Federal Assistance Manual Chapter 1-02

CHAPTER 1-02 RESPONSIBILITIES FOR THE ADMINISTRATION OF GRANTS AND COOPERATIVE AGREEMENTS

• 1-02-00 Purpose
• 1-02-10 Background
• 1-02-20 Regional Directors, Regional Coordinating Centers
• 1-02-30 Assistant Director, Program Support
• 1-02-40 Assistant Director, Finance and Accounting

1-02-00 PURPOSE

The purpose of this chapter is to establish and delineate the responsibilities associated with the management of OSM's Federal assistance programs in order to ensure consistency in the administration of grants and cooperative agreements throughout OSM.

1-02-10 BACKGROUND

1. Effective administration of Federal assistance programs requires the active participation of staff who are trained and experienced in a variety of professional disciplines. Close coordination by these various participants and an understanding of their responsibilities are vital in order to achieve OSM program objectives.

2. A major component of effective administration,especially in a decentralized operation, is consistent communication. It is particularly important that all offices involved in grants administration establish and maintain open, clear and effective channels of communication for the exchange of information, especially information regarding decisions, interpretations and other matters having wide applicability to the grants operations.

1-02-20 REGIONAL DIRECTORS. REGIONAL COORDINATING CENTERS

1. The Regional Directors-Regional Coordinating Centers (RCC), located in Pittsburgh, Pennsylvania, Alton, Illinois, and Denver, Colorado, have the following responsibilities related to grants management:
   1. Receive and review grant applications; work with grant recipient to resolve all issues; approve and sign grant awards.

   2. Determine availability of grant funds for award. Sign the OSM-52 form to approve obligation/deobligation of grant funds.

   3. Coordinate with the Office of Communications regarding notification of grant awards.

   4. Coordinate with DFM on grant funding and financial management issues.

   5. Administer the awarded grants, including the processing and approval of necessary amendments and budget revisions.

   6. Receive, review and take any necessary action on grant expenditure and performance reports.

   7. Conduct reviews of grant recipient financial and operational systems. Resolve issues with grant recipients.

   8. Provide information to the Department of the Interior to meet various grant reporting requirements.

   9. Work with grant recipients to resolve issues raised during audits; provide recommended resolution to HQ.

   10. Work with grant recipients to provide grant budget estimates; provide analysis of and recommendations on grant recipients' budget estimates.

   11. Maintain the official grant files.

   12. Initiate, participate or assist in grants training sessions for OSM and grant recipient personnel.

2. The above duties may be performed at the Regional Coordinating Center or the Field Office.

1-02-30 ASSISTANT DIRECTOR. PROGRAM SUPPORT

The Assistant Director, Program Support (AD-PS), located in OSM Headquarters, is responsible for the policy, programmatic and administrative aspects of OSM grants program. Under the AD-PS, the Division of Reclamation Support has the following responsibilities related to grants policy and administration:

1. Develop, maintain and coordinate national policy and uniform procedures for grants administration. Provide grants policy and administrative guidance.

2. Provide policy, procedures and direction for the conduct of reviews or special studies to determine compliance with applicable laws, regulations, policies and procedures.

3. Develop agency-wide guidance on the management control of the grants program.

4. Prepare decision documents and advise OSM management on grants issues.

5. Maintain liaison with the Department of the Interior, Department of the Treasury, the Office of Management and Budget and other Federal agencies on grants policy issues and procedures.

6. Initiate, participate or assist in grants training sessions for grant recipients and OSM staff.

7. Develop procedures for the allocation of AML and regulatory grants.

8. Prepare the annual regulatory grant allocations. In coordination with DFM, prepare the annual AML grant distributions.

1-02-40 ASSISTANT DIRECTOR. FINANCE AND ADMINISTRATION

The Assistant Director, Finance and Administration (AD-FA), located in OSM Headquarters, is responsible for providing financial management support to the agency. Under the AD-FA, the Division of Financial Management (DFM), located in Denver, Colorado, has the following responsibilities which support OSM's grants program:

1. Calculate the annual AML grant distributions in coordination with the Division of Reclamation Support.

2. Establish and operate the transfer of funds system.

3. Develop and maintain a system to track and report grant information.

4. Maintain the official accounting records for grant transactions.

FEDERAL ASSISTANCE MANUAL
January 2, 1998