Usually a progress report is due for each 120-day period of the grant period. The 120-day period begins with the start date of the grant agreement. Progress reports should be submitted within 30 days after the 120-day period unless otherwise required in the grant agreement. If program activities did not start within the first 120 day period, or the project is delayed any time during the reporting period, a progress report should still be submitted explaining the reasons for the delay and how problem(s) are being resolved.

Each progress report should describe the progress being made in achieving the goals and objectives specified in the grant, and it should be keyed to the project’s performance measurements. The report should outline activities scheduled for the next reporting period and describe problems encountered, if any. If you have questions regarding the information needed, call the ARC Project Coordinator identified on page one of the Grant Agreement.

ARC will accept faxed and e-mailed copies of progress reports. At this time, ARC requires original signed payment requests and payment backup documentation unless otherwise approved by your project coordinator.

Two (2) copies of the progress report should be sent to the ARC Project Coordinator. The report should be stapled but unbound. One copy of the progress report should also be sent to the State Administration and Liaison Officer (usually the State Program Manager) listed on page one of the Grant Agreement.

Five copies of the final report are due within 30 days after the project has ended. If a delay in submitting the final report is expected, the grantee should notify the ARC Project Coordinator.

A report covering only the final quarter of the grant period is not sufficient. The final report should review and highlight all activities that occurred during the implementation phase of the project. It is important to include final outcome measurements that are keyed to the performance measurements in the approved grant. See ARC’s "Guidelines for Compiling Final Reports" for more information.

ARC makes electronic payments to grantees using the ACH [Automatic Clearinghouse] payment system. All grantees are required to receive payments through the ACH process; no payments will be made without a completed ACH enrollment form (SF 3881) on file. A copy of the enrollment form with instructions was included with your grant agreement. You may also download a copy from the Internet at: www.fms.treas.gov

Yes. Simply complete a new ACH enrollment form along with a note indicating that it is revised and submit the revised form directly to the ARC Finance Office, 1666 Connecticut Ave. NW, Suite 700, Washington, DC 20009-1068.

To receive a payment, the grantee must submit the original and one copy of the following: (1) a progress report that covers the same time period as the payment request; (2) a "Request for Advance or Reimbursement" (SF 270); (3) Backup worksheets that summarize actual expenditures by approved budget line items. Payment forms and recommended formats for backup worksheets (PMB-1 and PMB-2) were enclosed with your grant agreement and are available from ARC. Other backup formats may be acceptable with approval from your ARC Project Coordinator. (Copies of the SF 270 can be found on the Internet at: www.whitehouse.gov/ OMB/ grants/Index.html). Please note that both ARC and matching funds must be identified in the backup documentation that accompanies all payment requests.

ARC will advance funds but usually for not more than a 120-day period. The advance payment request should include (1) a short statement explaining why an advance is needed; (2) a "Request for Advance or Reimbursement" (SF 270); and (3) a backup worksheet showing estimated expenditures for each line item in the approved budget. A single payment request may include reimbursement and advance. Call the ARC Project Coordinator if assistance is needed.

The ARC Project Coordinator reviews your written report to confirm that appropriate progress is taking place and to look for opportunities to assist if needed. Financial forms are reviewed to confirm that expenditures are consistent with the approved budget. After the Project Coordinator approves the request, it is forwarded to ARC’s finance staff, and payments are then transferred electronically through the ACH process. Funds will be deposited directly to your bank account; you will not receive notice of payment from ARC.

The final payment due the grantee is contingent upon submission to ARC, and ARC’s approval, of the final project report and a final financial report. Final written and financial reports should reflect activities and costs for the entire grant performance period. The reports are due 30 days after the end of the grant period.

ARC may approve a time extension with State concurrence. If there are reasons that the project can not be completed within the approved time period, a request should be made in writing, prior to termination of the grant period stating the reason for the need to extend the time period and the requested revised end date. Forward the extension request to your ARC Project Coordinator and the State Program Manager. ARC’s approval is contingent on the state’s approval of the request.

All substantial proposed changes must be requested in writing and approved by the ARC with State concurrence prior to the implementation of the changes. The reason for adding or deleting an activity should be fully described. Information should be provided explaining expected outcomes and outputs resulting from proposed changes. The State Program Manager should receive a copy of your request at the same time it is submitted to ARC in Washington. ARC’s approval is contingent on the state’s approval of the request.

If the ARC grant exceeds $100,000, prior ARC approval is required for budget changes exceeding 10% of the project’s approved budget. Any other budget change that involves a substantial revision to the scope or objectives of the project (regardless of the grant amount) also requires prior ARC approval. If you are requesting these major budget changes, submit the revised budget to the ARC Project Coordinator and the State Program Manager. Budget changes must receive state concurrence prior to ARC action. You should also send copies of minor budget revisions that do not require ARC approval to ARC and the State Program Manager so that files will reflect the correct budget at all times.

Services that are subcontracted to a contractor identified in the project application as approved by ARC are allowable. Services to be subcontracted but not described as such in the original application should be submitted in writing to the ARC Project Coordinator for approval. The State Program Manager should receive a copy of your request at the same time it is submitted to ARC.

All grantees must maintain accurate and complete records relating to ARC grant awards and make these available for audit, as necessary, by ARC or the General Accounting Office. Each year, ARC’s Office of the Inspector General conducts random audits of selected ARC projects to ensure compliance with our grant agreement and applicable regulations.

Audit requirements are noted in Office of Management and Budget (OMB) Circular A-133, (June 1997), Audits of States, Local Governments, and Nonprofit Organizations. This circular consolidated several prior circulars and exempted non-Federal entities that expend less that $300,000 per year in Federal awards from Federal audit requirements, under most circumstances. The Circular should become familiar to any entity receiving substantial amounts of Federal grant funds. A grantee receiving less than $300,000 per year in Federal grants cannot charge Federal grants for the cost of an audit conducted during the year.

ARC grants are administered in accordance with the applicable OMB Circulars, with such modifications in the requirements of the Circulars as the Commission may from time to time approve. The grantee is expected to use the OMB Circular appropriate for their type of organization. If you do not know which OMB Circular you should be using, contact the ARC Project Coordinator.

The project expenditures should be maintained in a format acceptable under the OMB Circular appropriate for your agency. If the financial officer of your organization does not have the appropriate OMB circular, copies may be downloaded from the Internet at: www.whitehouse.gov/WH/EOP/OMB You may also receive hard copies of OMB circulars directly from the Office of Management and Budget by telephoning that office at 202/395-7332.