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I D I E
I F I G
I I I M
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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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