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Alaska Department of Fish and Game


Alaska Sustainable Salmon Fund
Policies and Procedures

These policies and procedures are provided to assist principal investigators (PIs) and their organizations as they carry out AKSSF projects. Our policies are updated periodically, so please check back often. For guidance on issues not covered, please review federal requirements, Department of Commerce Financial Assistance Standard Terms and Conditions (External PDF - 215 KB), or contact AKSSF staff.

Guides

Match Forms for In-Kind Donations, Volunteers, etc.

Please review the Non-Federal Match Guidance (PDF 63 kB) document for match information and to determine which of the following match forms to use:

Policies

Reporting Requirements

The following reports are required for all AKSSF projects:

Semiannual Performance Reports (SARs) SARs are due May 20 for the period November 1 - April 30 and by November 20 for the period May 1 - October 31. All projects active at any time during a reporting period require a SAR unless the project closed during the period and a completion report has been submitted. SARs shall be filled out on the AKSSF online report submission system.

Completion Reports (CRs) A completion report on AKSSF's template is due within 60 days of the end of the project period and shall be filled out on the AKSSF online report submission system.

PCSRF Performance Metrics (metrics) Metrics are required by NOAA to capture the results of projects as they relate to one of the five major PCSRF objectives (Salmon Recovery Planning and Watershed Assessments; Salmon Habitat Protection and Restoration; Salmon Enhancement and Harvest Management; Outreach and Education; and Salmon Research, Monitoring, and Evaluation). A project’s objective is determined by AKSSF and is listed on the project approval form (PAF) provided at the start of the project. Two sets of metrics are required: preliminary metrics are due at the start of the project and should capture the entire anticipated results; final metrics are due at project completion and should capture actual results. The appropriate metrics template is available for download on the AKSSF online report submission system and should be uploaded there when complete. AKSSF and NOAA reserve the right to change objectives at any time, which may result in additional required metrics.

System Access A username and password will be supplied for new users to the AKSSF online report submission system before the first report is due.

Administrative and Indirect Costs

AKSSF allows for the recovery of indirect costs for non-federal entities with a federally negotiated indirect cost rate agreement (NICRA) when the rate is included in the approved statement of work budget. When proposing, documentation (i.e., the federally approved rate letter) must be uploaded to the AKSSF proposal submission portal (www.akssf.org) by the closing date/time of the call for proposals. The rate letter must be provided for each CFP (even if it was previously provided to AKSSF or ADF&G). Failure to provide sufficient indirect rate documentation for any of the funded entities in your proposal by the closing date/time of the CFP will not result in automatic rejection of your proposal. However, indirect cost recovery will not be allowed and proposers will not be allowed to increase direct costs to "compensate" for disallowed indirect. Once the project is approved, the federally approved rate letter must be provided for all approved provisional and final NICRAs applicable to the project period throughout the life of the project. NICRAs that are not approved for the period in question are not allowable. Federal entities must meet the same requirements described above, substituting the federally approved rate letter with a memo on agency letterhead (or comparable documentation).

All recipients of AKSSF funds are responsible for ensuring that their contractors do not recover indirect costs unless they have a current NICRA. Non-federal entities without a NICRA may not charge indirect. Therefore, we encourage potential applicants to obtain a NICRA as AKSSF does not allow administrative or overhead expenses to be charged as direct expenses or be used to meet match requirements. However, please note that federal agencies often will not negotiate a rate with an entity unless it receives funding directly from them (as opposed to receiving funding through a pass-through entity like ADF&G). Examples of typical administrative expenses include the following:

  1. Rent
  2. Utilities
  3. Building maintenance or cleaning
  4. Insurance
  5. Telephone service
  6. Postage
  7. Office supplies (e.g., folders, ink cartridges)
  8. Office furniture and equipment (e.g., chairs, desks, printers)
  9. Administrative staff
  10. Audit expenses (unless pre-approved in the original statement of work)
  11. Legal expenses
  12. Equipment depreciation
  13. Other services or items shared between multiple projects or not directly related to the execution of the project

If your entity has applied for, but not yet received, a NICRA, the proposed indirect rate may be included in your project proposal. Documentation of the proposed rate must be uploaded to our proposal submission portal by the closing date/time of the call for proposals. Indirect rates will be reimbursed retroactively to the start date of the project (or the start of the NICRA period, whichever is later) once the NICRA is received and AKSSF has been provided a copy of the federally approved rate letter. If the rate is not approved by the end of the project period, indirect costs will not be reimbursed. Budgeted indirect costs for indirect rates not approved by the end of the project may not be moved to other line items.

Davis-Bacon

AKSSF projects are not subject to federal Davis-Bacon and related acts. Please contact the Alaska Department of Labor for more information on Alaska’s Davis-Bacon Act.

Equipment Purchases

Recipients are encouraged, to the greatest extent possible, to purchase American-made equipment and products.

ADF&G PIs must receive advance approval to purchase equipment. Equipment is defined as an item valued at $5,000 or more and having a useful life of more than a year. Requests should be submitted to AKSSF at least 60 days in advance of the purchase. This typically provides enough time to obtain approval from NOAA. Late requests can be submitted, but you may not receive approval before the equipment needs to be purchased. Any equipment purchased prior to receiving approval is at the risk of the respective ADF&G division. Requests submitted after equipment has been purchased will not be accepted and the equipment expense will not be paid by AKSSF. Please contact AKSSF staff for more information.

Non-ADF&G PIs should request prior approval before purchasing equipment for items not approved in the original statement of work.

Food & Alcohol Costs at Meetings or Workshops

Alcohol purchases are not allowed. Meals or catering expenses are allowable for “working” breakfasts or lunches, provided costs are reasonable. As a guide to determining reasonable costs, please see the federal per diem rates. Meal per diem costs may not be claimed for participants provided breakfasts or lunches (i.e., no double funding of meal costs).

Foreign Travel

Travel to a foreign country, including Canada, must be approved in advance for all entities. Travelers shall comply with the Fly America Act, which generally requires the use of U.S. flag air carriers. Foreign travel requests should be submitted to AKSSF at least 60 days before making travel reservations. This typically provides enough time to obtain approval from NOAA. Late requests can be submitted, but you may not receive approval before you need to make reservations; any foreign travel conducted prior to receiving approval is at the risk of the funded entity. Foreign travel requests submitted after travel is complete will not be accepted and expenses associated with the travel will not be paid by AKSSF. In order to request a revision, please copy the template below into the body of an email, attach an airline itinerary (quote), and send it to Debbie Maas (debbie.maas@alaska.gov). In the subject line of the email, please insert the following text: Foreign travel request for project 4XXXX (insert project number).

Project Title:
AKSSF Project Number:
Destination (city and country):
Purpose of the travel (including the name of the event and the nature of your participation):
List of expenses (broken out by airfare, ground transportation, lodging, meals per diem, etc.):

Don’t forget to attach an airline itinerary. Requests will not be processed without one.

Funding to Federal Entities

Projects that provide funding to a federal entity are subject to approval by NOAA. Requests to partner with a federal agency should be submitted to AKSSF at least 60 days before the federal agency is scheduled to begin work on the project. This typically provides enough time to obtain approval. Based upon guidance from NOAA, personnel costs (i.e., salaries or fringe benefits) for permanent employees may not be funded. Personnel costs for non-permanent federal employees may be allowable if these employees were hired (or retained) specifically for the AKSSF project providing their salary. Contractual labor costs for non-federal employees are generally allowable. Please contact AKSSF staff for more information.

Programmatic Funding

Proposals may be submitted for individual projects only. Proposals to fund programs will not be considered.

Contracting/Subawarding/Fiscal Sponsorship

Contracts approved in the statement of work for the purpose of completing one or more specific tasks required by the project are allowable. If the contractor/vendor is not identified in the statement of work, you are required to contact AKSSF staff to request approval before contracting with that entity. The addition of contractual services to the statement of work also requires prior approval.

Subawarding any AKSSF funds to another entity is not allowable (i.e., competitively or non-competitively providing funds to another organization to perform a substantial, programmatic portion of the project). Fiscal sponsorship relationships are also not allowed (i.e., subrecipients must apply for and administer their own funds).

Revision or Extension Requests

If you would like to modify your project objectives or budget, you will need to submit a request to revise the statement of work. You will also need prior AKSSF approval if your total project budget is $100,000 or more and you would like to shift more than 10% of the total funding between line items (over the life of the project). Revisions (including no-cost extensions) are very time consuming and expensive; therefore, they will not be automatically granted, particularly for PIs with a poor track record of completing projects on time, for PIs that frequently request revisions/extensions, or for projects that do not appear to be making adequate progress. Revisions will not be approved unless compelling justification is provided. Having money left over near the end of a project or a proposed indirect rate that has not yet been approved are not sufficient justifications for a revision request.

Revision requests should be submitted with the revised statement of work and other required forms at least 60 days before the project end date or the start of the revised activities (whichever is sooner). Revision requests not meeting these deadlines may be automatically denied (particularly near the end of a PCSRF grant award). However, if your request is approved, please allow 60 days for processing.

After the revision has been approved by ADF&G, subaward agreements may need to be revised. We can’t control the speed at which outside entities sign and return subaward agreements; if you are working with an entity that tends to process agreements slowly, consider submitting your revision request ahead of schedule. Project expenditures outside the scope of the original agreement, and occurring between the ADF&G revision approval date and the date when the agreement is signed by all parties, are at the risk of the funded entity.

In order to request a revision, please copy the template below into the body of an email and send it to Cecelia Curtis (cecelia.curtis@alaska.gov). In the subject line of the email, please insert the following text: Revision request for project XXXXX (insert project number).

Project Title:
AKSSF Project Number:
Brief description of the revision request (e.g., extend project end date to XX/XX/XX, modify objective #2 to “reworded objective”):
Justification for the revision request (e.g., the circumstances that prevented completion of project objectives/tasks according to the original timeframe, the reason(s) for the objective change):
Narrative spending plan (provide an explanation of how all funds in all budgets will be spent by the existing or revised end date):
Will match be met by the original end date (extensions only)?:
Which budgets need to be extended (extensions to projects with multiple budgets only)?:

Change in Key Project Personnel

Changes to key project personnel (i.e., principal or co-principal investigators, project managers) require the approval of the AKSSF Program Manager. To request a change, please copy the template below into the body of an email and send it to Cecelia Curtis (cecelia.curtis@alaska.gov). In the subject line of the email, please insert the following text: Personnel change request for project XXXXX (insert project number).

Project Title:
AKSSF Project Number:
Brief description of the personnel change request: (e.g., replace [original PI] with [replacement] as principal investigator).
Brief description of the circumstances that led to this request: (e.g., Bill retired from ADF&G in May 2011. Following a competitive recruitment process, Tom was hired into Bill’s former position).
Brief description of [replacement]’s skills, experience, and education that will allow him/her to successfully complete this project. Attach a resume or curriculum vitae, if available.

Scholarships and Education Stipends

Undergraduate scholarships or stipends are not allowed. Graduate research stipends are allowable, provided they meet the stipulations of federal requirements.

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