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GRANT GLOSSARY The following are definitions for technical terms and acronyms used in the federal grant industry. Accrued Expenditures Charges incurred by a recipient during a given period requiring the provision of funds for: goods and other tangible property received; services performed by employees, contractors, subrecipients, and other payees; and other amounts becoming owed under programs for which no current services or performance is required. Accrued Income Sum of: earnings during a given period from services performed by the recipient, and (ii) goods and other tangible property delivered to purchasers; and amount becoming owed to the recipient for which no current services or performance is required by the recipient. Acquisition Cost of Equipment Net invoice price of the equipment, including the cost of modifications, attachments, accessories, or auxiliary apparatus necessary to make the property usable for the purpose for which it was acquired. Other charges, such as the cost of installation, transportation, taxes, duty or protective in-transit insurance, shall be included or excluded from the unit acquisition cost in accordance with the recipient’s regular accounting practices. Advance Payment A payment made to a recipient upon its request either before outlays are made by the recipient or through the use of predetermined payment schedules. American Recovery and Reinvestment Act (ARRA) of 2009 The economic stimulus package of $787 billion (Also known as the “Recovery Act”, was signed into law by the President on February 17, 2009; it is the economic stimulus package of $787 billion. “Making supplemental appropriations for job preservation and creation, infrastructure investment, energy efficiency and science, assistance to the unemployed, and State and local fiscal stabilization, for the fiscal year ending September 30, 2009, and for other purposes”. Application Package A group of specific forms and documents for a specific funding opportunity which are used to apply for a grant. Application Package Template One or more forms and documents which can be reused for multiple opportunity-specific application packages. ARRA See: American Recovery and Reinvestment Act of 2009. Award Financial assistance that provides support or stimulation to accomplish a public purpose. Awards include grants and other agreements in the form of money or property in lieu of money, by the federal government to an eligible recipient. The term does not include: technical assistance, which provides services instead of money; other assistance in the form of loans, loan guarantees, interest subsidies, or insurance; direct payments ---PAGE BREAK--- of any kind to individuals; and contracts which are required to be entered into and administered under federal procurement laws and regulations. Benefits A payment made or an entitlement available in accordance with a wage agreement, an insurance policy, or a public assistance program. Benefits.gov Federal website created by the White House in 2002 to provide citizens with easy online access to government benefit and assistance programs, established to launch and manage a diverse portfolio of government-to-citizen, government-to- business and government-to-government websites. Operated, managed and supported by federal agency partnerships, these initiatives provide high-quality solutions such as citizen tax filing, federal rulemaking, electronic training, and benefit information delivery. The beneficiaries include citizens, businesses and federal and state government employees. Budget Revision Modifications to the approved grant budget to capture any changes in cost categories (object codes) and/or budget amount. Must be pre-approved by the granting agency and City Finance Department. Clarifications of cost(s) can also be made even if there is no change in the dollar amount. Budget Transfer This action occurs when funds are transferred from one grant budget line item to another line item within the same allowable costs in the grant. This must be pre-approved by the granting agency and City Finance Department. Cash Contributions A recipient’s cash outlay, including the outlay of money contributed to the recipient by third parties. Catalog of Federal Domestic Assistance (CFDA) An online database of all federal programs available to state and local governments, federally-recognized Indian tribal governments, territories and possessions of the United States, domestic public, quasi-public, and private profit and nonprofit organizations and institutions, specialized groups, and individuals. Catalog of Federal Domestic Assistance (CFDA) Number The identifying number that a federal program is assigned in the Catalog of Federal Domestic Assistance (CFDA). Central Contractor Registration (CCR) The Central Contractor Registry (CCR) is the primary vendor database for the U.S. federal government. CCR validates applicant information and electronically shares the secure and data with the federal agencies' finance offices to facilitate paperless payments through Electronic Funds Transfer (EFT). The CCR stores your organizational information, allowing Grants.gov to verify your identity and to pre-fill organizational information on your grant applications. Code of Federal Regulations (CFR) The Code of Federal Regulations (CFR) is the codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the ---PAGE BREAK--- federal government. It is divided into 50 titles that represent broad areas subject to federal regulation Closeout Process by which the awarding agency determines that all applicable administrative actions and all required work of the award have been completed by the recipient and the awarding agency. Competition ID A grantor selected ID that allows further distinction of the funding opportunity number which allows applications with the same funding opportunity number to be assigned unique identifiers. Contract A procurement contract under an award or subaward, and a procurement subcontract under a recipient's or subrecipient’s contract. Congressional District One of a fixed number of districts into which a state is divided, each district electing one member to the national House of Representatives. Cooperative Agreement An award of financial assistance that is used to enter into the same kind of relationship as a grant; and is distinguished from a grant in that it provides for substantial involvement between the federal agency and the recipient in carrying out the activity contemplated by the award. Cost Sharing The portion of project or program costs not borne by the federal government. Current Accounting Period The period of time the recipient chooses for purposes of financial statements and audits. Data Universal Numbering System (DUNS) A unique nine-character identification number provided by the commercial company Dun & Bradstreet Date of Completion The date on which all work under an award is completed or the date on the award document, or any supplement or amendment thereto, on which awarding agency sponsorship ends. Disallowed Costs Charges to an award that the awarding agency determines to be unallowable, in accordance with the applicable federal cost principles or other terms and conditions contained in the award. Discretionary Grant A grant (or cooperative agreement) for which the federal awarding agency generally may select the recipient from among all eligible recipients, may decide to make or not make an award based on the programmatic, technical, or scientific content of an application, and can decide the amount of funding to be awarded. Earmark Grants Earmark grants are grants that are appropriated by Congress prior to a peer review. The term "earmark" is a reference to the Congressional Record where the awards are written into the legislation specifically with the grant applicant's name, ---PAGE BREAK--- activity and dollar amounts. E-Business Point of Contact (E-Biz POC) An E-Business Point of Contact is responsible for the administration and management of grant activities in his/her organization. The E-Biz POC authorizes representatives of their organization (See: Authorized Organization Representative (AOR)) to submit grant applications through Grants.gov. An E- Biz POC must also register as an AOR to submit an application. E-Gov Office of E-Government & Information Technology (E-Gov) is a part of the Office of Management and Budget (OMB) electronic government initiative. Created in an effort to use technology to provide and improve government services, transactions and interactions with citizens, businesses, and other arms of government. Entitlements A government program that guarantees and provides benefits to a particular group. Equipment Tangible nonexpendable personal property, including exempt property, charged directly to the award and having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. However, consistent with recipient policy, lower limits may be established. Excess Property Property under the control of an awarding agency that, as determined by the head of the awarding agency or his/her delegate, is no longer required for the agency's needs or the discharge of its responsibilities. Exempt Property Tangible personal property acquired in whole or in part with federal funds, where the awarding agency has statutory authority to vest title in the recipient without further obligation to the federal government. An example of exempt property authority is contained in the federal Grant and Cooperative Agreement Act, 31 U.S.C. 6306, for property acquired under an award to conduct basic or applied research by a nonprofit institution of higher education or nonprofit organization whose principal purpose is conducting scientific research. Federal Share of Real Property, Equipment, or Supplies The percentage of the properties or supplies acquisition costs and any improvement expenditures paid with federal funds. This will be the same percentage as the federal share of the total costs under the award for the funding period in which the property was acquired (excluding the value of third party in- kind contributions). Federally Recognized Indian Tribal Government The governing body of any Indian tribe, band, nation, or other organized group or community (including any Native village as defined in section 3 of the Alaska Native Claims Settlement Act certified by the Secretary of the Interior as eligible for the special programs and services provided by him through the Bureau of Indian Affairs. Financial Assistance The transfer of a thing of value from a federal agency to a recipient to carry out a public purpose of support or ---PAGE BREAK--- stimulation authorized by a law of the United States (see 31 U.S.C. 6101(3)). An agency may provide financial assistance through various types of transactions, including grants, cooperative agreements, loans, loan guarantees, interest subsidies, insurance, food commodities, direct appropriations, and transfers of property in place of money. Fiscal monitoring The review of financial transactions and reports to ensure that they comply with the approved grant budget and grant regulations. Funding Opportunity Announcement A publicly available document by which a federal agency makes known its intentions to award discretionary grants or cooperative agreements, usually as a result of competition for funds. Funding opportunity announcements may be known as program announcements, notices of funding availability, solicitations, or other names depending on the agency and type of program. Funding opportunity announcements can be found at Grants.gov/FIND and on the Internet at the funding agency’s or program’s website. Funding Opportunity Number The number that a federal agency assigns to its grant announcement. Funding Period The period of time when federal funding is available for obligation by the recipient. Government A State or local government or a federally recognized Indian tribal government. Grant An award of financial assistance, the principal purpose of which is to transfer a thing of value from a federal agency to a recipient to carry out a public purpose of support or stimulation authorized by a law of the United States (see 31 U.S.C. 6101(3)). A grant is distinguished from a contract, which is used to acquire property or services for the federal government's direct benefit or use. Grant Award This document, or group of documents, specifies important information such as the award number, project period, award date, amount of award, and matching and reporting requirements. It may also contain the grant budget, budget narrative, and special program requirements. Grant (or Project) Period The period of time when awarded funding is available for obligation by the recipient. Grants Policy Committee (GPC) Established by the Chief Financial Officer (CFO) Council (under P.L. 106-107 [EXIT Disclaimer]), consists of grants policy experts from across the federal government. GPC's vision is to improve the effectiveness of federal financial assistance by: Simplifying the application process Streamlining financial assistance award and administration Improving quality and timeliness of information related ---PAGE BREAK--- to assistance Improving stewardship of federal dollars Grants.gov A storefront web portal for use in electronic collection of data (forms and reports) for federal grant-making agencies through the Grants.gov site. (www.grants.gov). Grants.gov Tracking Number A number set used by Grants.gov which is used to identify each application it receives. Indirect Cost Rate The percentage of allowable general administrative expense that each grant should bear. Individual An Individual submits a grant on their behalf, and not on behalf of a company, organization, institution, or government. Individuals sign the grant application and its associated certifications and assurances that are necessary to fulfill the requirements of the application process. Intangible Property and Debt Instruments Includes trademarks, copyrights, patents and patent applications, and such property as loans, notes and other debt instruments, lease agreements, stock and other instruments of property ownership, whether considered tangible or intangible. Inter-Agency Electronic Grants Committee (IAEGC) An organization which encourages and assists federal agencies in developing electronic grants systems and standardizing electronic commerce methodologies throughout the federal government. The IAEGC is chartered to Grants.Gov Program Management Office. Local Government A local unit of government, including specifically a county, municipality, city, town, township, local public authority, school district, special district, intra-state district, council of governments (whether or not incorporated as a nonprofit corporation under State law), any other regional or interstate entity, or any agency or instrumentality of local government. Matching Funds The value of the third party in-kind contributions and the portion of costs not borne by the funding agency. Mandatory Forms Mandatory forms are the forms that are required for the application. Please note that a mandatory form must be completed before the system will allow the applicant to submit the application package. Mandatory Grant A grant (or cooperative agreement) awarded under a program where the authorizing statute requires the head of the agency or designee to make an award to each eligible entity under the conditions and in the amount (or based on the formula) specified in the statute. Memorandum of Understanding (MOU) A document describing an agreement between two parties, including their roles and responsibilities, to carry out a specific purpose. Obligations The amounts of orders placed, contracts and grants awarded, ---PAGE BREAK--- services received and similar transactions during a given period that require payment by the recipient during the same or a future period. OMB Circular A-133, Audits of States, Local Governments, and Non- Profit Organizations OMB (Office of Management and Budget) Circular A-133 describes the audit requirements that apply to recipients of federal funds. OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments OMB Circular A-87 establishes principles and standards for determining costs for federal awards carried out through grants and other agreements, such as factors affecting allowability of costs, reasonable costs, and allocable costs. Optional Forms Optional forms are the forms that can be used to provide additional support for an application, but are not required to complete the application package. Organization A grant applicant who is submitting a grant on behalf of a company, state, local or tribal government, academic or research institution, not-for-profit, or any other type of institution. Outlays or Expenditures Charges made to the project or program, which may be reported on a cash or accrual basis. Per Diem Per diem is a meal allowance for employees when traveling for grant purposes that does not have to be substantiated by receipts. Per diem will be paid in three segments – breakfast, lunch and dinner. Federal Per Rates apply. Personal Property Property of any kind except real property. It may be tangible, having physical existence, or intangible, having no physical existence, such as copyrights, patents, or securities. Point of Contact (POC) An individual who is designated as the person responsible for authorization and maintenance of information on behalf of a CCR registrant, coordinating communication among organizations. Prior Approval Written approval by an authorized awarding agency official evidencing prior consent. Program Income Gross income earned by the recipient that is directly generated by a supported activity or earned as a result of the award. Project Costs All allowable costs, as set forth in the applicable federal cost principles (see Sec. 74.27), incurred by a recipient and the value of the contributions made by third parties in accomplishing the objectives of the award during the project period. Project Period The period established in the award document during which awarding agency sponsorship begins and ends. Property Real property, equipment, intangible property and debt instruments. Real Property Land, including land improvements, structures and ---PAGE BREAK--- appurtenances thereto, but excludes movable machinery and equipment. Recipient An organization receiving financial assistance directly from an awarding agency to carry out a project or program. Recovery.gov Federal website established in order to accomplish the mission set out in the Recovery Act, and provide information for the public to monitor the progress of the stimulus package. Recovery.gov features: Weekly updates of the agencies' funding notifications and financial and activity reports Map presenting state-by-state funding Graphs charting the weekly progress of agencies’ made available and paid-out funds Map showing the recipients of funds and the resulting projects Written reports on the agencies' plans for where and how they'll spend the funds Information on federal contracts, grants and loans, a map illustrating the estimates of jobs to be created or saved and links to job information sites Links to state recovery sites and other government recovery sites Tools for the public to report for waste, fraud and abuse of recovery funds Oversight audits by the Inspectors General of each agency Recovery Act See: American Recovery and Reinvestment Act of 2009. Research and Development All research activities, both basic and applied, and all development activities that are supported at universities, colleges, hospitals, other nonprofit institutions, and commercial organizations. Research is defined as a systematic study directed toward fuller scientific knowledge or understanding of the subject studied. Development is the systematic use of knowledge and understanding gained from research directed toward the production of useful materials, devices, systems, or methods, including design and development of prototypes and processes. The term research also includes activities involving training of individuals in research techniques where such activities utilize the same facilities as other research and development activities and where such activities are not included in the instruction function. Researcher A Grant Researcher writes, prepares, and/or searches for grant applications on their behalf, or on behalf of a company, organization, institution, or government, but do not plan to sign the grant application or its associated certifications and ---PAGE BREAK--- assurances. Role Manager The person listed as the Point of Contact for a specific grantor agency or sub-agency. This person will receive any email notifications about application submissions, depending on the option selected in the agency's profile. Request For Application (RFA) The official document that invites entities to submit grant applications to accomplish a specific program purpose and provides instructions on how to complete the application. Standard Form 424 (SF-424) Series Forms Standard government-wide grant application forms including: SF-424 (Application for federal Assistance cover page); SF-424A (Budget Information Non-construction Programs); SF-424B (Assurances Non-construction Programs; SF-424C (Budget Information Construction Programs); and SF-424D (Assurances Construction Programs). Plus named attachments including Project Narrative and Budget Narrative. Stimulus Package See: American Recovery and Reinvestment Act of 2009. Stipend A stipend is a payment made to someone who voluntarily participates in a grant initiated activity or meeting that occurs after the regular workday or on weekends. Stipends may be paid as monetary or incentive, i.e., gift certificate if written into the grant. Subaward An award of financial assistance in the form of money, or property in lieu of money, made under an award by a recipient to an eligible subrecipient or by a subrecipient to a lower tier subrecipient. The term includes financial assistance when provided by any legal agreement, even if the agreement is called a contract, but does not include procurement of goods and services nor does it include any form of assistance which is excluded from the definition of award. Subrecipient The legal entity to which a subaward is made and which is accountable to the recipient for the use of the funds provided. Supplement Not Supplant Federal provision requiring federal funds to be used to augment the regular city program, not substitute for funds or services that would otherwise be provided by state and local funds during the time period in question. Supplies All personal property excluding equipment, intangible property, and debt instruments as defined in this section, and inventions of a contractor conceived or first actually reduced to practice in the performance of work under a funding agreement. Suspension A post-award action by the awarding agency that temporarily withdraws the agency’s financial assistance sponsorship under an award, pending corrective action by the recipient or pending a decision to terminate the award. Synopsis of Funding Summary information extracted from or based on the funding ---PAGE BREAK--- Opportunity opportunity announcement that is electronically posted at the government-wide website known as Grants.gov/Find. The posting at Grants.gov/FIND includes a direct link to the funding opportunity announcement or includes an uploaded copy of the funding opportunity announcement. Termination The cancellation of awarding agency sponsorship, in whole or in part, under an agreement at any time prior to the date of completion. Third Party In-Kind Contributions The value of non-cash contributions provided by non-federal third parties. Third party in-kind contributions may be in the form of real property, equipment, supplies and other expendable property, and the value of goods and services directly benefiting and specifically identifiable to the project or program. Transaction Journal A detail report of expenditures for goods and services sorted by cost center and object. Unobligated Balance The portion of the funds authorized by an awarding agency that has not been obligated by the recipient and is determined by deducting the cumulative obligations from the cumulative funds authorized. USA.gov The official web portal of the United States Government created to improve U.S. Government interactions with the public; by offering links to every federal agency to help website visitors quickly find information to the services they seek. USA.gov features links to every federal, state, local, and tribal government agency.