Once grant decisions are made by the MFH Board of Directors, applicants are notified by letter and a Grant Award Agreement (GAA) is mailed to grantees.  It includes project period, disbursement schedule, reporting schedule, and other requirements of an MFH grant.

  Budget

Can project expenses be incurred prior to the start date of the award?

      Costs incurred prior to start date are not allowable.  The project period is identified in #2 of the Grant Award Agreement (GAA#2) (GM Presentation).

How should grantees track MFH funds?

      Grantees may track funds in any manner, but expenditures should be easily identifiable in the grantee's financial system (GAA#7).

Can funds be expended for services or materials not identified in the approved budget?

      Prior approval by MFH is required for any deviations from the approved budget.  A budget reallocation may be necessary if expenses are anticipated to exceed +/-10% of any budget category.  A written request is submitted to the Program Officer explaining the situation and impact on the project (GAA Attachment B) (GM Presentation). 

**What happens if the approved budget for each year is not spent?

      Funds not spent in the year budgeted are carried over to the remaining grant year(s).  A project extension can be requested so that all grant funds can be spent (GAA #3)

Disbursements

How are disbursement amounts determined?

      Disbursement amounts are based on the budget award by grant year.  The final disbursement is 5% of the total grant (GAA #4) (GM Presentation).

When are disbursements sent to grantees?

• The initial disbursement is sent on or around the start date of the project.  
• Subsequent disbursements are sent after receipt and approval of the interim reports. 
• The final disbursement is sent upon receipt and approval of the final report and appropriate supporting documentation.  The final disbursement is paid on a reimbursement basis and all grant funds must be expended within the project period for grantee to receive the final disbursement.
(GAA #4) (GM Presentation)

What happens if the total amount of the disbursement is not spent?

      Additional disbursements are temporarily held until expenses reach the following thresholds:

• 66% of first disbursement at 6-month interim report.
• 85% of total disbursements for subsequent disbursements.

Once each threshold is met, grantee forwards an updated financial report to the Grants Manager (GM Presentation).

Reporting

**When are reports due?

      Interim reports are usually required for every six (6) months of activity.  For example:

·     Interim report is due 07/15/10 for activity from 01/2010 – 06/2010.

      The final report is due one (1) month after the project end date.  For example:

·         Final report is due 07/31/10 for a project ending 06/30/10.

     (GAA #6) (GM Presentation)

Can interim and final reports be submitted electronically?

Yes.  Most reports have a programmatic (WORD document) and financial (EXCEL document) section.  They may be submitted as e-mail attachments.  Supporting documentation due with the final report may also be submitted electronically (GM Presentation).

What is the difference between an interim report and final report?

The final report requires supporting documentation in addition to the programmatic and financial reports (GAA #6) (GM Presentation).

**On the financial report, what is meant by ‘If expenses are +/- 10% of the approved budget for any line item, tell us why’?

MFH requires a brief statement explaining why actual expenses are more or less (+/-10%) than the approved budget (GAA #5).

What if the grantee experiences programmatic or financial challenges?

Each project has an assigned Program Officer and/or Grants Manager who assists with resolving any challenges (GM Presentation).

Additional Information

**Grant Award Agreement Amendment

      A Grant Award Agreement may be needed when there are any changes to:

• Approved budget (GAA Attachment B);
• Project plan (GAA Attachment C);
• Project Extension. (GAA#3).

(GM Presentation)

**Publicity

All publicity associated with the grant must clearly identify The Missouri Foundation for Health as a funding source using the following statement:

Funding for this project was provided [“in whole” or “in part”] by The Missouri Foundation for Health.  The Missouri Foundation for Health is a philanthropic organization whose vision is to improve the health of the people in the communities it serves.”

MFH Logo Use

The MFH logo can be used in grant materials, but is not required.  The logo is available electronically and should be requested from the MFH Communications area.  Grantees must obtain approval from the MFH Director of Communications to ensure the logo is always used in correct proportion and PMS colors.

Project Contact and Organizational Changes

Grantee must notify the assigned Program Officer and Grants Manager of any changes to project contact information or other significant changes within the organization. 

Other Questions

Contact the assigned Program Officer and/or Grants Manager (click here for staff contact information).

 

**Does not apply to General Support for Advocacy or Basic Support grants (for Basic Support grant information, click here).