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Partial Funding Guidance

Partial Funding Memo

The Partial Funding Memo is used to explain the state of funding for the approved Application. A clear and precise explanation of what is happening in this Partial Funding will greatly assist GMD personnel in processing the action. Typically, Partial Funding actions are used to fund the out-years of multi-year awards, with a single application being submitted for the award's duration. However, some awards will have multiple multi-year applications associated with them. Other awards are single-year awards for which the fully approved amount was not provided in the initial award. Every situation requires an explanation.

GMD personnel want to know that the Program Officer is aware of the Recipient's reporting status for the award. GMD does NOT want to receive Partial Funding actions for awards for which the recipient is delinquent in reporting. It is GMD policy not to approve additional funding for awards that have delinquent reports.

Example 1 - The Standard Memo. Fully funding an out-year for a multi-year application, for which the initial funding was in the original award.

This release of funds of $____ is for year __ of a __ year multi-year award. All required Progress and Financial reports have been submitted and accepted.

Example 2 - Partially funding an out-year for a multi-year application, for which the initial funding was in the original award, and for which an additional Partial Funding action is expected to take place later in the year to complete the year's approved funding.

This release of funds of $____ is for year __ of a __ year multi-year award. Due to ________, total funding for this award period is not available; additional funds will be provided at a later date. All required Progress and Financial reports have been submitted and accepted.

Example 3 - Partially funding an out-year for a multi-year application, for which the initial funding was in the original award, and for which an additional Partial Funding action is expected to take place the following year to complete this year's approved funding.

This release of funds of $____ is for year __ of a __ year multi-year award. Due to ________, total funding for this award period is not available in this FY. Additional funds will be provided in FY__. It is our intent to provide total funding for this award. All required Progress and Financial reports have been submitted and accepted.

Example 4 - Partially funding an out-year for a multi-year application, for which the initial funding was in the original award, and for which budgeted funds are not expected to be made available to fully fund the award.

This release of funds of $____ is for year __ of a __ year multi-year award. Due to ________, funding for this award period is not available. Additional funds will not be provided and this award will be reduced by ________. All required Progress and Financial reports have been submitted and accepted.

(Note: In this situation, work with the Grants Specialist to create an administrative amendment to reduce the total authorized award funding.)

Example 5 - Partially funding an out-year for a multi-year application, for which the initial funding was in the original award, and for which one or more Partial Funding actions have already occurred to fund the application for the current Fiscal Year.

This release of funds of $____ is for year __ of a __ year multi-year award. This release of funds is expected to be the final release of funds in FY ____. The remainder of the project is expected to be funded in FY ____ through FY ____ assuming funds are available. All required Progress and Financial reports have been submitted and accepted.

Example 6 - Partially funding an out-year for a multi-year application, for which the initial funding was NOT in the original award.

This release of funds of $____ is for year __ of a __ year multi-year application which was originally funded as Amendment ____. ... additional explanation according to above examples.

Changing Information

The Assigned Program Officer for the Partial Funding may modify the memo whenever the Award File is in their task inbox.

After the initial amount is entered and saved, it may be changed in the Partial Funding document by the Assigned Program Officer as long as the Award File and the Procurement Request are both in their task inbox. It is the responsibility of the Assigned Program Officer to ensure that the Procurement Request and Partial Funding document have the same Federal amount.