DFC-M 2018 Standard Terms and Reporting Requirements Page 1

Drug-Free Communities Mentoring (DFC-M) Program

Award Terms, Conditions, Reporting and Closeout Requirements 

Contents

DFC-M Fiscal Year (FY) 2018 Award Terms............................................................................................................................. 2

DFC-M FY 2018 Reporting Requirements.............................................................................................................................19

DFC-M 2018 Closeout Requirements (applicable to the final year of the DFC-M grant) .....................................................20
DFC-M 2018 Standard Terms and Reporting Requirements Page 2

DFC-M Fiscal Year (FY) 2018 Award Terms 

Terms/ 

Reports

Name Language

1 Acceptance of the 

Terms of an Award

By drawing down or otherwise obtaining funds from the HHS Payment 

Management System, the recipient acknowledges acceptance of the terms and 

conditions of the award and is obligated to perform in accordance with the 

requirements of the award. If the recipient cannot accept the terms, the 

recipient should notify the Grants Management Officer (GMO) within thirty (30) 

days of receipt of this award notice. Once an award is accepted by a recipient, 

the contents of the Notice of Award (NoA) are binding on the recipient unless 

and until modified by a revised NoA signed by the GMO. 

Certification Statement: By drawing down funds, the recipient certifies that 

proper financial management controls and accounting systems, to include 

personnel policies and procedures, have been established to adequately 

administer Federal awards and funds drawn down. Recipients of Department of 

Health and Human Services’ (DHHS) grants or cooperative agreement awards 

must also comply with all terms and conditions of their awards, including: (a) 

terms and conditions included in the HHS Grants Policy Statement in effect at the 

time of a new, non-competing continuation, or renewal award 

(http://www.hhs.gov/sites/default/files/grants/grants/policiesregulations/hhsgps107.pdf), including the requirements of HHS grants 

administration regulations; (b) requirements of the authorizing statutes and 

implementing regulations for the program under which the award is funded; (c) 

applicable requirements or limitations in appropriations acts; and (d) any 

requirements specific to the particular award specified in program policy and 

guidance, the Funding Opportunity Announcement, or the NoA. 

2 Special Term Drug-Free 

Communities 

Mentoring (DFC-M) 

Program

The purpose of the Drug-Free Communities Mentoring (DFC-M) Program is, 

through the assistance and expertise of existing DFC recipients, to encourage the 

development of new, self-supporting community coalitions that are focused on 

the prevention of youth substance use. Through the Implementation of 

appropriate training and technical assistance, it is the intent of the DFC 

Mentoring (DFC-M) Program to bolster newer coalitions and move them onto 

becoming DFC recipients in the near future.

The DFC-M Program is funded and directed by the Office of National Drug 

Control Policy (ONDCP) and partners with the Substance Abuse and Mental 

Health Services Administration (SAMHSA) for day-to-day management. While 

responsibility rests with the recipient for achieving the primary goals of the 

program, SAMHSA shall monitor and provide continuing technical assistance, 

consultation, and coordination in the execution of the project during the funding 

period. You can find additional details about the support available to you as a 

recipient on the DFC Me (Management and Evaluation) system’s Learning Center 

at https://dfcme.ondcp.eop.gov/.

In addition to these Terms and Conditions and the applicable statutes and 

regulations, recipients are bound by all requirements in the Funding Opportunity 

Announcement (FOA) for the FY 2018 DFC-M Program available at 

https://www.samhsa.gov/grants/grant-announcements/sp-17-003.
DFC-M 2018 Standard Terms and Reporting Requirements Page 3

3 Special Term Recipient Roles and 

Responsibilities

For the purposes of the DFC-M Program, a recipient is either a coalition that has 

received a grant or is an outside agent that is serving as the recipient on behalf of 

a community. The following Statutory Eligibility Requirements must be met each 

year while the coalition is funded by the DFC Mentoring Program. 

The Statutory Eligibility Requirements pertain to DFC-funded coalitions. If you 

are the recipient for a coalition, you are responsible for ensuring all eligibility 

criteria are met by the coalition.

The recipient must continue to meet the Statutory Eligibility Requirements, as 

required by the original Funding Opportunity Announcement and the Drug-Free 

Communities Act during each year of funding. 

• The Mentor coalition must maintain that it has been in existence for at least 

five (5) years.

• The Mentor coalition must be in compliance with all requirements of their 

existing DFC grant for the previous year and remain in good standing for the full 

duration of the Mentoring grant.

• The Mentor coalition must continue to document achievable results in the 

prevention of youth substance use.

• The Mentor coalition must have at least one staff person, as well as sector 

volunteers willing to serve as mentors to the Mentee community/coalition.

• The Mentee coalition must not have received a DFC grant in the past year 

• The Mentor coalition may request up to $75,000 from the DFC Mentoring 

Program.

• The Mentor coalition must demonstrate a minimum of a one-to-one match in 

non-Federal funds, which are not identified as match on their DFC grant.

Other Requirements for all DFC-M Recipients (coalitions or outside agents)

• The recipient must continue to implement the 12 Month Mentoring Plan 

outlined in the approved application for DFC funding. 

• The Key Personnel (Program Director and Project Coordinator) of the DFCfunded Mentor coalition must participate in the DFC Me system 

(https://dfcme.ondcp.eop.gov/), so that he/she receives information from the 

DFC Staff on a timely basis 

• The recipient must send the Grants Management Specialist (GMS) and DFC 

Government Project Officer (GPO) copies of all training and technical assistance 

related contracts and/or other documents produced as a result of participation 

in any training and/or technical assistance resulting directly from the expenditure 

of DFC grant funds, including but not limited to 

assessment/planning/implementation documents, evaluation agreements and 

documents and attendance at conferences, workshops, etc.

• The Mentor and Mentee coalitions is expected to use the Strategic Prevention 

Framework (SPF), a five-step evidence based process for community planning 

and decision making.

4 Special Term DFC New Recipient 

Webinar Series

For FY 2018 DFC-M grant award recipients will not be required to attend a New 

Recipient Training in DC. Instead, Key Personnel will be required to participate in 

a series of training webinars to ensure understanding of the DFC-M Program and 

key requirements. Additional information regarding the DFC-M New Recipient 

Webinar Series will be provided via the DFC Me System and the assigned DFC-M

GPO.
DFC-M 2018 Standard Terms and Reporting Requirements Page 4

5 Special Term DFC Me DFC Management and Evaluation (DFC Me) System

DFC Me is the Drug-Free Communities (DFC) Support Program's new interactive 

system designed to improve communication and help your coalition better 

manage its DFC-M grant. DFC Me is also your one-stop shop for submitting SemiAnnual Progress Report, sharing best practices, receiving the latest program and 

training updates, and also provides you with the ability to request technical 

assistance. 

The Program Director and Project Coordinator of the DFC-M funded coalition 

must participate in the DFC Me system (https://dfcme.ondcp.eop.gov/), so that 

they receive information from ONDCP DFC Staff on a regular basis. 

DFC-M funded coalitions will receive additional information on the DFC Me

system via email from their assigned DFC-M GPO. For more information on the 

DFC Me system, please contact your DFC-M GPO and the DFC National Evaluation 

Team (dfc_evaluators@icf.com). 

6 Special Term Matching The recipient must receive and expend non-Federal matching funds as required 

in the FOA) and the Drug-Free Communities Act. In-kind support (i.e., donations, 

volunteer time, etc.) may also be used to satisfy the match requirement. The 

table below indicates the percentage of match required for DFC-M grant 

recipients in each year of the grant. 

Grant Year Match Requirement

1 100%

2 125%

7 Special Term Award Expectations

and Noncompliance

The eligibility and program requirements originally outlined in the funding 

opportunity must continue to be adhered to as the funded project is 

implemented. Recipients must comply with the performance goals, milestones, 

outcomes, and performance data collection as reflected in the FOA and related

policy and guidance, as well as the certifications and assurances submitted with 

the award application.

Failure to meet any one of these requirements is considered non-compliance 

with program and grant regulations. If for any reason you do not comply with the 

applicable terms, conditions, rules and regulations, or deadlines for the DFC–M 

Program, your grant will be subject to the Progressive Discipline and Appeals 

Process. There are three progressive discipline actions that can be taken: 1) 

Addition of special terms or conditions, 2) Suspension, and 3) Termination. 

Failure to comply with Special Terms and Conditions may also result in a financial 

drawdown restriction on your Payment Management System account or denial 

of funding in the future. Additional terms and/or conditions may also be applied 

to this award if outstanding financial or programmatic compliance issues are 

identified by Substance Abuse and Mental Health Services Administration 

(SAMHSA).

An overview of the DFC Program’s Progressive Discipline and Appeals Process will 

be discussed in the DFC-M New Recipient Training webinar series required of all 

DFC grant recipients. 
DFC-M 2018 Standard Terms and Reporting Requirements Page 5

8 Special Term Corrective Action 

Plan (CAP)

When requested by the DFC-M GPO, the recipient must develop a Corrective 

Action Plan (CAP) and complete the approved plan within the designated 

timeframe designated by the DFC-M GPO. The Corrective Action Plan must be 

designed to address identified deficiencies in performance and/or in the 

conditions contributing or causing the identified unsatisfactory performance. 

Failure to submit a responsive CAP may result in a determination of noncompliance with program and grant regulations and the addition of special terms 

or conditions to the award.

1 Standard Term Uniform 

Administrative 

Requirements, Cost 

Principles, and 

Audit Requirements 

for HHS Awards

The NoA issued is subject to the administrative requirements, cost principles, and 

audit requirements that govern Federal monies associated with this award, as 

applicable, in the Uniform Administrative Requirements, Cost Principles, and 

Audit Requirements in 2 CFR Part 200 as codified by the 45 CFR Part 75, 

https://www.ecfr.gov/cgi-bin/text-idx?node=pt45.1.75. 

2 Standard Term Future Funding If indicated in the NoA, recommended future support reflects TOTAL costs (direct 

plus indirect). Funding is subject to the availability of Federal

funds, and that matching funds, are verifiable, and progress of the award is 

documented and acceptable. 

3 Standard Term Non-Supplant Federal award funds must supplement, not replace (supplant) non-Federal funds. 

All recipients who receive awards under programs that prohibit supplanting by 

law must ensure that Federal funds do not supplant funds that have been 

budgeted for the same purpose through non-Federal sources. Applicants or 

award recipients may be required to demonstrate and document that a 

reduction in non-Federal resources occurred for reasons other than the receipt 

of expected receipt of Federal funds.

4 Standard Term Unallowable Costs All costs incurred prior to the award issue date and costs not consistent with the 

funding opportunity per 45 CFR Part 75, are not allowable under this award.

5 Standard Term Carryover -

Expanded Authority 

for Unobligated 

Balances from One 

Budget Period to 

Any Subsequent 

Budget Period

Federal administrative requirements allow agencies to waive certain cost-related 

and administrative prior approvals; these are known as expanded authorities. 

Per 45 CFR Part 75.308 (d)(3) SAMHSA has extended expanded authorities to 

allow recipients that have not been designated Restricted Status and placed on 

drawdown restriction, to carry over unobligated balances (UOB) of 10 percent or 

less from one budget period to any subsequent period within the project period 

without prior approval. Recipients MUST report an Intent to Carry Over an UOB 

in the remarks section of the annual Federal Financial Report (FFR). Recipients 

who are on Restricted Status or requested amount for carryover fall outside of 

the criteria described above must submit a Prior Approval and receive formal 

written approval from the Grants Management Officer (GMO). 

Instructions on reporting Intent to Carry Over on the FFR, and for submitting a 

Prior Approval for Carry Over, are available at 

http://www.samhsa.gov/grants/grants-management/post-awardchanges/carryover-requests. Only responses to prior approval requests signed 

by the GMO in an amended NoA are considered valid. 

This authority may also be overridden by other special terms or conditions of the 

award. Recipients must carefully review the NoA to determine if a particular 

authority is withheld for a specific award.

Recipients must exercise proper stewardship over Federal funds and ensure that 

costs charged to awards are allowable, allocable, reasonable, necessary, and 
DFC-M 2018 Standard Terms and Reporting Requirements Page 6

consistently applied regardless of the source of funds. SAMHSA may disallow the 

costs if it is determined, through audit or otherwise, that the costs do not meet 

the tests of allowability, allocability, reasonableness, necessity, and consistency.

For all items requiring prior approval, DFC-M grant recipients must notify their 

assigned DFC-M GPO and GMS via email.

6 Standard Term Prior Approval SAMHSA anticipates that the recipient may need to modify the recipient's award 

budget or other aspects of its approved application during performance to 

accomplish the award's programmatic objectives. In general, recipients are 

allowed a certain degree of latitude to rebudget within and between budget 

categories to meet unanticipated needs and to make other types of post-award 

changes, provided that the changes still meet the statutory program 

requirements and the regulatory requirements under 45 CFR, as applicable. 

Items that require prior approval (i.e. formal written approval) from the GMO, as 

indicated in either 45 CFR Part 75 or the HHS Grants Policy Statement, must be 

submitted in writing to the GMO. Based on the nature, extent, and timing of the 

request, the SAMHSA GMO may approve, deny, or request additional material to 

further document and evaluate your request. Only responses provided by the 

GMO are considered valid. If SAMHSA approves the request, an amended Notice 

of Award (NoA) will be issued. Verbal authorization is not approval and is not 

binding on SAMHSA. Recipients that proceed on the basis of actions by 

unauthorized officials do so at their own risk, and SAMHSA is not bound by such 

responses.

Prior approval is required for, but is not limited to: Changes in Key Personnel and 

Level of Effort (an absence of 3 months or more, or a change in effort of 25 

percent or more), Budget Revisions, Changes in Scope, Carryover Requests (that 

fall outside the term for the Expanded Authority for Carryover), and No Cost 

Extensions. A summary of activities that require prior approval are listed in the 

HHS Grants Policy Statement under Exhibit 5, Page II-49 Activities, is available at 

http://www.hhs.gov/sites/default/files/grants/grants/policiesregulations/hhsgps107.pdf. 

DFC-M grant recipients must submit prior approval requests into the eRA 

Commons system. SAMHSA Instructions for post-award changes that require 

prior approval is available at http://www.samhsa.gov/grants/grantsmanagement/post-award-changes.

7 Standard Term Accounting Records 

and Disclosure

Recipients and subrecipients must maintain records which adequately identify 

the source and application of funds provided for financially assisted activities. 

These records must contain information pertaining to grant or sub-grant awards 

matching funds and in-kind support, and authorizations, obligations, unobligated 

balances, assets, liabilities, outlays or expenditures, and income. Reference 45 

CFR Part 75, Performance and Financial Monitoring, and Subrecipient Monitoring 

and Management §§75.341 – 75.360.

SAMHSA, or its designee, reserves the right to conduct a financial compliance 

audit and on-site program review of grants with significant amounts of Federal

funding. Please reference Audits. 
DFC-M 2018 Standard Terms and Reporting Requirements Page 7

8 Standard Term Conflicts of 

Interest Policy

Recipients must establish written policies and procedures to prevent employees, 

consultants, and others (including family, business, or other ties) involved in 

grant-supported activities, from involvement in actual or perceived conflicts of 

interest. The policies and procedures must: 

• address conditions under which outside activities, relationships, or 

financial interests are proper or improper; 

 provide for advance disclosure of outside activities, relationships, or 

financial interests to a responsible organizational official; 

 include a process for notification and review by the responsible official 

of potential or actual violations of the standards; and,

 specify the nature of penalties that may be imposed for violations.

9 Standard Term Administrative and 

National Policy 

Requirements

Public policy requirements are requirements with a broader national purpose 

than that of the Federal sponsoring program or award that an applicant/recipient 

must adhere to as a prerequisite to and/or condition of an award. Public policy 

requirements are established by statute, regulation, or Executive order. In some 

cases they relate to general activities, such as preservation of the environment, 

while, in other cases they are integral to the purposes of the award-supported

activities. An application funded with the release of Federal funds through a 

grant award does not constitute or imply compliance with Federal statute and 

regulations. Funded organizations are responsible for ensuring that their 

activities comply with all applicable Federal regulations.

10 Standard Term Executive Pay The Consolidated Appropriations Act, 2018 (Pub. L.115-141) signed into law on 

January 10, 2018, restricts the amount of direct salary to Executive Level II of the 

Federal Executive Pay scale. The Executive Level II salary per E.O. 13819, was 

increased to $189,600 effective January 1, 2018. 

For awards issued prior to this change, if adequate funds are available in active 

awards, and if the salary cap increase is consistent with the institutional base 

salary, recipients may rebudget to accommodate the current Executive Level II 

salary level. However, no additional funds will be provided to these grant awards.
DFC-M 2018 Standard Terms and Reporting Requirements Page 8

11 Standard Term SAM and DUNS 

Requirements

THIS AWARD IS SUBJECT TO REQUIREMENTS AS SET FORTH IN 2 CFR 25.110 

CENTRAL CONTRACTOR REGISTRATION (CCR) (NOW THE SYSTEM FOR AWARD 

MANAGEMENT (SAM)) AND DATA UNIVERSAL NUMBER SYSTEM (DUNS) 

NUMBERS. 2 CFR Part 25 - Appendix A4

SAM and Universal Identifier Requirements

 

A. Requirement for System of Award Management

Unless you are exempted from this requirement under 2 CFR 25.110, you, as the 

recipient, must maintain the currency of your information in the SAM, until you 

submit the final financial report required under this award or receive the final 

payment, whichever is later. This requires that you review and update the 

information at least annually after the initial registration, and more frequently if 

required by changes in your information or another award term.

B. Requirement for unique entity identifier If you are authorized (reference 

project description) to make subawards under this award,

you:

1. Must notify potential subrecipients that no entity (see definition in paragraph 

C of this award term) may receive a subaward from you, unless the entity has 

provided its unique entity identifier to you. 

2. May not make a subaward to an entity, unless the entity has provided its 

unique entity identifier to you.

C. Definitions. For purposes of this award term:

1. System of Award Management (SAM) means the Federal repository into which 

an entity must provide information required for the conduct of business as a 

recipient. Additional information about registration procedures may be found at 

the SAM Internet site (currently at: http://www.sam.gov). 

2. Unique entity identifier means the identifier required for SAM registration to 

uniquely identify business entities. 

3. Entity, as it is used in this award term, means all of the following, as defined at 

2 CFR part 25, subpart C:

a. A governmental organization, which is a state, local government, or Indian 

Tribe; b. A foreign public entity; c. A domestic or foreign nonprofit organization; 

d. A domestic or foreign for-profit organization; and e. A Federal agency, but only 

as a subrecipient under an award or subaward to a nonFederal entity. 

4. Subaward:

a. This term means a legal instrument to provide support for the performance of 

any portion of the substantive project or program for which you received this 

award and that you as the recipient award to an eligible subrecipient. b. The 

term does not include your procurement of property and services needed to 

carry out the project or program (for further explanation, see 2 CFR 200.330). c. 

A subaward may be provided through any legal agreement, including an 

agreement that you consider a contract.

5. Subrecipient means an entity that: a. Receives a subaward from you under this 

award; and b. Is accountable to you for the use of the Federal funds provided by 

the subaward.

12 Standard Term Federal Financial 

Accountability and 

Transparency Act 

(FFATA) 

Reporting Subawards and Executive Compensation, 2 CFR, Appendix A to Part 

170 

a. Reporting of first-tier subawards.

1. Applicability. Unless you are exempt as provided in paragraph d. of this award 

term, you must report each action that obligates $25,000 or more in Federal
DFC-M 2018 Standard Terms and Reporting Requirements Page 9

funds that does not include Recovery funds (as defined in section 1512(a)(2) of 

the American Recovery and Reinvestment Act of 2009, Pub. L. 111-5) for a 

subaward to an entity (see definitions in paragraph e. of this award term).

2. Where and when to report.

i. You must report each obligating action described in paragraph a.1. of this 

award term to http://www.fsrs.gov.

ii. For subaward information, report no later than the end of the month following 

the month in which the obligation was made. (For example, if the obligation was 

made on November 7, 2010, the obligation must be reported by no later than 

December 31, 2010.)

3. What to report. You must report the information about each obligating action 

that the submission instructions posted at http://www.fsrs.gov specify.

b. Reporting Total Compensation of Recipient Executives.

1. Applicability and what to report. You must report total compensation for each 

of your five most highly compensated executives for the preceding completed 

fiscal year, if—

i. the total Federal funding authorized to date under this award is $25,000 or 

more;

ii. in the preceding fiscal year, you received—

(A) 80 percent or more of your annual gross revenues from Federal procurement 

contracts (and subcontracts) and Federal financial assistance subject to the 

Transparency Act, as defined at 2 CFR 170.320 (and subawards); and

(B) $25,000,000 or more in annual gross revenues from Federal procurement 

contracts (and subcontracts) and Federal financial assistance subject to the 

Transparency Act, as defined at 2 CFR 170.320 (and subawards); and

iii. The public does not have access to information about the compensation of 

the executives through periodic reports filed under section 13(a) or 15(d) of the 

Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the 

Internal Revenue Code of 1986. (To determine if the public has access to the 

compensation information, see the U.S. Security and Exchange Commission total 

compensation filings at http://www.sec.gov/answers/execomp.htm.)

2. Where and when to report. You must report executive total compensation 

described in paragraph b.1. of this award term:

i. As part of your registration profile at https://www.sam.gov.

ii. By the end of the month following the month in which this award is made, and 

annually thereafter.

c. Reporting of Total Compensation of Subrecipient Executives.

1. Applicability and what to report. Unless you are exempt as provided in 

paragraph d. of this award term, for each first-tier subrecipient under this award, 

you shall report the names and total compensation of each of the subrecipient's 

five most highly compensated executives for the subrecipient's preceding 

completed fiscal year, if—

i. in the subrecipient's preceding fiscal year, the subrecipient received—

(A) 80 percent or more of its annual gross revenues from Federal procurement 

contracts (and subcontracts) and Federal financial assistance subject to the 

Transparency Act, as defined at 2 CFR 170.320 (and subawards); and

(B) $25,000,000 or more in annual gross revenues from Federal procurement 

contracts (and subcontracts), and Federal financial assistance subject to the 

Transparency Act (and subawards); and

ii. The public does not have access to information about the compensation of the 

executives through periodic reports filed under section 13(a) or 15(d) of the 

Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the 

Internal Revenue Code of 1986. (To determine if the public has access to the 
DFC-M 2018 Standard Terms and Reporting Requirements Page 10

compensation information, see the U.S. Security and Exchange Commission total 

compensation filings at http://www.sec.gov/answers/execomp.htm.)

2. Where and when to report. You must report subrecipient executive total 

compensation described in paragraph c.1. of this award term:

i. To the recipient.

ii. By the end of the month following the month during which you make the 

subaward. For example, if a subaward is obligated on any date during the month 

of October of a given year (i.e., between October 1 and 31), you must report any 

required compensation information of the subrecipient by November 30 of that 

year.

d. Exemptions

If, in the previous tax year, you had gross income, from all sources, under 

$300,000, you are exempt from the requirements to report:

i. Subawards,

and

ii. The total compensation of the five most highly compensated executives of any 

subrecipient.

e. Definitions. For purposes of this award term:

1. Entity means all of the following, as defined in 2 CFR part 25:

i. A Governmental organization, which is a State, local government, or Indian 

tribe;

ii. A foreign public entity;

iii. A domestic or foreign nonprofit organization;

iv. A domestic or foreign for-profit organization;

v. A Federal agency, but only as a subrecipient under an award or subaward to a 

non-Federal entity.

2. Executive means officers, managing partners, or any other employees in 

management positions.

3. Subaward:

i. This term means a legal instrument to provide support for the performance of 

any portion of the substantive project or program for which you received this 

award and that you as the recipient award to an eligible subrecipient.

ii. The term does not include your procurement of property and services needed 

to carry out the project or program (for further explanation, see Sec. __ .210 of 

the attachment to OMB Circular A-133, “Audits of States, Local Governments, 

and Non-Profit Organizations”).

iii. A subaward may be provided through any legal agreement, including an 

agreement that you or a subrecipient considers a contract.

4. Subrecipient means an entity that:

i. Receives a subaward from you (the recipient) under this award; and

ii. Is accountable to you for the use of the Federal funds provided by the 

subaward.

5. Total compensation means the cash and noncash dollar value earned by the 

executive during the recipient's or subrecipient's preceding fiscal year and 

includes the following (for more information see 17 CFR 229.402(c)(2)):

i. Salary and bonus.

ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar 

amount recognized for financial statement reporting purposes with respect to 

the fiscal year in accordance with the Statement of Financial Accounting 

Standards No. 123 (Revised 2004) (FAS 123R), Shared Based Payments.

iii. Earnings for services under non-equity incentive plans. This does not include 

group life, health, hospitalization or medical reimbursement plans that do not 

discriminate in favor of executives, and are available generally to all salaried 
DFC-M 2018 Standard Terms and Reporting Requirements Page 11

employees.

iv. Change in pension value. This is the change in present value of defined benefit 

and actuarial pension plans.

v. Above-market earnings on deferred compensation which is not tax-qualified.

vi. Other compensation, if the aggregate value of all such other compensation 

(e.g. severance, termination payments, value of life insurance paid on behalf of 

the employee, perquisites or property) for the executive exceeds $10,000.

[75 FR 55669, Sept. 14, 2010, as amended at 79 FR 75879, Dec. 19, 2014]

13 Standard Term FAPIIS - Recipient 

Integrity and 

Performance 

Appendix XII to 45 CFR Part 75

A. Reporting of Matters Related to Recipient Integrity and Performance

1. General Reporting Requirement

If the total value of your currently active grants, cooperative agreements, and 

procurement contracts from all Federal awarding agencies exceeds $10,000,000 

for any period of time during the period of performance of this Federal award, 

then you as the recipient during that period of time must maintain the currency 

of information reported to the System for Award Management (SAM) that is 

made available in the designated integrity and performance system (currently 

the Federal Awardee Performance and Integrity Information System (FAPIIS)) 

about civil, criminal, or administrative proceedings described in paragraph 2 of 

this award term and condition. This is a statutory requirement under section 872 

of Public Law 110-417, as amended (41 U.S.C. 2313). As required by section 3010 

of Public Law 111-212, all information posted in the designated integrity and 

performance system on or after April 15, 2011, except past performance reviews 

required for Federal procurement contracts, will be publicly available.

2. Proceedings About Which You Must Report

Submit the information required about each proceeding that:

a. Is in connection with the award or performance of a grant, cooperative 

agreement, or procurement contract from the Federal Government;

b. Reached its final disposition during the most recent five year period; and

c. If one of the following:

(1) A criminal proceeding that resulted in a conviction, as defined in paragraph 5 

of this award term and condition;

(2) A civil proceeding that resulted in a finding of fault and liability and payment 

of a monetary fine, penalty, reimbursement, restitution, or damages of $5,000 or 

more;

(3) An administrative proceeding, as defined in paragraph 5 of this award term 

and condition, that resulted in a finding of fault and liability and your payment of 

either a monetary fine or penalty of $5,000 or more or reimbursement, 

restitution, or damages in excess of $100,000; or

(4) Any other criminal, civil, or administrative proceeding if:

(i) It could have led to an outcome described in paragraph 2.c.(1), (2), or (3) of 

this award term and condition;

(ii) It had a different disposition arrived at by consent or compromise with an 

acknowledgement of fault on your part; and

(iii) The requirement in this award term and condition to disclose information 

about the proceeding does not conflict with applicable laws and regulations.

3. Reporting Procedures

Enter in the SAM Entity Management area the information that SAM requires 

about each proceeding described in paragraph 2 of this award term and 

condition. You do not need to submit the information a second time under 
DFC-M 2018 Standard Terms and Reporting Requirements Page 12

assistance awards that you received if you already provided the information

through SAM because you were required to do so under Federal procurement 

contracts that you were awarded.

4. Reporting Frequency

During any period of time when you are subject to this requirement in paragraph 

1 of this award term and condition, you must report proceedings information 

through SAM for the most recent five year period, either to report new 

information about any proceeding(s) that you have not reported previously or 

affirm that there is no new information to report. Recipients that have Federal

contract, grant, and cooperative agreement awards with a cumulative total value 

greater than $10,000,000 must disclose semiannually any information about the 

criminal, civil, and administrative proceedings.

5. Definitions

For purposes of this award term and condition:

a. Administrative proceeding means a non-judicial process that is adjudicatory in 

nature in order to make a determination of fault or liability (e.g., Securities and 

Exchange Commission Administrative proceedings, Civilian Board of Contract 

Appeals proceedings, and Armed Services Board of Contract Appeals 

proceedings). This includes proceedings at the Federal and State level but only in 

connection with performance of a Federal contract or grant. It does not include 

audits, site visits, corrective plans, or inspection of deliverables.

b. Conviction, for purposes of this award term and condition, means a judgment 

or conviction of a criminal offense by any court of competent jurisdiction, 

whether entered upon a verdict or a plea, and includes a conviction entered 

upon a plea of nolo contendere.

c. Total value of currently active grants, cooperative agreements, and 

procurement contracts includes—

(1) Only the Federal share of the funding under any Federal award with a 

recipient cost share or match; and

(2) The value of all expected funding increments under a Federal award and 

options, even if not yet exercised

[81 FR 3019, Jan. 20, 2016]

14 Standard Term Acknowledgement 

of Federal Funding 

in communications 

and contracting. 

DFC-M grant recipient may not issue any press materials such as media 

advisories, press releases, or statements that mention the Office of National 

Drug Control Policy (ONDCP) or use the Presidential seal in any manner without 

explicit written permission from ONDCP. A draft of any proposed materials

should be provided to ONDCP for permission prior to release. For more 

information, please contact DFC@ONDCP.EOP.GOV. 

15 Standard Term Acknowledgement 

of Federal Funding 

at Conferences and 

Meetings

A conference is defined as a meeting, retreat, seminar, symposium, workshop or 

event whose primary purpose is the dissemination of technical information 

beyond the non-Federal entity and is necessary and reasonable for successful 

performance under the Federal award. Allowable conference costs paid by the 

non-Federal entity as a sponsor or host of the conference may include rental of 

facilities, speakers' fees, costs of meals and refreshments, local transportation, 

and other items incidental to such conferences unless further restricted by the 

terms and conditions of the Federal award. As needed, the costs of identifying, 

but not providing, locally available dependent-care resources are allowable. 

Conference hosts/sponsors must exercise discretion and judgment in ensuring 

that conference costs are appropriate, necessary and managed in a manner that 

minimizes costs to the Federal award. The HHS awarding agency may authorize 
DFC-M 2018 Standard Terms and Reporting Requirements Page 13

exceptions where appropriate for programs including Indian tribes, children, and 

the elderly. See also §§75.438, 75.456, 75.474, and 75.475. 

When a conference is funded by a grant or cooperative agreement, the recipient 

must include the following statement on all conference materials (including 

promotional materials, agenda, and Internet sites):

Funding for this conference was made possible (in part) by (insert grant or 

cooperative agreement award number) from ONDCP and SAMHSA. The views 

expressed in written conference materials or publications and by speakers and 

moderators do not necessarily reflect the official policies of the Executive Office of 

the President, the Office of National Drug Control Policy, or the Department of 

Health and Human Services; nor does mention of trade names, commercial 

practices, or organizations imply endorsement by the U.S. Government.

16 Standard Term Rights in Data and 

Publications

As applicable, recipients agree to the requirements for intellectual property, 

rights in data, access to research data, publications, and sharing research tools, 

and intangible property and copyrights as described in 45 CFR § 75.322 and the 

HHS Grants Policy Statement. 

Recipients may copyright any work that is subject to copyright and was 

developed, or for which ownership was acquired, under a Federal award. ONDCP

reserves a royalty-free, nonexclusive and irrevocable right to reproduce, publish, 

or otherwise use the work for Federal purposes, and to authorize others to do so.

Income earned during the project period of the award from any copyrightable 

work developed under this grant must be used as program income.

 

17 Standard Term Lobbying 

Restrictions

Per U.S.C. > Title 18 > Part I > Chapter 93 > Section 1913, No part of the money 

appropriated by any enactment of Congress shall, in the absence of express 

authorization by Congress, be used directly or indirectly to pay for any personal 

service, advertisement, telegram, telephone, letter, printed or written matter, or 

other device, intended or designed to influence in any manner a Member of 

Congress, a jurisdiction, or an official of any government, to favor, adopt, or 

oppose, by vote or otherwise, any legislation, law, ratification, policy, or 

appropriation, whether before or after the introduction of any bill, measure, or 

resolution proposing such legislation, law, ratification, policy, or appropriation; 

but this shall not prevent officers or employees of the United States or of its 

departments or agencies from communicating to any such Member or official, at 

his/her request, or to Congress or such official, through the proper official 

channels, requests for any legislation, law, ratification, policy, or appropriations 

which they deem necessary for the efficient conduct of the public business, or 

from making any communication whose prohibition by this section might, in the 

opinion of the Attorney General, violate the Constitution or interfere with the 

conduct of foreign policy, counter-intelligence, intelligence, or national security 

activities.
DFC-M 2018 Standard Terms and Reporting Requirements Page 14

18 Standard Term Mandatory 

Disclosures

Consistent with 45 CFR 75.113, applicants and recipients must disclose in a 

timely manner, in writing to the HHS awarding agency with a copy to the HHS 

Office of Inspector General (OIG), all information related to violations of Federal

criminal law involving fraud, bribery, or gratuity violations potentially affecting 

the Federal award. Subrecipients must disclose, in a timely manner, in writing to 

the prime recipient (pass through entity) and the HHS OIG, all information 

related to violations of Federal criminal law involving fraud, bribery, or gratuity 

violations potentially affecting the Federal award. Disclosures must be sent in 

writing to the awarding agency and to the HHS OIG at the following addresses:

 

SAMHSA

Attention: Office of Financial Advisory Services

5600 Fishers Lane

Rockville, MD 20857

AND

U.S. Department of Health and Human Services Office of Inspector General

ATTN: Mandatory Grant Disclosures, Intake Coordinator 330 Independence 

Avenue, SW, Cohen Building

Room 5527

Washington, DC 20201

Fax: (202) 205-0604 (Include “Mandatory Grant Disclosures” in subject line) or 

email: MandatoryGranteeDisclosures@oig.hhs.gov

Failure to make required disclosures can result in any of the remedies described 

in 45 CFR 75.371 remedies for noncompliance, including suspension or 

debarment (see 2 CFR parts 180 & 376 and 31 U.S.C. 3321).

19 Standard Term The Trafficking 

Victims Protection 

Act of 2000 (22 

U.S.C. 7104(G)), as 

amended, and 2 

C.F.R. PART 175

The Trafficking Victims Protection Act of 2000 authorizes termination of financial 

assistance provided to a private entity, without penalty to the Federal

government, if the recipient or subrecipient engages in certain activities related 

to trafficking in persons. CPSC hereby incorporates the following award term 

required by 2 C.F.R. § 175.15(b). See http://www.gpo.gov/fdsys/pkg/CFR-2012-

title2-vol1/pdf/CFR-2012-title2-vol1-sec175-15.pdf.

Award Term from 2 C.F.R. § 175.15(b): Trafficking in persons.

a. Provisions applicable to a recipient that is a private entity.

1) You, as the recipient, your employees, subrecipients under this award, and 

subrecipients’ employees may not:

a) Engage in severe forms of trafficking in persons during the period of time that 

the award is in effect; b) Procure a commercial sex act during the period of time 

that the award is in effect; or

c) Use forced labor in the performance of the award or subawards under the 

award.

2) We as the Federal awarding agency may unilaterally terminate this award, 

without penalty, if you or a subrecipient that is a private entity:

a) Is determined to have violated a prohibition in paragraph a.1 of this award 

term; or

b) Has an employee who is determined by the agency official authorized to 

terminate the award to have violated a prohibition in paragraph a.1 of this award 

term through conduct that is either:

i. Associated with performance under this award; or

ii. Imputed to you or the subrecipient using the standards and due process for 

imputing the conduct of an individual to an organization that are provided in 2 

C.F.R. Part 180, “OMB Guidelines to Agencies on and Suspension 
DFC-M 2018 Standard Terms and Reporting Requirements Page 15

(Nonprocurement).”

b. Provision applicable to a recipient other than a private entity. We as the 

Federal awarding agency may unilaterally terminate this award, without penalty, 

if a subrecipient that is a private entity:

1) Is determined to have violated an applicable prohibition in paragraph a.1 of 

this award term; or

2) Has an employee who is determined by the agency official authorized to 

terminate the award to have violated an applicable prohibition in paragraph a.1 

of this award term through conduct that is either:

a) Associated with performance under this award; or

b) Imputed to the subrecipient using the standards and due process for imputing 

the conduct of an individual to an organization that are provided in 2 CFR part 

180, “OMB Guidelines to Agencies on Governmentwide Debarment and 

Suspension (Nonprocurement),” as implemented by our agency at 2 CFR Part 

1125.

c. Provisions applicable to any recipient.

1) You must inform us immediately of any information you receive from any 

source alleging a violation of a prohibition in paragraph a.1 of this award term.

2) Our right to terminate unilaterally that is described in paragraph a.2 or b of 

this section:

a) Implements section 106(g) of the Trafficking Victims Protection Act of 2000 

(TVPA), as amended (22 U.S.C. 7104(g)); and

b) Is in addition to all other remedies for noncompliance that are available to us 

under this award.

3) You must include the requirements of paragraph a.1 of this award term in any 

subaward you make to a private entity.

d. Definitions. For purposes of this award term:

1) d. Definitions. For purposes of this award term:

1) “Employee” means either:

• An individual employed by you or a subrecipient who is engaged in the 

performance of the project or program under this award; or

• Another person engaged in the performance of the project or program under 

this award and not compensated by you including, but not limited to, a volunteer 

or individual whose services are contributed by a third party as an in-kind 

contribution toward cost sharing or matching requirements.

2) “Forced labor” means labor obtained by any of the following methods: the 

recruitment, harboring, transportation, provision, or obtaining of a person for 

labor or services, through the use of force, fraud, or coercion for the purpose of 

subjection to involuntary servitude, peonage, debt bondage, or slavery.

3) “Private entity”:

• Means any entity other than a state, local government, Indian tribe, or foreign 

public entity, as those terms are defined in 2 CFR 175.25.

• Includes:

o A nonprofit organization, including any nonprofit institution of higher 

education, hospital, or tribal organization other than one included in the 

definition of Indian tribe at 2 CFR 175.25(b).

o A for-profit organization.

4) “Severe forms of trafficking in persons,” “commercial sex act,” and “coercion” 

have the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 

7102).
DFC-M 2018 Standard Terms and Reporting Requirements Page 16

20 Standard Term Accessibility 

Provisions

Recipients of Federal financial assistance (FFA) from HHS must administer their 

programs in compliance with Federal civil rights law. This means that recipients 

of HHS funds must ensure equal access to their programs without regard to a 

person’s age, disability, sex, race, color, national origin, religion, gender identity, 

or sexual orientation. This includes ensuring your programs are accessible to 

persons with limited English proficiency. 

The HHS Office for Civil Rights also provides guidance on complying with civil 

rights laws enforced by HHS. Please see 

http://www.hhs.gov/ocr/civilrights/understanding/section1557/index.html; and 

http://www.hhs.gov/ocr/civilrights/understanding/index.html. Recipients of FFA 

also have specific legal obligations for serving qualified individuals with 

disabilities. Please see 

http://www.hhs.gov/ocr/civilrights/understanding/disability/index.html. Please 

contact the HHS Office for Civil Rights for more information about obligations 

and prohibitions under Federal civil rights laws at 

http://www.hhs.gov/ocr/office/about/rgn-hqaddresses.html or call 1-800-368-

1019 or TDD 1-800-537-7697. 

Also note that it is an HHS Departmental goal to ensure access to quality, 

culturally competent care, including long-term services and supports, for 

vulnerable populations. For further guidance on providing culturally and 

linguistically appropriate services, recipients should review the National 

Standards for Culturally and Linguistically Appropriate Services in Health and 

Health Care at http://minorityhealth.hhs.gov/omh/browse.aspx?lvl=2&lvlid=53.

21 Standard Term Confidentiality of 

Alcohol and Drug 

Abuse Patient 

Records

The regulations (42 CFR 2) are applicable to any information about alcohol and 

other drug abuse patients obtained by a "program" (42 CFR 2.11), if the program 

is Federally assisted in any manner (42 CFR 2.12b). Accordingly, all project 

patient records are confidential and may be disclosed and used only in 

accordance with 42 CFR Part 2. The recipient is responsible for assuring 

compliance with these regulations and principles, including responsibility for 

assuring the security and confidentiality of all electronically transmitted patient 

material.

22 Standard Term Federal Recognition 

of Same-Sex 

Spouses/

Marriages

On June 26, 2013, in United States v. Windsor, the Supreme Court held that 

section 3 of the Defense of Marriage Act (DOMA) (P.L. 104-199), which 

prohibited Federal recognition of same-sex marriages, was unconstitutional. As a 

result of that decision and consistent with HHS policy, SAMHSA recognizes samesex marriages and same-sex spouses on equal terms with opposite sex-marriages 

and opposite-sex spouses, regardless of where the couple resides. 

On June 26, 2015, in Obergefell v. Hodges, the Court held that the Fourteenth 

Amendment requires a State to license a marriage between two people of the 

same sex and to recognize a marriage between two people of the same sex when 

their marriage was lawfully licensed and performed out-of-state. Consistent with 

both of these decisions, you must treat as valid the marriages of same- sex 

couples. This policy does not apply to registered domestic partnerships, civil 

unions or similar formal relationships recognized under state law as something 

other than a marriage.
DFC-M 2018 Standard Terms and Reporting Requirements Page 17

23 Standard Term Executive Order 

13410: Promoting 

Quality and 

Efficient Health 

Care in Federal

Government 

Administered or 

Sponsored Health 

Care Programs

This Executive Order promotes efficient delivery of quality health care through 

the use of health information technology, transparency regarding health care 

quality and price, and incentives to promote the widespread adoption of health 

information technology and quality of care. Accordingly, all recipients that 

electronically exchange patient level health information to external entities 

where national standards exist must:

a) Use recognized health information interoperability standards at the time of 

any HIT system update, acquisition, or implementation, in all relevant 

information technology systems supported, in whole or in part, through this 

agreement/contract. Please consult www.healthit.gov for more information, and

b) Use Electronic Health Record systems (EHRs) that are certified by agencies 

authorized by the Office of the National Coordinator for Health Information 

Technology (ONC), or that will be certified during the life of the grant. For

additional information contact Jim Kretz, at 240-276-1755 or 

Jim.Kretz@samhsa.hhs.gov. 

24 Standard Term Drug-Free 

Workplace 

Requirements

The Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.) requires that all 

organizations receiving grants from any Federal agency agree to maintain a drugfree workplace. When the Authorized Representative signed the application, 

they agreed that the recipient will provide a drug-free workplace and will comply 

with the requirement to notify ONDCP and SAMHSA if an employee is convicted 

of violating a criminal drug statute. 

Failure to comply with these requirements may be cause for debarment. 

Government wide requirements for Drug-Free Workplace for Financial Assistance 

are found in 2 CFR part 182; HHS implementing regulations are set forth in 2 CFR 

part 382.400. All recipients of ONDCP grant funds must comply with the 

requirements in Subpart B (or Subpart C if the recipient is an individual) of part 

382.

25 Standard Term Audits Non-Federal recipients that expend $750,000 or more in Federal awards during 

the recipient's fiscal year must have a single or program-specific audit conducted 

for that year in accordance with the provisions of 45 CFR §75.501(a). Guidance 

on determining Federal awards expended is provided in 45 CFR §75.502.

Recipients are responsible for submitting their Single Audit Reports and the Data 

Collections Forms (SF-FAC) electronically to the to the Federal Audit 

Clearinghouse Visit disclaimer page (FAC) within the earlier of 30 days after 

receipt or nine months after the FY’s end of the audit period. The FAC operates 

on behalf of the OMB.

For specific questions and information concerning the submission process:

•Visit the Federal Audit Clearinghouse at https://harvester.census.gov/facweb 

•Call FAC at the toll-free number: (800) 253-0696

26 Standard Term Ad Hoc Submissions Throughout the project period, ONDCP and/or SAMHSA may determine that a 

grant requires submission of additional information beyond the standard 

deliverables. This information may include, but is not limited to, the following:

• Payroll

• Purchase orders

• Contract documentation

• Proof of project implementation
DFC-M 2018 Standard Terms and Reporting Requirements Page 18

27 Standard Term Submitting 

Responses to 

Conditions and 

Reporting 

Requirements

Unless otherwise identified in the special terms and conditions of award and post 

award requests, responses to special terms and conditions of award and post 

award requests must be sent to the GMS and to the DFC-M GPO as identified in 

the Notice of Award. 

The grant or cooperative agreement award number MUST be included in the 

SUBJECT line of all emails.
DFC-M 2018 Standard Terms and Reporting Requirements Page 19

DFC-M FY 2018 Reporting Requirements 

Terms/ 

Reports

Name Language

1 Standard 

Reporting 

Requirement 

Annual 

Federal

Financial 

Report 

The Federal Financial Report (FFR) (SF-425) is required on an annual basis and must be 

submitted no later than 90 days after the end of the budget period. The annual FFR 

should reflect only cumulative actual Federal funds authorized and disbursed, any nonFederal matching funds (if identified in the FOA), unliquidated obligations incurred, the 

unobligated balance of the Federal funds for the award, as well as program income 

generated during the timeframe covered by the report. Additional guidance to 

complete the FFR can be found: http://www.samhsa.gov/grants/grantsmanagement/reporting-requirements.

FFR reporting must be entered directly into the eRA Commons system. Instructions 

on how to submit a Federal Financial Report (FFR) via the eRA Commons is available at 

https://www.samhsa.gov/sites/default/files/samhsa-grantee-submit-ffr-10-22-17.pptx

2 Program 

Specific 

Reporting 

Requirement

Annual 

Programmatic 

Progress 

Reports

All DFC-M Recipients

Must provide information on an Annual basis: 

 A comparison of actual accomplishments to the objectives of the award 

established for the funding period ending September 30, 2018. 

 The reasons why established goals were not met.

 Additional pertinent information including, when appropriate, analysis and 

explanation of costs associated with the project.

All DFC-M Recipients

Semi-Annual Progress Reports for all FY 2018 DFC-M Grant recipients are due on the 

following dates:

 Friday, February 15, 2019

 Friday, August 16, 2019 

DFC-M grant recipients must submit their programmatic report into eRA Commons. 
DFC-M 2018 Standard Terms and Reporting Requirements Page 20

DFC-M 2018 Closeout Requirements (applicable to the final year of the DFC-M

grant)

Terms/ 

Reports

Name Language

1 Closeout 

Reporting 

Requirement

Final 

Programmatic 

Report

A Final Programmatic Report (FPR) period as stated in your grant application.

The FPR should be prepared in accordance with the terms and conditions of the NoA 

and/or directions provided by the DFC-M GPO listed at the bottom of your latest NoA

under Contacts. It should cover the entire grant period and include, at a minimum, an 

overview of the goals and objectives accomplished during the grant period identified 

in your grant application. 

DFC-M Mentor coalitions must submit their final semi-annual progress report to DFC 

Me. For more information on the DFC Me system, please contact your DFC GPO and 

the DFC National Evaluation Team (dfc_evaluators@icf.com).

DFC-M grant recipients must submit their programmatic report into eRA Commons.

All DFC-M Recipients

Must provide information on an Annual basis: 

 A comparison of actual accomplishments to the objectives of the award 

established for the funding period ending September 30, 2018. 

 The reasons why established goals were not met.

 Additional pertinent information including, when appropriate, analysis and 

explanation of costs associated with the project.

2 Closeout 

Reporting 

Requirement

Final Federal

Financial 

Report 

The recipient is required to submit a final Federal Financial Report (FFR), which must 

be submitted no later than 90 days after the end of the budget period. The final FFR 

should only include cumulative actual Federal funds authorized and disbursed, any 

non-Federal matching funds (if identified in the FOA), the unobligated balance of the 

Federal funds for the award, as well as program income generated during the 

timeframe covered by the report.

Expenditures reported on line 10, e. should be based on the total actual grant 

expenditures reported in the accounting system. The total expenditures reported 

should reconcile to the total quarterly cash-basis expenditures reported to the 

Payment Management Service (PMS) and on line 10.b. If non-Federal expenditures 

(matching) was required under the grant, lines 10.i. and 10.j. must be completed. 

Drawdowns made from PMS under the grant in excess of the total grant expenditures 

must be returned to SAMHSA along with any funds received as a result of refunds, 

corrections, overspending and audits. All program income earned as a result of the 

grant and expended must be reported on lines 10.l., 10.m, and 10.n as well. No 

unliquidated obligations may be reported on line 10.f in the final FFR.

Additional guidance to complete the FFR can be found: 

http://www.samhsa.gov/grants/grants-management/reporting-requirements.

The final FFR must be submitted by email to dfcgrantclose@samhsa.hhs.gov.
DFC-M 2018 Standard Terms and Reporting Requirements Page 21

3 Closeout 

Reporting 

Requirement

Tangible 

Personal

Property 

Report

The recipient is required to submit a Tangible Personal Property Report (SF-428) within 

90 days of the end of the award project period. Tangible personal property means 

property of any kind, except real property, that has physical existence. It includes 

equipment and supplies. It does not include copyrights, patents or securities. 

Recipients must disclose any acquired equipment with acquisition cost of

$5,000 or more and residual unused supplies with total aggregate fair market value 

exceeding $5,000.

The report must contain the SF-428 cover sheet and the SF-428-B Final Report. As

applicable, the SF-428-C Disposition Request/Report and the SF-428-S Supplemental

Sheet may be included.

If your organization has not purchased individual items of equipment or cumulative 

supplies with a fair market value of $5,000 or more under the award, please report 

this in the comments section on the SF-428-B Final Report.

The Tangible Personal Property Report must be submitted by email to 

dfcgrantclose@samhsa.hhs.gov.

1 Closeout 

Standard Term

Record 

Retention

Recipients must retain financial and programmatic records, supporting documents, 

and all other records that are required by the terms of a grant, or may reasonably be 

considered pertinent to a grant, for a period of three years from the date the final FFR 

is submitted in accordance with 45 CFR 75.361. 

In addition, the closeout of the referenced grant does not affect SAMHSA's right to 

disallow and recover funds on the basis of subsequent audits and reviews. Records 

related to audits, appeals, litigation or the settlement of claims arising out of the 

performance of the project will be retained until such audits, appeals, litigation or 

claims have been disposed of. 

2 Closeout 

Standard Term

Closeout 

Resources

Additional guidance and resources for closeout are available at: 

https://www.samhsa.gov/grants/grants-management/grant-closeout.