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Archives: 2015 General Terms and Conditions

These Terms and Conditions apply to FY2015 MFCU Awards

Acknowledgement and acceptance of these terms and conditions are conceded automatically by drawing down funds from the Payment Management System.

Individual awards are based on the application submitted to, and as approved by OIG and are subject to the terms and conditions incorporated either directly or by reference in the following order of precedence (this order of precedence prevails in the event there are conflicting or otherwise inconsistent policies applicable to the award):

  • Section 1903(a)(6) of the Social Security Act (the Act) in accordance with sections 1903(q) and 1903(b)(3) of the Act
  • Pertinent restrictions on the expenditure of Federal funds in applicable Appropriations Acts and National Public Policy requirements.
  • 42 CFR Part 1007 State Medicaid Fraud Control Unit (MFCU) requirements.
  • 2 CFR 200 Administrative Requirements, Audit Requirements and Cost Principles for Federal Financial Assistance
  • Title 45 CFR 92, Health and Human Services (HHS) Grant Regulations
  • OIG Policy Transmittals

Payment

Payment under this award will be made available through the HHS Departmental Payment Management System (PMS). PMS provides instructions for making withdrawals of Federal funds. Inquiries regarding payments should be directed to Program Support Center/ Payment Management Services (PSC/PMS), DHHS; Post Office Box 6021; Rockville, MD 20852; 1-877-614-5533; PMSSupport@psc.gov.

Federal Funds Draw Down

Draw down authority for each corresponding quarter is determined based on the needs expressed in the awardees budget. Awardees are not authorized to draw down funds until they become available as identified on the Notice of Grant Award.

Match

a)Section 1903(a)(6) of the Act requires the Federal Government to reimburse States that have operated a MFCU for longer than 12 quarters 75% percent of the costs incurred for the operation of a State's MFCU as defined by section 1903(q) of the Act. States must pay 25% of their total MFCU expenditures as the State share of costs (non-federal share). b) Section 1903(a)(6) of the Act requires the Federal Government to reimburse States that have operated a MFCU for less than 12 quarters 90% percent of the costs incurred for the operation of a State's MFCU as defined by section 1903(q) of the Act. States must pay 10% of their total MFCU expenditures as the State share of costs (non-federal share) If the required non-Federal share is not met by 90 days after the grant period end date OIG may make a downward adjustment in the Federal award amount.

Whistleblower Protections

48 CFR section 3.908, implementing section 828, entitled "Pilot Program for Enhancement of Contractor Employee Whistleblower Protections," of the National Defense Authorization Act (NDAA) (Pub. L. 112-239, enacted on January 2, 2013) applies to this award.at 41 U.S.C. 4712.

Reporting Requirements

Program Reporting

42 CFR § 1007.17 requires awardees to submit an annual report at least 60 days prior to the expiration of the certification period. 42 CFR § 1007.17(a)-(h) describes the information required in the annual report. Awardees must also submit a request for recertification at least 60 days prior to the expiration of the certification period. In addition to the requirements contained in 42 CFR § 1007.15(c), the reapplication will include an OIG questionnaire completed by awardees. Additionally, awardees must submit the Annual Statistical Report as described by OIG.

Financial Expenditure Reporting

This term overrides references in 45 CFR §92.41, as applicable, to the Financial Status Report (SF-269) and Federal Cash Transactions Report (SF-272) and the due date for quarterly cash reports. Quarterly expenditure reporting is required under this award.

  • Every expenditure report must be submitted on the Standard Form (SF-425), by completing all applicable information. The form and instructions are available at http://www.whitehouse.gov/omb/grants_forms/. This is the same form that HHS recipients submit to the HHS Payment Management to report the cash status of advance payments using lines 10.a through 10.c.
  • Any expenditure report submitted using a form other than SF-425 will be returned for resubmission using the SF-425 and may be considered late.
  • All expenditure reports must be signed by an authorized official.
  • Quarterly expenditure reports are due 30 days after the end of each quarter.
  • All final expenditure reports are due 90 days after the end date of the project period.
  • If the grantee will be unable to submit the financial expenditure report by the due date, the grantee must request an extension.
  • All required expenditure reports must be submitted to the Grants Management Officer sent via email. Hard copies will be allowed, but are not preferred.

Post Award Grant Changes

Requests that require prior approval from the awarding office such as rebudgeting more than 10% of the total approved budget, requesting supplemental funding, conducting a minor alteration/renovation exceeding $150,000, or a personnel change of the Director (See 45 CFR § 92.30) must be submitted in writing (email preferred) to the Grants Management Officer (GMO) and the assigned Program Analyst is to be CC'ed. Only written responses by an appropriate official as outlined in §92.30 are to be considered valid. Responses not signed by an appropriate official will not be considered binding by or upon OIG. Grantees who take action on the basis of responses from other officials do so at their own risk.

Program Income

Program income earned and disbursed must be reported on the SF-425 using the deduction alternative. Program income is subject to the cash management requirements of 45 CFR §92.21(f); therefore grantees must expend program income before requesting additional Federal payments. If any funds are received from asset forfeitures please contact GMO on how to report this income. Carryover of program income requires prior approval from the GMO and will be approved on a case by case basis.

System for Award Management

The recipient must maintain the accuracy and currency of information in the System for Award Management (SAM) until the final financial report is submitted as required under this award or the final payment is received, whichever is later. Additionally, this term requires the entity to review and update the information at least annually after the initial registration, and more frequently if required by changes in information or another award term. For purposes of this award term, 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 http://www.sam.gov.

Office of Inspector General, U.S. Department of Health and Human Services | 330 Independence Avenue, SW, Washington, DC 20201