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Grants & Agreements Administration & Management

Frequently Asked Questions

Pre-Award

Q: Where should I send my grant application package?

A: The most efficient way to submit an application package is via email to the Grants Management Shared Inbox:
nagrants@fs.fed.us

If you are unable to submit an electronic copy of your application please mail a hard-copy to:
USDA Forest Service
Northeastern Area State and Private Forestry
11 Campus Boulevard, Suite 200
ATTN: Grants Management Staff
Newtown Square, PA 19073

We only need one copy of your application package. Sending multiple copies (e.g., one via email, another hard-copy) delays processing of your application because we have to ensure that both copies are exactly the same; that one version is not different from the other.

Q: Accurate completion of the Application of Federal Assistance (SF-424) is an essential component of a thorough application package. Do you have any tips on completing the form specific to the Forest Service?

A: This matrix will assist you in completing the SF-424 form. Accurate information in all of the fields will result in faster processing of your grant award.

Q. Can you explain how to calculate the amount of match needed for a project?

A: This document will help you with these calculations.

Equipment

Q: I want to purchase equipment with federal dollars that will be awarded in a grant. Is there a summary document that explains the equipment process from pre-award through closeout/disposition?

A: This matrix outlines the equipment process based on the type of entity receiving federal funds, for all phases of the grant award.

Q: If an entity has a more restrictive limit for defining equipment, i.e. $1,000 per unit, is the Forest Service still required to implement their equipment procedures?

A: No. The Forest Service definition of equipment will be based on the Office of Management and Budget circulars. An entity would have to follow their internal procedures related to equipment purchases however the Forest Service would not place more restrictive parameters on an entity just because they define equipment with a different dollar limit.

Q: A piece of equipment, totaling $5,500 is being purchased with both Federal and matching funds. If the federal share is $3,500 and match is $2,000 (64% federal share/36% recipient share) does the Forest Service still have to implement their equipment procedures because the Federal share is under $5,000?

A: Yes. The total cost of the equipment meets the definition in the Office of Management and Budget circulars so the Forest Service still has an interest in this equipment.

When it comes time to determine fair market value for post award/closeout/disposition we would calculate the federal interest in that piece of equipment at 64% of the value of the equipment.

Q: Sometimes large pieces of existing equipment (such as fire weather stations, engines, helicopters) need replacement parts which can cost $5,000+. How are these situations handled when replacement parts need to be purchased – do these components qualify as equipment?

A: No. IRS treats this as a repair and not capital equipment cost. Regardless of who paid for the repair bill (federal or nonfederal dollars) a repair cost is essentially replacing part of the original equipment so the basis of the equipment should be decreased by the amount of the total cost of the repair not just the cost of the replacement part(s).

The only exception would be a complete replacement of a piece of equipment. At that point, the original equipment is completely replaced and only the scrap or resale value of the worn out equipment would have to be addressed at disposal.

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