Applying for and Receiving Federal Grant Awards

(1) Applying for Federal Grant Awards. (a) As required by M.G.L. c. 29, § 6B, State Departments must provide notice of any application for Federal Grant Awards as prescribed by CTR, in consultation with ANF, to comply with quarterly reporting requirements to the house and senate ways and means committees on ways and means on the status of Federal Grant Awards applied for. (b) State Departments must provide any relevant information related to the proposed application, as prescribed by CTR, which may include, but is not limited to: 1. The State Department DUNS number under which the Department will be applying for the Federal Grant Award, 2. The Federal Grantor agency to which the Federal Grant Application is being made; 3. a reference to the federal statutory authority under which the Federal Grant Application for the Federal Grant Award is made; 4. a description of the substance of the Federal Grant Award sought; 5. a fiscal Statement of the Federal Grant Award proposed budget; 6. the number of personnel, if any, to be funded from the Federal Grant Award; 7. any matching in-kind or other monies required to be committed, and when these matching in-kind or other monies will need to be available or expended in order to receive the Federal Grant Awards; 8. the Federal Grant Award terms; and 9. the anticipated duration of the Federal Grant Award. (2) Receipt of Federal Grant Awards. (a) Upon receipt of the official notification of approval of a State plan or federal funds application, State Departments must provide notice as prescribed by CTR to comply with the quarterly reporting requirements to the house and senate ways and means committees on ways and means on the status of federal funds received. (b) State Departments must provide to CTR a copy of the official notification and any other relevant information related to the receipt of the federal funds including the amount, duration, payments schedule and other attendant financial terms and conditions. (c) ANF shall include all Federal Grant Awards received or anticipated by State Departments as part of the annual budget. 1. No State Department shall establish new or expand existing programs involving federal or other non-State monies beyond the scope of those already establish, recognized and approved by the General Court, until the program and the projected amount of actual availability is submitted to the budget director for recommendation to the general court. 2. No State Department may make expenditures from any federal grant award or cooperating agreement unless such expenditures are made under specific appropriations of the general court and allotment thereof, said allotment be made by the comptroller upon receipt of Federal Grant Awards in accordance with State finance law, the Cash Management Act (CMIA) per the terms of the Treasury State Agreement (TSA), federally approved cost allocation plans (indirect & central), or other applicable requirements. 3. The comptroller shall not allow expenditures for the payment of salaries to be made from any federal grant account for which the comptroller has not been authorized to charge the full amount of fringe benefits to the account. (3) Exceptions. The following exceptions shall be exempted from provisions of 815 CMR 2.04(1) and (2)(c)1. and 2.: (a) Federal Grant Awards coming to institutions of higher education, including research grants; (b) Research grants to individuals, agencies or institutions not exceeding $50,000 in annual amount and not creating new, or expanding existing program or commitments of State resources; (c) Any incidental Federal Grant Awards not exceeding $5,000 in annual amount: (d) Federal Grant Awards made available to the State for costs and claims resulting from natural disasters, civil disobedience or other occurrences of sufficient severity to have occasion and declaration by the governor of a State of emergency. (4) Interdepartmental Service Agreements. State Departments disbursing Federal Grant Award Funds through an ISA to another State Department are required to comply with 815 CMR 6.00: Interdepartmental Fiscal Business and policies and procedures issued by the Office of the Comptroller related to expenditures of federal funds, including personnel.