Nez Perce Tribe Guidance on ICE Presence and Community Safety

Grants Management Program

The Grants Management Program (GMP) provides support, guidance and technical assistance to department managers, directors, professional staff, and grant writers with their external funding needs assisting with identification of funding sources, developing and submitting proposals to funding agencies, while remaining compliant with funding guidelines and tribal policies.

 

 

Grants Award Process

Pre-Award

Pre-Award is the process that initiates the proposals development and submissions and occurs prior to an award being received. This page lists the Pre-Award services and processes available to the grant writers and researchers of the Nez Perce Tribe.

 

Pre-Award Services

  • Locating Potential Funding Opportunities
  • Attending and scheduling grant writing team meetings
  • Proposal Development
  • Budget Development
  • Proposal Review and Editing
  • Review and follow grant RFP checklist
  • Individualized Grant Training Sessions

 

Pre-Award Process

Notice of Intent Form

1. The Nez Perce Tribe initiates the process with a Notice of Intent (NOI) form to be submitted to the GMP.

2. Please submit the NOI as soon as you know you are going to apply for external funding and will start work as soon as possible.

3. The NOI will be completed by the Project Coordinator, their respective director or manager, and then the GMP.

4. Once the NOI is completely signed, a copy will be sent to the program or project coordinator for records.

5. Please use the digital copy that includes digital signature lines for processing.

 

Grant Review Form

1. Two weeks before the grant deadline, complete and fill out the Grant Review form.

2. Create a unique project name, check all the correct boxes on the form, attach required documents for review, identify and write down the ALN number, grant submission deadline, funding agency name, amounts

requested, if waiver of indirect is allowed or required, if there are new staff required, more office space is needed or provided, and contact information.

3. The project coordinator will digitally sign and then email their respective director/manager to review and digitally sign.

4. The Grant Review will be sent to the GMP for review and digital signature.

5. The Grant Review will be reviewed and digitally signed by the Finance Manager, Department of Planning and Economic Development Manager, followed by the Executive Director for final review and digital signature.

6. With each review and signature, there may be times changes that may need to be made and documented. One form may be used for these changes throughout the process.

7. Please be aware that this is not the final document that changes may be required before grant submission, on proposal, documents, form, budgets, etc.

8. Once form is completely signed and approved, the grant is ready to be submitted.

9. The complete signed Grant Review Form may be used as a cover page to receive signature from the Chairman for Pre-Award Standard Forms.

10. GMP will submit the grant online or by email, unless other arrangements are made ahead of time.

 

Indirect Costs

The total cost of a project includes direct costs for the project and indirect costs that include facilities and administration (F&A) costs, or indirect costs. The direct costs are those that can be specifically and easily identified for a particular project or activity and are allowable under funding agency guidelines.

 

What are indirect costs?

Indirect costs include operating and maintenance costs (e.g. utility costs, custodial costs, etc.), and common administrative functions (e.g. administration, finance, human resources, etc.). Most federal agencies and other funding agencies pay the tribe for indirect costs in addition to the direct costs of a funding agency. Refer to 2CFR 200.414.

The Project Coordinator must include indirect costs in their grant proposal at the maximum level allowable by the grant. Any indirect waiver of indirect costs must be approved by budget & finance subcommittee, or through their respective subcommittee if requesting a resolution or admin action for grant submission.

Resolution only needed if the funding agency is requiring the resolution. Note: Indirect fee waiver requests are typically not approved due to the administrative costs associated with operating a grant.

Indirect costs are not profit; instead, they are real costs of using the tribes administrative and facility support to conduct and manage funding agency projects. By collecting indirect costs from funding agencies, the tribe is recovering those expenses. The federal government has established what costs may be charged as direct costs and what costs are considered indirect costs.

 

Award Notification

A Notice of Award (NOA) is a formal notification from a funding agency indicating that a proposal has been funded. NOA’s are typically received by the Grant Management Program (GMP), Project Coordinator, or Authorized Official. Usually those listed or entered on the SF-424 standard form are the ones contacted about award. The parties that need to be notified are the Project Coordinator(s) and GMP to get the award processed for contract review.

Once the NOA is received by the department or program staff they will need to fill out the contract review form, attach the award, authorizing resolution and email that packet to Finance for processing. Once approved by their respective subcommittee, and then NPTEC, the authorizing resolution is signed, and if needed the award is also signed. The signed award, signed resolution, and if needed a signed new budget form will need to be sent to Finance to be assigned to an accountant, and a fund number created and provided to department or program.

 

Post-Award

Post-Award denotes the processes that occur following official notification that a proposal has been awarded to the tribe, including management of an award and the closeout of an award. Majority of post-award duties are conducted in the Finance Department, with the financial duties residing with the grants & contracts accountants, including payroll, accounts payable, accounts receivable, and other duties as needed.

 

Post-Award Services

Award management is a responsibility that is shared by multiple departments in the tribe, specifically the sponsoring department, Department of Planning and Economic Development/GMP, and Finance Department. When the tribe is the recipient of an award, or when an existing award is updated, the Grants Management Program will:

  • If not sent by email, the GMP will locate the award document on the respective funding agency website or portal and share with Project Coordinator for the grant to process the contract review.
  • If tribal staff receive the award from the funding agency, they should immediately send the award documents to the GMP.
  • In some cases, the GMP will need to log on to funding agency websites or portals to view, review, approve, and sign the award documents electronically.
  • All awards, either signed or unsigned, need to be presented to their respective subcommittee, followed by NPTEC review and approval accompanied by a signed resolution shortly afterwards.
  • All award documents will need to have a completed contract review form and process before they go to subcommittee. Please work with Finance with all contract reviews.
  • Once the award is approved, the signed resolution, signed award, and if needed a signed budget will be sent to the Finance Department to set up a fund number.
  • GMP will schedule a newly awarded intake meeting with the Project Coordinator of the grant, along with the assigned accountant to go over the grant award and requirements of the award.
  • A Newly Awarded Grant Intake form will be completed by the Project Coordinator for this meeting. This meeting could be conducted in person or virtually.
  • There may be terms or conditions that freeze the budget, the GMP will work with staff to modify the budget if needed, staff may need to attend any training required or respond to other requests.
  • GMP will assist project coordinators adhering to the terms and conditions of an award.
  • GMP will assist project coordinators with no-cost extensions in order to complete the project and extend the project period.
  • GMP will assist project coordinators with project close-out when the terms and conditions of the award have been met.

Effective cooperation and collaboration will allow tribal staff to successfully manage award and demonstrate the tribe’s commitment to effective management and professionalism.

 

Post-Award Process

When the Tribe is a recipient of an award, the GMP will provide a framework that assists the Project Coordinator’s ability to comply with applicable federal, state, public, private, foundation and trail policies and procedures, and complete the terms and conditions of an award. Throughout the life of an award the Project Coordinator will:

  • Comply to applicable federal, state, public, private, foundation, and tribal policies and procedures
  • Comply to the terms and conditions of the award
  • Comply with all documents that were submitted and awarded and a part of the award, such as proposal, budget, timeline, work plan, etc.
  • Maintain fiscal oversight of the award working with Finance, accountant and GMP.
  • Establish and maintain a relationship with the award’s point of contact or grant manager
  • Notify Accountant and GMP if there will be any amendments, change in scope, change in award amount, project extensions, etc. to the award
  • Provide Accountant and GMP with copies of any approved documents mentioned above.
  • Provide Accountant and GMP with copies of progress reports, final reports, program activity reports for review and storage for archival purposes.
  • Submit all reports on time according to the award. Reporting and compliance should supersede all other project activities, including training, travel, meetings, etc.
  • Provide any updates or information concerning the award to Accountant and GMP as soon as notification is received.

 

Nez Perce Tribe Collaborating Offices

  • NPT Sponsoring Department or Program
  • Grants Management Program
  • Department of Planning & Economic Development
  • Finance Department
  • Executive Direction
  • Nez Perce Tribe Executive Committee

 

Compliance

The Nez Perce Tribe is committed to the highest standards of ethics, integrity, as well as compliance with all applicable federal, state, public, private, foundation and tribal policies and procedures, and terms and condition of an award. Please feel free to contact the Grants Management Program – Senior Grants Coordinator or Department of Planning and Economic Development with any questions you may have regarding award compliance. DPED, Finance Department, Tribal Departments & Programs, staff all have responsibility with grant management compliance.

 

Federal Guidance

Office of Management and Budget (OMB) provides guidance to federal agencies and sub-award agencies on government-wide policies and procedures for award and administration of grants and agreements.

Purpose of Financial and Program Management

Pre-Award Policies 

Grant Match

Sub-Awards 

Data Rights & Intellectual Property 

Conflict of interest

Equipment

Closeout Procedures

 

Nez Perce Tribe Documents

 

FAQ’s

 

Forms, Tools, and Boilerplates

  • PDF Form Instructions
  • Opening a PDF form
  • Show fields on a PDF form
  • Attaching a file to a PDF form
  • Working with Sub-Forms
  • Create a Digital ID/Electronic Signature

 

Supplemental Materials

 

Elements of a Funded Project

  • Funding Types
  • Project Classification
  • Project Function
  • Compliance Requirements
  • Nez Perce Tribe Requirements
  • Funding/Donor Information
  • Project Coordinator/Director/Manager
  • Budget Requirements

 

Pre-Award Forms

 

Decision Forms

 

Post-Award Forms

 

Tools

 

Boilerplates

  • Introduction/Demographics
  • Resolution

 

Institutional Data

Institutional Name: Nez Perce Tribe
Address: 120 Bever Road/P.O. Box 365, Lapwai, Idaho 8340
Zip Code + 4: 83540-0365
Chairman: Samuel N. Penney
Signature Authority/Authorizing Official: (hard copy) Samuel N. Penney/Shirley Allman
Online Signature Authority/Authorizing Official: Anthony W. Broncheau
Fiscal Officer/Manager: Elizabeth Bohnee
Administrative Authority: Anthony W. Broncheau
EIN#: 82-0255928
UEI#: N6M5CKJT8G71

On April 4, 2022, the Federal Government transitioned from the use of the DUNS Number to the Unique Entity Identifier (UEI).
DUNS #: 07-8208303
CAGE #: 1T6Y2
US Congressional District: ID-001
NPT Indirect Cost Rate: 24.24%
NPT 7871 Non-Profit Status:
NPT Fringe Rate Information:

 

Training Resources

Face-to-Face

If you would like to schedule a face-to-face training session with Grant Management Program, please feel free to contact us at 208-621-3832 or grants@nezperce.org.  Microsoft Teams meeting will be the primary method of use.

Classes/Groups

You can request a presentation by Grant Management Program for your department or program by contacting us at 208-621-3832 or grants@nezperce.org.  Microsoft Teams meeting will be the primary method of use.