# Presentation: 699990

## Letters of CreditGrants/Cooperative Agreement/Contracts

- Reengineered Process
- NSSC Transition

## Agenda

- Grant Processes
- Schedule – Grantee Community
- Schedule – Resource Community
- Key messages
- Q & A

##  Grant Process

| Step | Current Process |   | Re-engineered Process |
| --- | --- | --- | --- |
| 1 | NASA uses Department of Health & Human Services Payment Management System (DHHS/PMS) to administer Letter of Credit for advanced payments to educational institutions, public and private organizations, and state and local governments |  | No change |
| 2 | DHHS/PMS is updated w/ the latest authority available for drawdown at the Grantee level (eg SJSU, Stanford U, etc.) |  | On a daily basis, an authority file is uploaded to DHHS/PMS  at the Grant award level (ie. Purchase order) |
| 3 | Grantees make periodic drawdowns at Grantee level for their estimated needs and cost is recorded  |  | Grantees will make drawdowns against individual grants  |
| 4 | Drawdowns are posted in the NASA financial system by Financial Management Division (FMD) |  | No change |
| 5 | Interface distributes drawdown amounts to individual grants based on a standard algorithm since SF272 disbursement reports are only available quarterly |  | Process no longer needed |
| 6 | When quarterly SF272 is received, FMD reverses all transactions and reposts actual costs/disbursements according to individual grants |  | Process no longer needed |

##  Grants Re-engineering &  NSSC Transition Schedules 2008-Grantee Community

_**August **_
- Aug. 31- Account set up cut-off date for new awards
_**September **_
- Sept. 15 - Last day to submit Purchase Requisitions (PRs) for incrementally funded grants to be obligated by the NSSC before fiscal year end
- Sept. 25 - Last day for Grantee drawdown/costs for activities through Sept. 30
- Sept. 30- Last day for NSSC to obligate funds on Grants (funding through Nov. 30)
_**October **_
- Oct. 1 - First day for Grantee drawdown/costs for October and November (It is important for technical organizations to assist in the communication of this drawdown/costs cut off date to Grantees)
- Oct. 3 - Last day for Grantee drawdown/costs for October and November
- Oct. 10 – Early submission of 4th Quarter (July-September) SF 272 disbursement report from Grantees to NASA (normally due October 22)
_**November **_
- Nov. 5 - The Financial Management Division will post 4th Quarter (July-September) SF 272 reports and all drawdown/costs from October 3 in the financial system
_**December **_
- Dec. 1- DHHS/PMS system re-opens for new obligations, new accounts and drawdowns/costs

##  Grants Re-engineering &  NSSC Transition Schedules 2008-Resource Community

_**August **_
- Aug. 31- Account set up cut-off date for new awards
_**September **_
- Sept. 15 - Last day to submit Purchase Requisitions (PRs) for incrementally funded grants to be obligated by the NSSC before fiscal year end
- Sept. 25 - Last day for Grantee drawdown/costs for activities through Sept. 30
- Sept. 30- Last day for NSSC to obligate funds on Grants (funding through Nov. 30)** **
_**October **_
- Oct. 1 - First day for Grantee drawdown/costs for October and November (It is important for technical organizations to assist in the communication of this drawdown/costs cut off date to Grantees)
- Oct. 3 - Last day for Grantee drawdown/costs for October and November
**Oct. 10** - Early submission of 4th Quarter (July-September) SF 272 disbursement report from Grantees to NASA (normally due October 22), including a spreadsheet w/distribution of two month (October/November) drawdown by individual grant.
**Oct. 15-**** **FMD will email to specific resource personnel with amount of drawdown by individual grant for specific WBS distribution
**Oct. 21-**** **Selected resource personnel return spreadsheet w/ WBS distribution to FMD for posting in SAP
_**November **_
- Nov. 5 – Last day for FMD to post 4th Quarter (July-September) SF 272 reports and all October/November drawdown/costs in the financial system
_**December **_
- Dec. 1- DHHS/PMS system re-opens for new obligations, new accounts and drawdowns/costs

## Key Messages

_**For Grantee Community**_
- New grants must be set up by August 31
- Purchase requests must be submitted by September 15
- Grantees must drawdown October/November cost during October 1-3 timeframe to _ensure no work stoppage_
- No Grantee drawdowns from October 4 thru November 30
_**For Resource Community**_
- Purchase requests must be submitted by September 15
- Costs for drawdowns thru November will be in SAP/BW after November 5
- Strongly encourage grantees to drawdown October/November cost during October 1-3 timeframe to _ensure no work stoppage_
- No Grantee drawdowns from October 4 thru November 30

## Q & A