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OAG Grants
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Federal Grants
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  This page contains common terms used throughout the grant process.  
     
  Grant Terminology  
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  A I B I C I D I E I F I G I I I M I N I O I P I R I S I U

  Accounting System

presents and classifies costs as required for budgetary and evaluation purposes; provides cost and property control to ensure optimal use of funds; controls funds/resources to assure conformance with general or special conditions

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  Affiliation Agreement

between two or more agencies for specified activities to be undertaken by each agency in order to carry out the funded project

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  Allowable Activities and Costs

project activities and expenses outlined in the Program Guidelines which can be included in the budget

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  Approved Application

application for grant funds approved by the granting agency

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  Approved Project Budget

budget approved by the granting agency

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Appropriation

actual level of funding for the program approved in the federal budget

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  Authorization

legislation enacted by Congress which provides for a particular program

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  Award

grants, cooperative agreements, subgrants, interagency agreements, contracts, or some other type of agreement

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  Awarding Agency

the Federal government or the next higher authority, i.e. the State agency administering the formula award or the Federal agency administering the discretionary award

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  Budget

estimated cost of the project activities

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  Cognizant Federal Agency

the Federal agency that generally provides the most Federal financial assistance to the recipient of funds. Cognizance is assigned by the Office of Management and Budget (OMB). Cognizant agency assignments for the largest cities and counties are published in the Federal Register

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  CFDA Number

catalogue of Federal Domestic Assistance

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  Competitive Grant

is one in which eligible applicants are solicited to submit concept papers. At the conclusion of the solicitation period, all received concept papers are assessed and ranked. The highest ranked applicants are then eligible for an award upon their completion of all necessary administrative requirements. Their award amount may be linked to their ranking.

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  Contract

entered into by the agency making the award and the recipient or subrecipient; may be a public agency, nonprofit or profit making agency

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  Cooperative Agreement

awards to states, units of local government or private organizations at the discretion of the awarding agency; these agreements are utilized when substantial involvement is anticipated between the awarding agency and the recipient during performance of the contemplated activity

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  Direct Costs

expenses under the grant that can be identified specifically for project activities and are generally staff, consultant expenses, equipment, travel for project staff, and supplies purchased directly for use on a specific project

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  Discretionary Grants

made to states, units of local government, or private organizations at the discretion of the awarding agency; most discretionary grants are competitive and usually have limited funds available and a large number of potential recipients

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  Eligibility Criteria

circumstances which must be met by applicant to apply for grant funds

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  Expenditure Period

the time period during which obligations can be paid after the close of the grant period

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  Federal Cognizant Agency

federal agency providing the most federal assistance to the recipient of the funds; federal agency with whom the indirect cost rate is negotiated

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  Fiscal Year

year of operation and designated by the calendar year in which it ends

Examples: Federal Fiscal Year 2000 is October 1, 1999 to September 30, 2000 -- State Fiscal Year is July 1, 1999 to June 30, 2000

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  Formula Grant

funds provided to specified grantees on the basis of a specific formula prescribed in the legislation or regulation

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  Grantee

the agency awarded the grant and has the responsibility for the program and fiscal management of the grant; may be referred to as the recipient

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  Grant Monitoring

visit to grant recipient to review programmatic and financial records and internal control procedures

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  Grant Period

time specified in the Notice of Availability of Funds and/or contract during which costs may be charged against the grant

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  Indirect Cost

expenses that are not readily identifiable with a particular grant or contract and are generally expenses related to administration and facilities

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  Match

the recipient share of the project costs; match may be "in-kind" or "cash"; in-kind includes the value of donated services; cash includes actual cash spent by the recipient and must have cost relationship to the federal award that is being matched

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  Non-Competitive

is one in which the eligible applicants are pre identified for an award. Applicants must then complete all necessary administrative requirements to receive their award. The award amount is often specified for each identified applicant.

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  Notice of Availability of Funds

notice published in the New Jersey Register notifying the public of the grant program and outlines requirements and filing deadlines (NAF)

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  Obligations

legal liability to pay under a grant, subgrant, and/or contract for services or goods incurred during the grant period

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  Obligation Period

the time period during which project expenses can be incurred and is identified as the grant period

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  Pass-Through

states must give a % of the grant they receive to local governments, combination of local units, or other specified groups or organizations

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  Prior Approval

written approval by the authorized official as consent prior to a budgetary or programmatic change in the award

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  Program Requirements

obligations of the grantee to participate in the grant program

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  Project Income

all income, including interest earned on subgrant funds or as a result of programs supported by grant funds; must be reported and be used to support further project activities (if allowed under Program Guidelines)

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  Resolution

required of all local units of government to apply for grant funds and/or incorporate those funds in the local budget

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  Sources of Funds

other funds in the applicant agency's operating budget which are dedicated to the same purposes as the proposed project

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  Special Conditions

qualifications or restrictions made to the subgrant award

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  Subgrantee

the individual and/or organization that receives funds from the direct grantee agency for a particular project, delivery of goods and services; may be referred to as subrecipient

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  Supplanting

deliberately reducing state or local funds because of the existence of federal funds

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  Unallowable Activities and Costs

project activities and expenses outlined in the Program Guidelines which cannot be included in the budget

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