Skip Navigation
Link to HHS Website Department of Health & Human Services
 
Link to Administration on Aging HomePage
  Home > AoA Programs > Older Americans Act & Aging Network
Home
About AoA
Press Room
Elders & Families
Emergency Preparedness
Aging Statistics
AoA Programs
Program Results
Grant Opportunities
AoA Funded Resource Centers
              

The Aging Network

Program Instructions
Clear Image
Clear Image

AOA-PI-98-06 - September 30, 1998

AOA-PI-98-06 - Grants to State Agencies on Aging for the Support of Information and Referral for Medicare Beneficiaries:
Part II. Guidelines for Preparing and Submitting the Application Attachment
See also:
Part I. Background Information and Program Priority [of this announcment], and the second announcement: Grant Awards to State Agencies on Aging for the Support of Model State Projects to Develop Medicare Information and Referral Protocols and Reports

The closing date for submission of applications has been extended to: November 9, 1998.

Part II. Guidelines for Preparing and Submitting the Application

Part II contains guidelines for State Agencies on Aging in preparing and submitting applications for Information and Referral for Medicare Beneficiaries Projects. Application forms also are provided along with instructions for preparing the application package for submittal to the AoA.

A. General Information

1. Review Process and Considerations for Funding

a. Notification: All applicants will automatically be notified of the receipt of their application and informed of the identification number assigned to it.

b. Review and Decision-Making Process: Applicants may be contacted by AoA staff to furnish additional information.

c. Timeframe: Awards will be made within ten days of receipt of application.

2. Notification Under Executive Order 12372

This is not a covered program under Executive Order 12372.

B. Deadline for Submission of Applications

The closing date for submission of applications is October 30, 1998.

C. Grantee Share of the Project Costs

State Agencies on Aging are not required to share in the costs of these projects.

D. Application Screening Criteria

Applicants are expected to meet the following two screening criteria:

1. Applications must be either postmarked by midnight, October 30, 1998, or hand-delivered by 5:00 p.m., Eastern Time, on October 30, 1998 to:

Department of Health and Human Services
Administration on Aging
Office of Administration and Management
330 Independence Avenue, S.W., Room 4643
Washington, D.C. 20201

2. An application must be relevant and responsive to this program announcement for Information and Referral for Medicare Beneficiaries Projects..

In addition, the applicant is asked to adhere to the following guidelines in preparing the application:

  • The body of the application should not exceed ten (10) pages, double-spaced. A suggested arrangement of the substantive portions of the application follows:

    • Summary description (suggested length: one page);

    • Narrative (suggested length: six pages); and

    • Letters of commitment from collaborating organizations (suggested length: three pages).

  • The following forms/documents are excluded from the 10 page limitation: (1) Standard Form (SF) 424, SF 424A (including a short budget justification) and SF 424B; (2) the certification forms regarding lobbying; debarment, suspension, and other responsibility matters; and drug-free workplace requirements.

E. Indirect Costs

As a state government agency, the SUA may include indirect charges (costs) in its budget as determined in accordance with HHS requirements.

F. The Components of an Application

To expedite the processing of applications, we request that you arrange the components of your application, the original and two copies, in the following order:

  • SF 424, Application for Federal Assistance; SF 424A, Budget, accompanied by your budget justification; SF 424B (Assurances); and the certification forms regarding lobbying; debarment, suspension, and other responsibility matters; and drug-free workplace requirements. Note: The original copy of the application must have an original signature in item 18d on the SF 424;

  • Project summary description;

  • Program narrative; and

  • Letters of commitment from collaborating organizations as appropriate.

G. Communications with AoA

All applicants will be notified (using the information provided by the SF 424, item 5) of the receipt of their application and informed of the identification number assigned to it.

H. Completing the Application

In completing the application, please recognize that the set of standardized forms is prescribed by the Office of Management and Budget and is not perfectly adaptable to the particulars of this program. If you need technical help in completing the forms, please call Al Duncker at (202) 619-1269. Please prepare your application consistent with the following guidance:

1. SF 424, Cover Page: Complete only the items specified in the following instructions:

Item 1. Preprinted on the form.

Item 2. Fill in the date you submitted the application. Leave the applicant identifier box blank.

Item 3. Not applicable.

Item 4. Leave blank.

Item 5. Provide the legal name of the applicant; the name of the primary organizational unit which will undertake the assistance activity; the applicant address; and the name and telephone number of the person to contact on matters related to this application.

Item 6. Enter the employer identification number (EIN) of the applicant organization as assigned by the Internal Revenue Service. Please include the suffix to the EIN, if known.

Item 7. Preprinted on the form.

Item 8. Preprinted on form.

Item 9. Preprinted on form.

Item 10. Leave blank.

Item 11. The title should describe concisely the nature of the project.

Item 12. Preprinted on form.

Item 13. Enter the desired start day, no later that October 30, 1998 and the end date for the project, October 29, 1999.

Item 14. List the applicant's Congressional District and the District(s), if any, directly affected by the proposed project.

Item 15. All budget information entered under item #15 should cover the 12 months of the project. The applicant should show the federal support requested first under sub-item 15a and then again under 15g.

Item 16. Preprinted on form.

Item 17. This question applies to the applicant organization, not the person who signs as the authorized representative. Categories of debt include delinquent audit disallowances, loans and taxes.

Item 18. To be signed by an authorized representative of the State Agency on Aging.

2. SF 424A - Budget Information

This form (SF424A) is designed to apply for funding under more than one grant program; thus, for purposes of this AoA program, most of the budget item columns/blocks are superfluous and should be regarded as not applicable. The applicant should consider and respond to only the budget items for which guidance is provided below.

Section A - Budget Summary and Section B - Budget Categories should include both federal and (if applicable) non-federal funding for the proposed project covering the 12 month project period.

Section A - Budget Summary

On line 5, enter total Federal Costs in column (e) and again in column (g). The amount shown on line 5, column (g) should be identical to that entered in Item 15 (g) Total on the SF 424 face sheet.

Section B - Budget Categories

Use only the last column under Section B, namely the column headed Total (5), to enter the total requirements for federal funds by object class category. Show the totals in row 6-k, column 5.

A separate budget justification sheet(s) should be included which shows the breakdown of budget cost items. This separate budget presentation should fully explain the major budget items: personnel, travel, other, etc., as outlined below. The full budget justification should be included in the application immediately follow the SF 424 budget forms.

Line 6a - Personnel: Enter total costs of salaries and wages of applicant/grantee staff. Do not include the costs of consultants, which should be included under 6h - Other.

Justification: Identify the project director, if known. Specify the key staff, their titles, and time commitments in the budget justification.

Line 6b - Fringe Benefits: Enter the total costs of fringe benefits unless treated as part of an approved indirect cost rate.

Justification: Provide a break-down of amounts and percentages that comprise fringe benefit costs, such as health insurance, FICA, retirement insurance, etc.

Line 6c - Travel: Enter total costs of out-of-town travel (travel requiring per diem) for staff of the project.

Justification: Include the total number of trips, destinations, length of stay, transportation costs and subsistence allowances.

Line 6d - Equipment: Enter the total costs of all equipment to be acquired by the project. Equipment is defined as non-expendable tangible personal property having a useful life of more than two years and an acquisition cost of $5,000 or more per unit. If the item does not meet the $5,000 threshold, include it in your budget as part of supplies.

Justification: Equipment to be purchased with federal funds must be justified as necessary for the conduct of the project. The equipment, or a reasonable facsimile, must not be otherwise available to the applicant or its sub-grantees. The justification also must contain plans for the use or disposal of the equipment after the project ends.

Line 6e - Supplies: Enter the total costs of all tangible expendable personal property (supplies) other than those included on line 6d.

Line 6f - Contractual: Enter the total costs of all contracts, including (1) procurement contracts (except those which belong on other lines such as equipment, supplies, etc.) and, (2) contracts with secondary recipient organizations including delegate agencies. Also include any contracts with organizations for the provision of technical assistance. Do not include payments to individuals on this line.

Justification: Attach a list of contractors indicating the name of the organization, the purpose of the contract, and the estimated dollar amount. If the name of the contractor, scope of work, and estimated costs are not available or have not been negotiated, indicate when this information will be available. Whenever the applicant/grantee intends to delegate a substantial part (one-third, or more) of the project work to another agency, the applicant/grantee should provide a completed copy of Section B, Budget Categories for each contractor, along with supporting information.

Line 6g - Construction: Leave blank since new construction is not allowable and federal funds are rarely used for either renovation or repair.

Line 6h - Other: Enter the total of all other costs. Such costs, where applicable, may include, but are not limited to: insurance, medical and dental costs; noncontractual fees and travel paid directly to individual consultants; local transportation (all travel which does not require per diem is considered local travel); space and equipment rentals; printing and publication; computer use; training and staff development costs.

Line 6i - Total Direct Charges: Show the totals of Lines 6a through 6h.

Line 6j - Indirect Charges: Enter the total amount of indirect charges (costs), if any. If no indirect costs are requested, enter "none."

Line 6k - Total: Enter the total amounts of Lines 6i and 6j.

Line 7 - Program Income/Third Party In-Kind Contributions: Leave blank.

Section C - Non-Federal Resources: Leave blank.

Section D - Forecasted Cash Needs: Not applicable.

Section E - Budget Estimate of Federal Funds Needed for Balance of the Project: Not applicable.

Section F - Other Budget Information

Line 21 - Direct Charges: Not applicable

Line 22 - Indirect Charges: Enter the type of indirect rate (provisional, predetermined, final or fixed) to be in effect during the funding period, the base to which the rate is applied, and the total indirect costs.

Line 23 - Remarks: Provide any other explanations or comments deemed necessary.

3. SF 424B - Assurances

SF 424B, Assurances--Non-Construction Programs, contains assurances required of applicants. Please note that a duly authorized representative of the applicant organization must certify that the applicant is in compliance with these assurances.

4. Certification Forms

Certifications are required of the applicant regarding (a) lobbying; (b) debarment, suspension, and other responsibility matters; and (3) drug-free workplace requirements. Please note that a duly authorized representative of the applicant organization must attest to the applicant's compliance with these certifications.

5. Project Summary Description

The project summary description (page one) begins the substantive part of the application. It should be headed by two identifiers: (1) the name of the applicant organization as shown in SF 424, item 5 and (2) the program priority, namely, Information and Referral for Medicare Beneficiaries grants.

6. Program Narrative

The Program Narrative is the critical part of the application. It should be clear, concise, and, of course, responsive to the program priority as described above under Part I, Section D, The narrative should cover: (A) the project's purpose(s), relevance, significance, and responsiveness to the program priority; (B) the workplan/ approach(es) the project will follow to achieve its purpose(s); (C) the anticipated outcomes/results/benefits of the project and how these will be disseminated and utilized, and; (D) the level of effort needed to carry out the project, in terms of the project director and other key staff, funding, and other resources.

Please have the narrative typed, double-spaced, on one side of 8 1/2" x 11" plain white paper with 1" margins on both sides. All pages of the narrative (including charts, tables, etc.) should be sequentially numbered, beginning with "Objectives and Need for Assistance" as page number two (2).

7. Letters of Commitment From Collaborating Organizations and Agencies

Include confirmation of the commitments to the project (should it be funded) made by collaborating agencies after the narrative section of the application.

J. Points to Remember

  1. Please send an original and two copies of your application.

  2. The summary description should accurately reflect the nature and scope of the proposed project.

  3. Do not include testimonial letters which endorse the project in general and perfunctory terms. In contrast, letters which describe and verify tangible commitments to the project, e.g., funds, staff, space, should be included.

  4. The application must be mailed by midnight, or hand-delivered by 5:00 p.m., Eastern Time, on October 30, 1998, to:

Department of Health and Human Services
Administration on Aging
Office of Administration and Management
330 Independence Avenue, S.W., Room 4643
Washington, D.C. 20201


INQUIRIES: Inquiries should be addressed to Regional Administrators on Aging, HHS regional offices.

 




Last Modified: 12/31/1600