ney
De
NoTE.—DO NOT USE THIS ROUTE SLIP To
SHOW FORMAL CLEARANCES OR APPROVALS

DATE

 

Ele SL2y
a DD hea Godele
VAC

MOL

 

C] APPROVAL OO aeviEw C PER CONVERSATION
[-) SIGNATURE [J NOTE AND SEE ME [J AS REQUESTED

-- C) COMMENT (O NOTE AND RETURN ([) NECESSARY ACTION

(] FOR YOUR INFORMATION
(PREPARE REPLY FOR SIGNATURE OF

REMARKS:

 

 

(Fold here for return)
tr Pf 7 é ~
From 2 OLE

BUILDING

1 § Gb VP SE
Forw HEW-S0. Rev. 11/56 ROUTE SLIP GPO ; 1973 O - 517-326

 

 

 

 
MEMOR ANDUM DEPARTMENT OF HEALTH, EDUCATION, AND WELFARE

TO

FROM

SUBJECT:

PUBLIC HEALTH SERVICE
oc HEALTH RESOURCES ADMINISTRATION
BUREAU OF HEALTH RESOURCES DEVELOPMENT

Acting Director, DRMP DATE: August 28, 1974

Acting Chief, GM
Policy Manual

We are in the process of revising the booklet entitled, Guidelines and
Information for Assisting RMPs in Phasing Out RMPS Support. Tom
Simonds has been assigned the responsibility and will be the author.
The purpose for the proposed revision is two-fold. First, some of
the policy statements contained in it require changes to make. them
more accurate or clearer and there is also a need for additional
policies. Secondly, we would endeavor to prepare a manual which
could be used by the emerging health organization or at least serve
as a solid basis for operating during the transition period. As

the new organization develops and matures, a policy manual

tailored to it will probably be required; however, the one we are
developing should offer the framework on which to build it.

 

Therefore, we are beginning by editing the existing "phase-out
manual" and making the necessary changes. We will then develop new
policies on a variety of subjects. Some of these are:

Loan of excess property to grantees

Compensation for part~time federal employees

Reimbursement for advisory group members ‘
Discretionary funding

We will then introduce additional sections which are not necessarily
policy in nature but which would assist grantees - particularly new
ones ~ in the management of government grants. These will cover
topics which have proven to be troublesome to new and unsophisti-
cated grantees and, in fact, to some not so new, who consider
themselves to be experienced.

The existing "phase-out manual" has been well received by the RMPs
generally and acclaimed by some as the most useful document pro-
duced by DRMP. We are of the opinion that building on this to
produce a more timely manual should be equally well received by and
useful to the new organizations which will replace RMP and CHP. [It
should alsc be beneficial in avoiding problems for new and
inexperienced grantees.
Page 2 - Acting Director, DRMP

There is attached for your information an outline of the manual we
will develop. We would appreciate any thoughts you may have for
topics to be included.

e

OY aes 6 Lects
( Lee Teets

Attachment

ec: Acting Deputy Director, DRMP
Preface
A. Broad description of organization
1. Mission
2. Responsibilities.
a. Grants
‘b. Grantees

I. Introduction

A. Composition of Manual (general statement)

B. Documents grantee should have access to and where obtained.
1. CFR
2. Fed-Register
3. Grants Administration Manual .

C. Order of Precedence of policies in event of conflict
1. Fed. legislation
2. Fed. Regulations
3. DHEW Grants Administration Manual
4, Policies in this manual

Il. Funding and Application
A. Funding determination based on approval
B. Notice of Grant Award (general and brief statement)
Cc. Continuation
1. Application
D. Unobligated Balances

1. ROE
2. Treatment of unobligated balances
a. Offset
b. Carryover
c. Refund
III. Costs

A. General statement regarding direct and indirect costs
B. Grantee responsibilities
C. Direct costs
1. Definition
2. Identify and explain each
a. Identify pertinent DHEW Grants Administration Manual
Chapter.
3. Add policy on air conditioning being considered as a
utility cost
D. Indirect Costs
1. Applicable cost Principle and Procedures
a. Brochures available describing procedure for computing

IV. Payment
A. Monthly Cash Request
B. Letter of Credit
C. Reimbursement by Treasury Check
Page

VI.

VII.

Grant Related Income

Equipment Accountability
A. Loan of excess property to grantees

Contracting by Grantee