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Managing Your Grant

General Steps for Managing Your Grant

• Submit EPA Payment request form to Las Vegas Finance Center
  (Details/Instructions)
• Submit final  Federal Financial Report (FFR) to Las Vegas Finance Center
  (Details/Instructions)
• Submit interim  Federal Financial Report (FFR) to EPA Las Vegas Finance Center (Details/Instructions)
• Submit Minority Business form to EPA Region 9
  (Details/Instructions)
• Submit Progress/Technical form to your EPA Division Project Officer
  (Details/Instructions)

Submit EPA Payment Form 190-F-04-001 to Las Vegas Finance Center

Should you agree to the terms and conditions of your grant agreement, you may request payment for grant-related expenses as needed, using the form below.

1. U.S. EPA Payment Request (EPA Form 190-F-04-001) form (PDF) (2 pp, 26K) used by the Las Vegas Finance Center for Grant Payment.
   • EPA Payment Request Instruction for EPA Form 190-F-04-001 (PDF) (2 pp, 46K)
2. Complete the form using one of these methods:
   • Print it, complete it manually (printing neatly or using a typewriter) and mail or fax it to the address/fax number in the box at right.
   • Complete it and submit by email (lvfc-grants@epa.gov). "Save-as" to your local computer and print a copy for your records. (See the instructions in the box below marked "Using the Adobe PDF").

Note: Please be sure to use the latest version of the form by printing it from the URL provided above. Reports submitted using previous versions of the form will not be accepted.

Questions regarding the Payment Request Form (EPA Form 190-F-04-001) may be directed to:

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Submit Final Federal Financial Report (FFR) form SF 425 to the Las Vegas Finance Center

A Final  Financial Status Report is due within 90 days of the expiration of your grant. You should refer to the regulations and terms and conditions included with your grant for this requirement.

1. Download the FFR form (XLS) (36K).
2. Print the form and complete it manually (printing neatly or using a typewriter) or complete the form in Microsoft Excel using the alternative procedure in the right-side box below.
   Note: Instructions for completeing the form are available in Federal Financial Report, SF-425 Instructions (PDF) (5 pp, 61K).
3. Submit the form using one of these methods:
   • After printing and completing the form manually (printing neatly or using a typewriter), mail or fax the completed form to the Las Vegas Financial Center (mailing address and fax number in the above-right box)
   • Complete it in Microsoft Excel and email (lvfc-grants@epa.gov). Save to your local computer and print a copy for your records. (See the instructions in the box below marked "Using the Adobe PDF")

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Submit Interim Federal Financial Report (FFR) form SF 425 to the Las Vegas Finance Center

Please refer to your grants' Terms and Conditions for more information on when to submit your Interim FFR.

Download the FFR form (XLS) (1 pg, 23 K). You can fill in the form and email from your browser if your computer is configured to do so. If not, see the alternative procedure in the box at right.
Note: Instructions are available in Federal Financial Report, SF-425 Instructions (PDF) (5 pp, 61K).

1. Complete the form using one of these methods:
   • Print it and complete it manually (printing neatly or using a typewriter) and mail or fax the completed form to the Las Vegas Finance Center.
   • Complete the form in Microsoft Excel and return by email (lvfc-grants@epa.gov). Save to your local computer and print a copy for your records. (See the instructions in the box below marked "Using the Adobe PDF")

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Minority Business Enterprise/Women-Owned Business Reporting Instructions

1. Use the latest version of the form (EPA 5700-52A (PDF) (5 pp, 80K)) (dated 12/22/13) to complete your report(s) and, if applicable, to update the MBE/WBE templates that are on file.
2. Review all of the instructions attached to the EPA 5700-52A (PDF) and review the sample report (please see the second page for modifications on the sample report) (PDF) (5 pp, 240K) for guidance on how to complete the report.
3. Read the reporting terms and conditions included in the grant agreement(s) to determine the reporting frequency requirements applicable to each program.
4. Please use the following format when preparing the email to submit the report. The email format will enable us to locate the reports faster in our email system. Effective July 1, 2013, please submit all MBE/WBE reports in PDF format, via email only to:

   To: GrantsRegion9@epa.gov
   Subject line: name of the recipient – MBE-WBE report(s) - grant ID #(s) - (e.g. River Park – MBE-WBE report - GA-00T44401-0) - (please list all grant ID numbers if you are submitting more than one report).

Please contact your Grant Specialist if you have any questions. The phone number and the email address are indicated on the first page of the grant agreement. You may also contact the DBE Coordinator, Joe Ochab (ochab.joe@epa.gov) at (415) 972-3761 if you have any questions related to MBE/WBE procurement.

Additional Useful Aids to Complete the MBE/WBE Report

• MBE/WBE Reporting Checklist (DOC) (5 pp, 28K)
• Questions and Answers on MBE/WBE Reporting (PDF) (4 pp, 73K)
• Locating Small, Minority, and Women's Business Enterprises (PDF) (1 pg, 24K)
• MBE/WBE Reporting under EPA's DBE Rule (PDF) (39 pp, 146K)

Outreach to MBE, WBE, and other Disadvantaged Business Enterprises (DBE)

• To find MBE, WBE and other DBE contractors and vendors, go to Central Contractor Registration System
  (Dynamic Small Business Search feature of Central Contractor Registration System)  
• For additional sources, see Locating Small, Minority, and Women's Business Enterprises.
  

Need More Information?

The following items can be accessed at EPA's Small Business Programs Web Site:

• Disadvantaged Business Enterprise (DBE) Rule
• DBE Manual
• DBE Program Fact Sheets
  • Overview of EPA's DBE Rule and Program
  • Fair Share Objectives (MBE/WBE Goals);
  • Good Faith Efforts (outreach to MBE, WBE, and other DBE)
  • MBE/WBE Reporting under the DBE Rule
  • MBE/WBE Certification

For details about reporting: MBE/WBE Reporting under EPA’s DBE Rule (PDF) (39 pp, 146K)

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Submit Progress and Technical Reports to EPA Division Project Officer

Generally, your work plan for the project and/or the terms and conditions included on your grant will specify the frequency and types of progress/technical reports that are required. If there are no specific requirements listed, you must submit a final performance report to the EPA Project Officer within 90 calendar days after project completion. 40 CFR Part 30 and 31 identify what this report must include.

Mail to:
U.S. Environmental Protection Agency
EPA Division Office Name - Project officer's mail code
75 Hawthorne Street
San Francisco, CA 94105

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