Grant Recipient Roadmap
SS4A Grant Recipient Roadmap Training Video
SS4A Grant Recipient Training Video
Grant Recipient Roadmap
Grant Recipient Roadmap
- Onboarding
- Grant Agreement Execution
- Performing the Project Work, Getting Reimbursed, and Reporting
- Project Closeout
Grant Recipient Roadmap
The SS4A Grant Recipient Roadmap includes four steps and helps grant recipients successfully navigate the program:
- Onboarding
- Grant Agreement Execution
- Performing the Project Work, Getting Reimbursed, and Reporting
- Project Closeout
Click each step to learn about its timing, activities, and outcomes.
Step 1: Onboarding
Timing
- Onboarding will occur as soon as practicable after grant recipients receive award notification.
Activities
- FHWA will facilitate an introductory webinar to welcome grant recipients to the SS4A program, provide an overview of the program, and outline program requirements.
- FHWA also will hold an official kickoff meeting with grant recipients. This meeting will focus on their specific grant details.
- Recipients will be introduced to their primary FHWA Point of Contact, with whom they will be working from this point forward.
Outcomes
- Upon completion of this step, grant recipients will understand where they can go for support and how to navigate through the program successfully.
Top Resources
Introductory Webinar for FY24 SS4A Grant Recipients
This webinar will provide SS4A FY24 grant recipients with an introduction to the SS4A program and describe next steps in developing and executing grant agreements.
Recording passcode: J=MD+8nk
Understanding the Uniform Guidance Requirement (2 CFR 200) for Federal Awards
Proven Safety Countermeasures
Step 2: Grant Agreement Execution
Timing
- Individual timelines to execute the grant agreement generally correlates with the grant project’s level of complexity. However, grant recipients should aim to execute their grant agreement within 12 months of award notification.
Activities
- The grant agreement is a legal document signed by the grant recipient and FHWA that allows grant recipients to begin their grant activities.
- During this step of the process, the grant recipient will draft their grant agreement using a provided template and submit it to FHWA for review. Normally this involves some back and forth to make sure the agreement contains all the important details. After all those details are in the document and FHWA’s review is complete, the grant agreement will be forwarded to the grant recipient for signature.
- Once the grant recipient and FHWA have both signed the agreement, the grant agreement is considered executed. An executed grant agreement means that the grant recipient may begin to perform project work.
- Grant recipients should be careful to not start any work before this point because grant recipient costs for work performed before grant agreement execution cannot be reimbursed using grant funding and may not be counted toward their matching funds.
Outcomes
- Upon completion of this step, grant recipients will have a fully executed grant agreement, which authorizes them to start working on their project.
Top Resources
2 CFR 200.201: Use of Grant Agreements
SS4A Grant Agreement Terms and Conditions
Step 3: Performing the Project Work, Getting Reimbursed, and Reporting
Timing
- The length of this step will depend on the grant recipient’s period of performance, as outlined in their grant agreement.
Activities
- During this step, grant recipients will perform their project work and submit periodic progress and financial reports to FHWA. Please note that some projects will also be required to submit additional information.
- Changes to grant agreements may require FHWA approval, and certain changes will require a formal grant agreement amendment. Work with FHWA prior to making any project changes.
- During this part of the process, grant recipients can request reimbursement for eligible costs on a regular basis.
- Grant recipients may also tap into educational resources and technical assistance through the SS4A Technical Assistance Center, or TAC. Technical assistance may include attending large-group Community of Practice webinars or smaller peer exchanges, requesting one-on-one help, or accessing the SS4A website.
Outcomes
- Upon completion of this step, grant recipients will have completed work on their project, submitted their required reports, been reimbursed for their agency’s costs, and possibly used SS4A technical assistance resources to support their grant activities.
Top Resources
SS4A Quarterly Reporting Webinar
This webinar provides SS4A recipients an overview of the quarterly reporting requirements for SS4A recipients.
April 2024 Community of Practice Meeting: Procurement
The April Community of Practice meeting provides SS4A grant recipients with information related to procurement standards documented within 2 CFR 200. The webinar discusses the 2 CFR 200 requirements that dictate how grant recipients acquire goods and services and answers questions about the procurement process.
Passcode: kD2$jlB!
2 CFR 200.328: Financial Reporting
Delphi iSupplier Access
SS4A Quarterly Reporting Forms
Complete the SS4A Quarterly Reporting Forms to adhere with your grant’s requirements.
Step 4: Project Closeout
Timing
- Project closeout should occur within one year after the grant recipient’s period of performance ends.
Activities
- To close out their grant, grant recipients must complete their required reports, submit their final request for reimbursement, and work with FHWA to initiate a closeout grant agreement amendment.
- Grant recipients will need to work with FHWA to make sure that all requirements are satisfied in a timely manner and that their grant is successfully closed out.
Outcomes
- Upon completion of this step, grant recipients will be notified that their grant is officially closed.
