Bureau of Educational and Cultural Affairs

GRANTS DIVISION
Home > Grants Division

Frequently Asked Questions (FAQs)

Does the Bureau award grants to individuals for college assistance?
Does the Bureau accept unsolicited proposals?
If my organization currently has an agreement, how do we receive grant funds?
Can my organization receive pre-award funds?
Are Bureau grantees required to have an audit?
Where should audit reports be submitted?
If my organization has an audit and questioned or unsupported costs are identified, what is DOS' policy?
Does DOS have audit appeal procedures?
Does the Bureau have CFDA numbers?
Does the Bureau require cost sharing?
What is the Bureau's policy on reallocation of funds?
How does a grantee receive a no cost extension of the period of the agreement?

Does the Bureau award grants to individuals for college assistance?
The Bureau does not award grants directly to individuals. The Bureau awards grants and cooperative agreements to nonprofit institutions to conduct educational and cultural exchange programs.

Back to the top

Does the Bureau accept unsolicited proposals?
The Bureau does not accept unsolicited proposals. For a list of the latest bureau funding opportunities for academic, and non-profit institutions seeking exchanges and training grants visit the Bureau's website.

Back to the top

If my organization currently has an agreement, how do we receive grant funds?
Currently the Bureau utilizes two methods of payments - the Payment Management System (PMS), managed by the Department of Health and Human Services, and the Standard Form 270. The method of payment is generally designated under Article III, Payments and Items of Expenditure in the agreement.

If your organization is participating in PMS, funds may be drawn down electronically through the Internet.

If your organization is on the SF-270 method, a completed SF-270, Request for Advance/Reimbursement form must be submitted to the Grants Division. Please read the detailed instructions on how to complete and submit a SF-270.

Back to the top

Can my organization receive pre-award funds?
DOS does not waive cost-related and administrative prior written approvals required by OMB Circulars A-21 and A-122. Therefore all pre-award costs are incurred at the recipient's risk. DOS is under no obligation to reimburse such costs if for any reason the recipient does not receive an award or if the award is less than anticipated and inadequate to cover such costs.

Back to the top

Are Bureau grantees required to have an audit?
Recipients that expend $300,000 or more in a year are required to have a single or program-specific audit conducted for that year in accordance with the revised OMB A-133 Circular.

Recipients that expend less than $300,000 a year are exempt for that year but records must be available for review. Further information is available on A-133 audit requirements in the OMB-A-133 Circular and the A-133 Compliance Supplement.

Back to the top

Where should audit reports be submitted?
Audit reports and the data collection forms should be submitted to the following address:

Federal Audit Clearinghouse
Bureau of the Census
1201 E. 10th Street
Jeffersonville, Indiana 47132

If the Department of State is the cognizant Federal Agency for your organization, submit a copy of your A-133 audit to the Grants Division also to expedite finalization of indirect cost rates.

Back to the top

If my organization has an audit and questioned or unsupported costs are identified, what is DOS' policy?
A copy of the audit will be forwarded to the recipient for comment. The grantee will have an opportunity to provide comments along with supporting documentation for further evaluation. The Grant Officer, in collaboration with the Program Officer, will issue a Final Determination. The Grantee will be given 30 days in which to file an appeal.

Back to the top

Does DOS have audit appeal procedures?
Yes. Please contact the Grants Division for details.

Back to the top

Does the Bureau have CFDA numbers?
Yes. The CFDA number applicable to each award is found in the PURPOSE of the award. If the number is not listed, contact the Grants Division.

Back to the top

Does the Bureau require cost sharing?
Cost sharing requirements are identified in the Bureau's Request for Proposals Program Submission Instructions (PSI). The amount of cost sharing may not be waived. Generally, the Bureau encourages cost sharing. When a recipient voluntarily includes cost sharing in their proposal, the recipient is expected to contribute the proposed amount to the project.

Back to the top

What is the Bureau's policy on reallocation of funds?
When the award amount is over $100,000, Recipient's may make cumulative reallocations/adjustments of up to 10% of the total amount of the award, however, recipients may not reallocate funds between program and administrative budgets without prior written approval of the Grants Officer. If the award amount is under $100,000, prior approval for reallocations is not required, however, reallocations must be reasonable, allowable and necessary.

Back to the top

How does a grantee receive a no cost extension of the period of the agreement?
Requests for an extension of the period of the agreement must be submitted in writing to the Grants Officer prior to the expiration date of the agreement.

The Department of State's Code of Regulations for Grants are available online.

Back to the top