2019 Specialty Crop Block Grant Program Grant Management
2019 Specialty Crop Block Grant ProgramGrant Management Procedures ManualCATALOG OF FEDERAL DOMESTIC ASSISTANCE 10.170Effective Date: November 1, 2019California Department of Food and AgricultureOffice of Grants Administration1220 N Street, Room 120Sacramento, CA 95814(916) 657-3231grants@cdfa.ca.gov
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Table of ContentsOverview . 1Authority and Program Purpose . 1Purpose of the Grant Management Procedures Manual . 1General Responsibilities . 1Office of Grants Administration . 1Grant Recipients . 1Recipient Resources . 1Prior Approval Required . 2Project Management . 3Compliance with Federal Requirements . 3Solely Enhancing the Competitiveness of Specialty Crops . 3Allowable Costs . 3Unallowable Costs . 4Direct and Indirect Costs . 4Indirect Cost Rate . 4Charging Direct and Indirect Costs Consistently . 4Scope of Work Revisions . 5Scope of Work Revisions for Fixed Amount Awards . 6Line Item Shift Requests . 6Line Item Shift Requests for Fixed Amount Awards . 7Notification of Problems and Delays . 7One-Time Extension . 7Program Income . 7Cost Share. 8Timekeeping Requirements . 8Travel . 8Restriction on Travel to States with Discriminatory Laws . 8Domestic Travel . 8Foreign Travel . 9Ground Transportation . 9Parking . 10Air Travel . 10Contractors/Consultants . 10Competitive Process . 11Written Agreement . 11Compensation . 11Equipment . 122019 Specialty Crop Block Grant ProgramCalifornia Department of Food and Agriculture
Publicity and Acknowledgment . 13Publicity . 13Acknowledgment of Support . 13Invoicing . 14Invoicing for Payment of Conventional Grant Awards . 14Payment Methods . 14Invoices . 15Withholds . 16Invoicing for Payment of Fixed Amount Awards . 16Invoices . 16Withholds . 17Reporting Requirements. 18Progress Reports for Conventional Grant Awards . 18Progress Report for Fixed Amount Awards . 18Final Report . 18Single Audit Requirements . 18Compliance and Remedies for Noncompliance . 19Compliance Reviews . 19Remedies for Noncompliance. 19Additional Conditions . 20Termination of Grant Agreement . 20Appeal Process . 20Closeout . 22Property Management and Disposition. 22Intellectual Property . 22Scientific Research Equipment . 22Property Records . 22Disposition of Scientific Research Equipment and Supplies . 23Record Retention. 232019 Specialty Crop Block Grant ProgramCalifornia Department of Food and Agriculture
OverviewAuthority and Program PurposeThe 2019 Specialty Crop Block Grant Program–Farm Bill is authorized by section 101 ofthe Specialty Crops Competitiveness Act of 2004 (7 U.S.C. 1621 note) of Public Law108-465; amended under section 10107 of the Agricultural Improvement Act of 2018,Public Law 115-343, and implemented under 7 CFR part 1291 (published March 27,2009; 74 FR 13313).The purpose of the Specialty Crop Block Grant Program (SCBGP) is to solely enhancethe competitiveness of specialty crops.Specialty crops are fruits, vegetables, tree nuts, dried fruits, horticulture, and nurserycrops (including floriculture). Visit USDA’s “What is a Specialty Crop” website for a list ofeligible and ineligible commodities.Purpose of the Grant Management Procedures ManualThe 2019 SCBGP Grant Management Procedures Manual (GMP) is designed toprovide direction to Grant Recipients (Recipients) for the successful management ofSCBGP federally funded projects. The GMP identifies the roles and responsibilities ofall parties and describes the processes and procedures required by the terms andconditions in the Grant Agreement.General ResponsibilitiesOffice of Grants AdministrationThe California Department of Food and Agriculture (CDFA), Office of GrantsAdministration (OGA) manages the SCBGP Grant Agreements and ensures Recipientsare compliant with applicable federal regulations and requirements and grant terms andconditions. The OGA also provides Recipients with technical assistance throughout theGrant Agreement term.Grant RecipientsRecipients implement the Grant Agreement scope of work and ensure all projectactivities, including contractor/consultant activities, comply with applicable federalregulations and requirements and grant terms and conditions.Recipient ResourcesForms and templates referenced in this manual, as well as other resources, can befound on the CDFA SCBGP Recipient Resources page.2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 1 of 23
Prior Approval RequiredPrior approval is required from OGA, and in some instances USDA, for the following: Revision of the scope of work, objectives, work plan, activities, milestones, dates,or deliverablesBudget changesLine item shiftsPurchase of special purpose equipmentRental of landTravel costs for government officialsForeign travel, including costs associated with exchange ratesContracting out or obtaining the services of a third partyContractor/consultant rates in excess of GS-15, Step 10Fixed amount/flat rate contractsChange in Recipient organization or key personnelAbsence of key personnel, or a reduction of key personnel time committed to theproject of 25 percent or greaterChange or addition of personnel related to administrative and clerical staffsalariesRevision to outcome measures, indicators and/or sub-indicatorsSelling and marketing costsParticipant support costs (stipends)Changes to the use of Program Income (if applicable)Note: For Fixed Amount Awards, prior approval is not generally required when changesare made to the project, except when the project outcomes/deliverables will alsochange.The information required for a request for approval varies according to the type ofapproval sought. Contact the assigned Grant Analyst for the information required foryour situation.Failure to obtain prior approval may result in costs being deemed unallowable andrequest for reimbursement being denied.2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 2 of 23
Project ManagementCompliance with Federal RequirementsGuidance for federal awards is published in the Code of Federal Regulations (CFR).The CFR is accessible through the Electronic Code of Federal Regulations atwww.ecfr.gov.Grant funds awarded to state, local, and tribal governments; public and private collegesand universities; and non-profit organizations are subject to the Uniform AdministrativeRequirements, Cost Principles, and Audit Requirements for Federal Awards containedin 2 CFR part 200 and 2 CFR part 400.Grant funds awarded to federal government entities are subject to the UniformAdministrative Requirements and Cost Principles for Federal Awards contained in 2CFR part 200 and 2 CFR part 400.Grant funds awarded to for-profit organizations are subject to the Uniform AdministrativeRequirements contained in 2 CFR part 200 and 2 CFR part 400, and the Cost Principlescontained in the Federal Acquisition Regulation (FAR) Subpart 31.2, Contracts withCommercial Organizations, codified at 48 CFR 31.2.Recipients are responsible for the consistent application of federal regulations to theSCBGP grant funds. Recipients are responsible for ensuring theircontractors/consultants comply with federal regulations.Solely Enhancing the Competitiveness of Specialty CropsSCBGP funding must solely enhance the competitiveness of specialty crops.Expenditures that do not solely enhance the competitiveness of specialty crops areunallowable. Additional guidance regarding this requirement is available on CDFA’sSCBGP website or from the assigned Grant Analyst.Allowable CostsIn addition to the requirement to solely enhance the competitiveness of specialty crops,a cost is allowable if it directly relates to the approved project and is incurred solely toadvance work under the Grant Agreement. Allowable costs may include salaries andwages, fringe benefits, consultant services, travel, scientific research equipment,subcontractors and materials, data collection and analysis, land rentals, and training.Expenditures must conform to USDA and CDFA program requirements, be made incompliance with federal and state laws and regulations as applicable, and be: Necessary and reasonable for proper and efficient performance andadministration of the project.Authorized or not prohibited under federal, state or local laws or regulations.2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 3 of 23
Consistent with policies, regulations, and procedures that apply uniformly to bothfederal and state funds and other activities of the governmental unit.Determined in accordance with generally accepted accounting principles.Adequately documented.Unallowable CostsA cost is unallowable if it does not comply with applicable cost principles, programrequirements, or other terms and conditions of the Grant Agreement. A cost is alsounallowable if it does not solely benefit specialty crops, is not contained in the approvedscope of work, or is not necessary and reasonable to advance the work of the project.Unallowable costs will not be reimbursed.Specific expenses that are unallowable include, but are not limited to, costs that benefitnon-specialty crops, sponsorships, hospitality suites, incentives, donations, gifts,giveaways, alcoholic beverages (except when the costs are associated with enhancingthe competitiveness of a processed product), costs of entertainment (includingamusement, diversion and social activities, and any costs directly associated with suchcosts such as tickets to shows or sports events, meals, lodging, rentals, transportation,and gratuities), costs associated with promoting an organization or membershipbuilding, costs associated with lobbying, costs for organized fundraising includingfinancial campaigns and solicitation of gifts, and all costs associated with travel to astate with discriminatory laws including all conference costs and registration fees (seeRestriction on Travel to States with Discriminatory Laws on page 8).Additional guidance regarding allowable and unallowable costs and activities isavailable on CDFA’s SCBGP website or from the assigned Grant Analyst.Direct and Indirect CostsIndirect Cost RateIndirect costs are limited to a maximum of eight percent (8%) of the total amount ofSalary and Wages plus Fringe Benefits. Indirect costs may not be increased from theoriginally approved budget amount. This also applies to the Recipient’scontractors/consultants.Charging Direct and Indirect Costs ConsistentlyRecipients are prohibited from charging an indirect cost as a direct cost. Recipients areresponsible for presenting costs incurred for the same purpose in like circumstancesconsistently and must not include costs associated with their organization’s indirect costpolicy as direct costs.Direct costs are costs that can be identified specifically with a particular project or canbe directly assigned to a project activity relatively easily with a high degree of accuracy.2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 4 of 23
Typically, direct costs include, but are not limited to, compensation for employees whowork directly on the project, travel, equipment, and supplies necessary to the project.Indirect costs (also known as “facilities and administrative costs”) are costs incurred fora common or joint objective that cannot be identified specifically with a particularproject. Typically, indirect costs include, but are not limited to, compensation forexecutive officers, and administrative and clerical staff, costs of operating andmaintaining facilities, general administration expenses (such as supplies that cannot beidentified specifically with a particular project), accounting and personnel services,depreciation, and insurance.The salaries of administrative and clerical staff should normally be treated as indirectcosts. However, direct charging of these costs may be appropriate where all of thefollowing conditions are met:1.2.3.4.Administrative or clerical services are integral to the project or activity;Costs involved can be specifically identified with the project or activity;Such costs are explicitly included in the approved budget; and,The costs are not also recovered as indirect costs.All criteria above must be met before a determination can be made whether the costsare allowable as direct costs. Approval must also be obtained from OGA, and USDA.Compliance with other requirements, such as timekeeping requirements, must also bemet.The following are considered indirect and may not be charged to the grant as directcosts: Information technology servicesRentUtilities and internet serviceTelephone service (mobile and land-line)General office suppliesInsurance and indemnificationScope of Work RevisionsScope of Work (SOW) revisions are required when activities, milestones, dates,deliverables, and/or budget changes. Requests for revisions must be made in writingand provide sufficient information to explain the need and how the change affects theproject. Revisions must be requested by an authorized official of the Recipientorganization, and approved by OGA, and in some instances USDA. Reimbursement isavailable only for approved project activities. Failure to obtain prior approval of SOWrevisions may result in costs being deemed unallowable and request for reimbursementdenied.2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 5 of 23
Examples of project changes that require a SOW revision include, but are not limited to: Changes within the budget line items (addition, deletion, or revision of personnel,contractors/consultants, travel, supplies, etc.).Transfer of project work to a third party through a contract, sub-grant, or anyother means.Replacement or changes in the status of the Principal Investigator or ProjectDirector such as withdrawing from the project entirely, being absent during anycontinuous period of three months or more, or reducing the time base by 25percent or more.The addition, deletion, or revision of activities and/or deliverables, .Change of Recipient, Recipient organization name, or Recipient organizationalstatus.Changes to the outcome measures, indicators or sub-indicatorsConsult with the assigned Grant Analyst for further instructions on completing a SOWrevision.Scope of Work Revisions for Fixed Amount AwardsGenerally, Recipients of Fixed Amount Awards are expected to achieve the objectivesin their SOW without change. However, SOW revisions are required when objectives ordeliverables within the objectives table must be altered.A SOW revision is not necessary for Fixed Amount Awards in the event of a transfer ofproject work or changes in the status of the Principal Investigator or Project Director,unless said change will also affect the Recipient’s ability to complete the objective anddeliverables of the project.Line Item Shift RequestsIn the event a change to the projects budget line items is necessary, Recipients arerequired to complete and submit to OGA a SOW revision along with a Line Item ShiftRequest (LISR) in advance to adjust budget line items. Approval for the LISR must beobtained from OGA prior to incurring costs under the revised budget.The following restrictions and requirements apply to LISRs: The project award amount cannot be increased or decreased through thisprocess.The indirect budget line item cannot be increased from the originally approvedbudget amount. If total personnel costs decrease, the indirect budget line itemmust be decreased accordingly.LISRs must be accompanied by a SOW revision.Note: Recipients may have multiple LISRs throughout the Agreement Term.2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 6 of 23
Line Item Shift Requests for Fixed Amount AwardsRecipients of Fixed Amount Awards are not required to submit a LISR when changes tothe budget are necessary to achieve the project objectives detailed in the SOW. Whilesubmitting a LISR is not generally required for Fixed Amount Awards, Recipients maynot make changes to their budget that will result in unallowable costs or increasedindirect costs.Notification of Problems and DelaysRecipients must immediately notify OGA of any delays, problems, and/or adverseconditions that may materially affect the project. Examples include but are not limited to:inability to collect data, conduct research, or complete any activity according to the workplan or work plan schedule; substituting commodities identified in the work plan; inabilityto fill vacant positions resulting in activities being delayed or eliminated. Some problemsand delays may require a SOW revision.One-Time ExtensionRecipients may request a one-time extension of up to 60 calendar days if the projectcannot be completed within the agreement term established in the Grant Agreement.The request must be submitted, in writing, to the assigned Grant Analyst no later than30 calendar days prior to the end of the agreement term. CDFA will not accept requestsin the first year of the agreement term. The request must include the following: The length of additional time requested, not to exceed 60 calendar days;A justification for the extension;A summary of the progress of the project since the most recent progressreport;A SOW revision that includes a revised work plan with a new timetable forcompleting the project along with any changes required to the budget; andA LISR (if necessary).Requests for a one-time extension will be reviewed on a case-by-case basis.Extensions will only be granted when the Recipient can demonstrate that the projecthas been delayed due to extraordinary circumstances. For example, failure to expendall grant funds or timely hire of staff are not, by themselves, sufficient justification toreceive a no-cost time extension.Program IncomeProgram income is earned from activities supported by or as a result of the grant.Program income must be reinvested into the project to further enhance the projectobjectives and must be expended on allowable project costs that solely enhance thecompetitiveness of specialty crops. Recipients are prohibited from retaining program2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 7 of 23
income as profit or funding for the Recipient. Program income may not be used tosupport unallowable costs or activities.Program income is reported on invoices, progress reports and final reports. Reportingon progress and final reports includes the nature or source of the program income (e.g.,registration fees), the amount, and a description of how the program income was used.Changes to the use of program income require prior approval.Cost ShareCost share refers to matching funds and/or in-kind contributions. The Recipient mustnotify the Grant Analyst if the amount or activities covered by cost share has changed.Cost share is reported on invoices, progress reports and final reports. Reporting onprogress and final reports includes the type of cost share (i.e., matching funds or in-kindcontributions) and the amount.Timekeeping RequirementsActivity reports are required to support salary and wage and fringe benefit expenditurescharged to SCBGP grants. Each report must account for the total activity for which eachemployee is compensated, as well as the hours worked on a particular SCBGP grantproject. A description of activities must be included, and the description must includeenough detail to determine whether the activity is project-related. This also applies tosalaried employees, such as Executive Directors (reference 2 CFR 200.430). Costs notadequately supported are unallowable and will not be reimbursed.TravelAll travel costs must be substantiated by receipts. Costs not substantiated by receiptsare considered unallowable and will not be reimbursed. Credit card statements are notacceptable as receipts to support travel costs.Restriction on Travel to States with Discriminatory LawsCalifornia Assembly Bill 1887 prohibits the use of state-funded or state-sponsored travelto any state that has enacted discriminatory laws or practices. The Attorney General willmaintain a current list of states that are subject to the travel prohibition on its website:https://oag.ca.gov/ab1887. The following states are currently subject to California’sprohibition on state-funded or state-sponsored travel: Alabama, Iowa, Kansas,Kentucky, Mississippi, North Carolina, Oklahoma, South Carolina, South Dakota,Tennessee, and Texas. Costs associated with travel to the states affected by thisrestriction are unallowable.Domestic TravelReimbursement is for actual costs up to the maximum allowance for meals, incidentals,2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 8 of 23
and lodging expenses for each complete 24 hours of travel. The maximum travel ratesallowable are the lesser of the rates in effect at the time of travel as established by theUnited States (U.S.) General Services Administration (GSA), or the Recipient’sestablished travel policy. Exception: Institutions of higher education must follow theirestablished travel policy.Luxury accommodations include lodging at all-inclusive hotels/resorts or multi-bedroomsuites are never appropriate using federal funds. Luxury accommodations or otherforms of lodging that exceed the GSA rate, even when travel involves multipleindividuals sharing a single accommodation such as a suite, are unallowable.Foreign TravelNote: Foreign travel requires prior approval from OGA and USDA. Please see PriorApproval Required on page 2.Reimbursement is available for actual costs up to the maximum allowance for meal,incidental, and lodging expenses when traveling out of the country. The maximuminternational travel rates allowable are established in a supplement to section 925, U.S.Department of State Standardized Regulations. These per diem rates are available onthe U.S. Department of State website.Rates are subject to change daily to account for currency and economic changes. Reimbursement for meals and lodging plus incidental travel expenses will bepaid up to the rates identified on the U.S. Department of State’s website.The lodging allowance is intended to substantially cover the cost of lodging atadequate, suitable and moderately priced facilities.Travelers are advised to request information on hotel discounts for Recipientstraveling on U.S. Government business.Ground TransportationRental VehicleRecipients should utilize the most economical rental vehicle option available.Reimbursement is up to the actual cost. Excessive costs will be disallowed and/orreduced to a reasonable, allowable rate. In cases where there is a need for another typeof vehicle (such as several people traveling together with luggage or carryingequipment), the Recipient must provide a justification to the Grant Analyst.Fuel reimbursement when using a rental vehicle will be at the actual cost for the fueland must be supported with receipts.2019 Specialty Crop Block Grant ProgramCalifornia Department of Food and AgriculturePage 9 of 23
Privately Owned VehicleMileage reimbursement for using a privately owned vehicle will be at the standardmileage rate established by the U.S. Internal Revenue Service in effect at the time oftravel. Mileage logs should be utilized to substantiate mileage costs.Rideshare ServiceRecipients should utilize the most economical rideshare service (e.g., Uber, Lyft,taxicab) option available. Reimbursement will be at the actual cost and must besupported with receipts.Note: Travel by a luxury vehicle such as a limousine is never appropriate using federalfunds and will not be reimbursed.ParkingRecipients should utilize the most economical parking option available. Reimbursementfor parking is up to the actual cost and must be supported with receipts. Excessive costswill be disallowed and/or reduced to a reasonable, allowable rate.Air TravelAll travelers must use economy-based rates for airfare. Reimbursement is available upto the actual airfare expenses incurred and must be supported with receipts. Thefollowing costs related to air travel are unallowable and will not be reimbursed: Upgraded seatsPriority boardingExcessive booking feesSeat assignment feesInternational travel must comply with the Fly America Act, U.S.C. Title 49 § 40118. ThisAct requires consultants, contractors, grantees, and others performing U.S. Governmentfinanced foreign air travel to travel by U.S. flag air carriers with some exceptions.Contractors/ConsultantsRecipients may contract for services that cannot be provided by staff employed by theRecipient. Generally, these services are for a short-term
Nov 01, 2019 · 2019 Specialty Crop Block Grant Program Page 1 of 23 California Department of Food and Agriculture Overview Authority and Program Purpose The 2019 Specialty Crop Block Grant Program–Farm Bill is authorized by section 101 of the Specialty Crops Compe
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