US State Government Grants Key Terms

Knowing grant terminology enables one to complete and administer grant applications and programs efficiently

By Renee Baumgardner

The United States Government provides financial assistance in the form of grants to organizations. To obtain a grant, one must complete an application being mindful to adhere to the project narrative criteria provided by the granting agency. Grant applicants must identify resources they have on hand to ensure the success of the program for which they are seeking financial assistance. Resources can include monies donated by other groups or in-kind contributions. Other items applicants must familiarize themselves with include Cost Allocation Plans, unliquidated obligations, SF 269 and SF 270 forms.

Unliquidated obligation

An unliquidated obligation refers to those obligations acquired by the grant recipient that still require payment, or in other words, the amount of Federal monies that the grant recipient has yet to obligate calculated by subtracting total obligations from total authorized funds. Agencies such as the Department of Agriculture, under Directive 2230-001, require recipients of grant monies to complete quarterly reviews certifying unliquidated obligations to reduce the misuse or theft of funds.
Try: To for more information on unliquidated obligations and how to complete the Directive 2230-001 form, refer to the United States Department of Agriculture Office of the Chief Information Officer webpage.

In-kind contributions

In-kind contributions are those non-cash contributions individuals or businesses provide such as labor, use of equipment or donation of materials to help a project achieve its goal.
Try: Refer to the Eastern Michigan University Office of Research Development webpage to learn of the various types of in-kind contributions.

Project narrative criteria

A project narrative criteria addresses the standards by which the granting agency will review and evaluate grant applications. Project narratives generally consist of an introduction and discuss the applicant's need for assistance, the objective, approach and benefits of the project, how one will evaluate the project, as well as the applicant's capabilities, qualifications and budget. When submitting a grant application, it is important to follow project narrative criteria exactly to increase your likelihood of securing funds.
Try: To view an example of project narrative criteria, refer to the United States Health and Human Services Tribal Management Grant Program webpage.

Cost Allocation Plan

A Cost Allocation Plan (CAP) identifies the sources and allocations of funds received from federal funds. This helps the granting agency ensure the funding they are providing complies with regulations.
Try: Refer to the Public Consultant Group (PCG) website to learn more about Cost Allocation Plans and assistance they provide to organizations.

SF-269 Financial Status Report

Recipients of federal funds must complete a SF 269 Financial Status Report that provides information such as transactions and indirect expenses pertaining to the monies provided.
Try: For a SF 269 form and instructions, visit the United States General Services Administration webpage.

SF-270 Request for Advance or Reimbursement

A SF 270 Request for Advance or Reimbursement form allows grant recipients to access funding by providing information such as what program functions or activities will receive the funding, the time period the funding will cover and amount of federal funds previously requested.
Try: Reference the Environmental Protection Agency website to obtain a SF 269 form and instructions for completion.