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SAMHSA Fiscal Year 2018 –

Multi-Year Award Terms and Reporting Requirements

Terms/ 

Reports

Name Language

1 Standard 

Remark

New Multi-Year 

Awards

This award reflects multi-year funding for a total of /three/ 12 month incremental 

periods within a /three year/36/ month project period in the amount of /$306,000/. 

The first 12 month period, the recipient organization may expend /$102,000/. 

Funding for each of the subsequent 12 month period(s) are restricted and the 

recipient organization may not expend more than /$102,000/ during that time as 

follows:

/9/30/2014 - 9/29/2015/: /$102,000/

/9/30/2015 - 9/29/2016/: /$102,000/

/9/30/2016 - 9/29/2017/: /$102,000/

2 Standard 

Term

All New MultiYear Award, Fixed 

Year 

Appropriation

FIXED YEAR APPROPRIATIONS

All Federal agencies are required by 31 U.S.C. §1552(a) to close fixed year 

appropriation accounts and cancel any remaining balances by September 30 of the 

fifth fiscal year after the year of availability. In order for the Substance Abuse and 

Mental Health Services Administration (SAMHSA) to meet its obligation to close 

these accounts and cancel any remaining balances by September 30, recipients must 

report disbursements on the quarterly cash transaction report (using the Federal

Financial Report (FFR)) no later than June 30 of the fifth fiscal year after the year of 

availability. At the end of five years, the funds are cancelled and returned to the 

Treasury. This provision prevents SAMHSA's ability to authorize requests for no-cost 

extension beyond the project period end date.

Because funding will not be available after September 28, of the final budget year, 

recipients must plan accordingly to allow for adequate time to draw funds from 

their Health and Human Services (HHS) Payment Management System accounts to 

reimburse grant related costs that have been incurred. 

3 Standard 

Reporting 

Requirement

Performance 

Progress Reports

Submission of a Programmatic Report is due no later than the dates as follows:

1st Report - 

2nd Report - 

3rd Report - 

4th Report - 

Note: Recipients must also comply with the Government Performance and Results 

Act (GPRA) requirements that include the collection and periodic reporting of 

performance data as specified in the FOA or by the Grant Program Official (GPO). 

This information is needed in order to comply with PL 102-62, which requires that 

SAMHSA report evaluation data to ensure the effectiveness and efficiency of its 

programs. 

Progress reports must be must be submitted through the eRA Commons system. 
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Please contact your Government Program Official (GPO) for program specific 

submission information. Additional information on reporting requirements is 

available at https://www.samhsa.gov/grants/grants-management/reportingrequirements. 

4 Standard 

Reporting 

Requirement 

Annual Federal

Financial Report 

(FFR)

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 non-Federal 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-submitffr-10-22-17.pptx.

5 Multi Year 

Reporting 

Requirement

Multi Year You must submit by /May 1/ for each 12 month interval of 09/30/2015 through 

09/29/2016 / the following:

1. SF-424 – Face Page: recipient should identify Federal and Non-Federal dollars 

separately by funding source and dollar amount(s) in box #18.

a. Include your grant number (SP#,SM#,TI#) as reflected on your last Notice of Award 

(NoA)

2. SF-424A - budget page (add total amount for each budgeted cost category). 

Recipient should identify Federal and Non-Federal dollars separately by funding 

source and dollar amount(s).

3. And HHS Checklist form with parts C and D completed. 

4. (a) Submit a budget and explanation/justification including supporting 

documentation for any changes above 25% of the total budget from the current 12 

month period;, or, (b) an attestation signed and dated by the Authorized 

Representative on your organization's letterhead, stating that the detailed budget 

and narrative justification has not changed above 25% of the total budget from the 

current 12 month period.

5. Key staff changes (NEW or ANTICIPATED) must be requested in advance as stated 

in the terms/conditions of award. Describe the change and submit resumes and job 

descriptions, level of effort and annual salary for each position.

6. The Project/Program Narrative which is limited to five (5) pages only must outline 

any changes, progress and accomplishments resulting from the past year of support 

and progress or milestones anticipated with this continuation funding request and 

must use the Supplementary Instructions as follows:

a. Description and explanation of changes, if any, made during this budget period 

affecting the following:

1. Goals and objectives

2. Projected time line for project implementation

3. Approach and strategies proposed in the initially approved and funded 

application

4. Report on progress relative to approved objectives, including progress on 

evaluation activities.

5. Summary of key program accomplishments to date and list progress

6. Description of difficulties/problems encountered in achieving planned goals and 

objectives including:

a. Barriers to accomplishment and
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b. Actions to overcome difficulties

c. Report on milestones anticipated with the new funding request

*Specific programmatic instructions may be provided by the Government Project 

Officer.

FAILURE TO COMPLY WITH THE ABOVE STATED REPORTING REQUIREMENT MAY 

RESULT IN ACTIONS IN ACCORDANCE WITH 45 CFR 75.371, REMEDIES FOR NONCOMPLIANCE AND 45 CFR 75.372 TERMINATION. THIS MAY INCLUDE WITHHOLDING 

PAYMENT, DISALLOWANCE OF COSTS, SUSPENSION AND DEBARMENT, 

TERMINATION OF THIS AWARD, OR DENIAL OF FUTURE FUNDING.

6 Standard 

Terms

Reference Award 

Standard Terms

Reference Grants Awarded in Fiscal Year 2018 Standard Terms and Conditions at 

https://www.samhsa.gov/grants/grants-management/notice-award-noa/standardterms-conditions.