in writing.”

(Service Project Office completes) Potential overlap/duplication review: This step is not applicable to awards issued under the Service’s mandatory programs. Prior to award, all other programs must review the selected applicant’s required statement and any other information received from the applicant regarding potential overlap or duplication between the proposal selected for funding in terms of activities, funding, or time commitment of key personnel.

Depending on the circumstances, modification of the application, other pending applications, or an active award may be necessary, or the Service might choose to not fund the proposed project.

If a project, budgetary, or commitment overlap has been identified, the Service must document all concerns in writing along with specific recommendations for resolution in the official award file and in the notice of award, when appropriate.

Examples-

1) No Overlap/Duplication Statement:

There is no overlap between the proposed project and any other active or anticipated projects in terms of activities, costs or time commitment of key personnel. Further, the proposal submitted for consideration under this program is not in any way duplicative ofany proposal that was/will be submitted for funding consideration to any other potential funding source (Federal or non-Federal).

2) Overlap/Duplication Statement explanation:

The active project will end at the end of 2017 and is covering ~90 and ~2% of effort forDrs.

Xxxx (post-doc) and xxxx (PI). The proposed project is covering the remaining ~10% of Dr. xxx effort (and ~8% of Dr. xxxx effort) in 2017. Ten and 8% effort are sufficient for us to meet our 2017 obligations on the proposed project.

The two projects also overlap somewhat in scope and approach, but this overlap is complementary rather than duplicative. Both projects are developing models of fathead minnows and centrarchids for scaling pollution effects up to the population level, so we can use similar parameter sets for both (particularly those that are not influenced by pollution).

However, the active project is focusing solely on estrone pollution. Two otherimportant differences are that the population model for the active project is spatially- explicit, and fatheads and centrarchids in this model interact (i.e., via predator-prey dynamics). The population model for the active project is also part of a larger model that, in addition to fish, governs estrone inputs, hydrodynamics, and economics. We areusing this larger model to optimize estrogen removal by wastewater treatment.

The proposal submitted for consideration under this program is not in any way duplicative of any proposal that was/will be submitted for funding consideration to anyother potential funding source (Federal or non-Federal).

Pre-award Costs- Pre-award costs are those incurred prior to the effective date of the award directly pursuant to the negotiation and in anticipation of the award where such costs are necessary for efficient and timely performance of the scope of work. Such costs are allowable only to the extent that they would have been allowable if incurred after the effective date of the award and only with the written approval of the awarding program.

To qualify for pre-award cost reimbursement, an applicant must demonstrate in the application that the pre-award activities were necessary and reasonable for accomplishing the overall program objectives and would have been approved had they occurred within the project period. An entire project must not be funded retroactively as pre-award costs, i.e., obligating funds after the project period has ended, unless the awarding program has authorizing legislation or programmatic regulations that allow for such a project to be funded.

Include one of the below statements in either the budget narrative or Project Narrative in a section titled “Pre-award costs”.

Examples-

1) No Pre-award costs: There are no pre-award costs being requested for this project.

2) Pre-award costs requested: We are requesting $5,000.00 in Pre-award costs for surveying costs that were completed from February 10th through February 12th.

3) Programmatic pre-award costs: Our organization routinely incurs pre-award cost during the placement of our Members or Crews. We request a Programmatic pre-award statement allowing pre-award costs within 120 days of Member or Crew placement be written into the Terms and Conditions of our awards.

Written Travel Policy Statement: Please provide either:

Our organization has a written travel guidance document that will be followed concerning all travel expenses incurred as part of any award received under the 15.676 Assistance Listing in FY22.

Or

Our organization does not have a written Travel Guidance and will follow the Federal Travel Regulation guidance for all travel expenses incurred as part of any award received under the 15.676 Assistance Listing in FY22.

Written Data Breach Procedures: Please provide either:

Our organization has written procedures in place to respond to an information breach and is aware that it is required to notify the Federal awarding agency in the event of such a breach.

Or

Our organization does not have written procedures in place to respond to an information breach and is not aware that it is required to notify the Federal awarding agency in the event of such a breach.

Proof of Insurance

Recipient shall maintain its current general liability insurance of not less than $1,000,000 per occurrence for bodily injury and property damage, subject to the usual and customary policy conditions, including standard exclusion on vehicles licensed for highway use and on property in the care, custody and control of the policy holder. Please provide proof of insurance.

Submission of Required Statements

Required Statements can either be sent via e-mail to your Service Project Officer or Grants Management Specialist. You are encouraged to compile all required statements in a single document and attach under Other in GrantSolutions when submitting your project applications.

Notice of Funding Opportunity The Notice of Funding Opportunity (NOFO) for FY23 Youth Engagement, Education, and Employment applications is F23AS00069. All applications for Public Lands Corps Act projects must be submitted under this funding opportunity.