4 FAM 600
GRANTS AND OTHER
FINANCIAL ASSISTANCE
4 FAM 610
GENERAL POLICIES
(CT:FIN-421; 04-24-2013)
(Office of Origin: CGFS/FPRA/FAFM)
4 FAM 611 SCOPE, PURPOSE AND LAYOUT
(TL:FIN-360; 09-06-2002)
This chapter contains policies and regulatory information
applicable to Federal financial assistance issued and managed by the
Department. Included is information on financial terms and conditions, direct
and indirect costs, payments and refunds, property and equipment, financial and
program reporting, records and audits, project income, availability of funds,
accounting for award of financial assistance, documentation requirements,
monitoring, and closeouts.
4 FAM 612 APPLICABILITY
(TL:FIN-360; 09-06-2002)
The material in this chapter applies to the Departments
financial management policies for administering Federal assistance both
domestically and abroad. It is the single authoritative and comprehensive
source for the Departments Federal financial assistance policies. Federal
financial assistance issued by other agencies is governed by that agencys
policies and regulations. Officers should refer to this chapter for all
matters relating to Federal financial assistance financial management.
Detailed procedures and processes for managing Federal financial assistance are
contained in 4 FAH-3
H-600. Unless otherwise stated, references in 4 FAM and 4 FAH-3 apply to
Department operations both domestically and abroad. Differences in application
are indicated within the relevant subchapter or section.
4 FAM 613 AUTHORITY
(TL:FIN-360; 09-06-2002)
Authorities for financial management of Federal assistance
are:
(1) Public Laws:
(a) Public Law 95-224, Federal Grant and Cooperative
Agreement Act of 1977; and
(b) Public Law 106-107, Federal Financial Assistance
Management Improvement Act.
(2) Office of Management and Budget Circulars:
(a) OMB Circular A-11, Preparing and Submitting Budget
Estimates;
(b) OMB Circular A-21, Cost Principles for Educational
Institutions;
(c) OMB Circular A-87, Cost Principles for State, Local
and Indian Tribal Governments;
(d) OMB Circular A-102, Grants and Cooperative
Agreements with State and Local Governments;
(e) OMB Circular A-110, Uniform Administrative
Requirements for Grants and Agreements with Institutions of Higher Education,
Hospitals and Other Non-Profit Organizations;
(f) OMB Circular A-122, Cost Principles for Non-Profit
Organizations; and
(g) OMB Circular A-133, Audits of States, Local
Governments and Non-Profit Organizations.
(3) Other Regulations:
(a) JFMIP, Grant Financial System Requirements, and
(b) FAR 31.2, Contracts with Commercial Organizations.
4 FAM 614 DEFINITIONS
(TL:FIN-360; 09-06-2002)
Definitions applicable to Federal financial assistance are
contained in 4
FAH-3 H-612.3.
4 FAM 615 FORMS
(TL:FIN-360; 09-06-2002)
a. The U.S. Code (31 U.S.C. 3511) authorizes the U.S.
Comptroller General, in consultation with the Secretary of the Treasury and the
Director of the Office of Management and Budget, to prescribe the principles,
standards, and related requirements for accounting, and associated forms for
each Executive U.S. Government agency.
b. In accordance with 7 GAO, Fiscal Procedures, the Department
of the Treasury has responsibility for all disbursement forms, both general and
specific. The Department of State, however, is delegated responsibility for
disbursement forms falling clearly within its functional area. Procedures for
the use of a particular form are prescribed by the responsible U.S. Government
agency.
c. The use of standard forms is mandatory unless
exempted by law or by the prescribing U.S. Government agency. Advance approval
is required for adoption of U.S. Government agency forms in place of the
standard forms used by the responsible agency. The prescribed form used in the
application process is found in 4 FAH-3 H-631.
The prescribed forms used in the vouchering process are found in 4 FAH-3 H-620.
This list is inclusive, not exhaustive, and contains only the major forms used
in the vouchering process.
4 FAM 616 PAYMENTS TO DOMESTIC-BASED
RECIPIENTS OF GRANTS AND OTHER FEDERAL FINANCIAL ASSISTANCE AWARDS
(TL:FIN-360; 09-06-2002)
a. The Federal governments Chief Financial Officers
Council (CFOC) has established a policy requiring each Federal agency that
makes payments to recipients to adopt one of two Federal grant payment systems:
the Automated Standard Application for Payment (ASAP) provided by the
Department of Treasury, or the Payment Management System (PMS) provided by the Department
of Health and Human Services (HHS).
b. The Department has selected the PMS system and made
it available to grant and cooperative agreement recipients who chose to make
on-line cash requests and have established an account with a domestic bank.
Use of this system will result in requested payment amounts, made within
authorized limits, being transferred immediately to their bank accounts. By
October 1, 2002, PMS will be the only electronic payment method available for
grants. All other proprietary systems will be discontinued in accordance with
the CFOCs decision.
4 FAM 617 Through 619 UNASSIGNED