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Grants Frequently Asked Questions

Budget Related FAQs

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In the SAMHSA Budget Template, provide the detailed cost breakdown and narrative descriptions for each cost line item in Year 1. At the end of the budget template, complete the "Budget Summary for Requested Future Years" table for the subsequent years.

SAMHSA does not require that applicants use the SAMHSA Budget Template, but it is highly recommended to expedite the review of your application.

You may not use award funds to pay an individual's salary exceeding the Executive Level II. The current salary limitation can be found in the most recent SAMHSA Standard Terms and Conditions. For individuals whose salary rates are more than the Executive Level II, the applicant may pay the excess from non-federal funds.

The federal salary limitation Executive Level II does not apply to consultants. However, note the following:

  1. You must clearly demonstrate that it is truly a consultant.
  2. Consultant payments must meet the test of reasonableness.
  3. Consultant payments must be consistent with your institutional policy for rates paid to consultants, regardless of funding source.

For individuals whose salary rates are more than the Executive Level II, the grantee/contractor may pay the excess from non-federal funds.

When submitting the detailed budget with narrative justification for your organization, you are required to include a detailed budget and narrative justification for each requested cost item, including and not limited to each sub-recipient. SAMHSA's Budget Template (https://www.samhsa.gov/sites/default/files/grants/budget-template.pdf (PDF | 1.2 MB)) includes sections, specifically the Contractual budget category section, to allow you to record this information.

Applicants may include indirect costs as part of an approved de minimis rate (if eligible) or through a negotiated indirect cost rate agreement. Refer to the specific NOFO to verify if there is a limit on the total amount that can be requested for direct and indirect costs.

Matching funds are non-federal contributions that are in-cash or in-kind.

  • Examples of allowable in-kind match include equipment, supplies, space, or volunteer services. For equipment, supplies, or donated space, the value must not exceed the current fair market value. For volunteer services, the rates must be consistent with rates normally paid for similar work in the organization.
  • You cannot use funds provided by the Federal Government, or services assisted or subsidized to any significant extent by the Federal Government, in determining the amount of the non-federal/matching contribution.
  • Matching contributions must be itemized separately in your budget.
  • Your budget justification must include a description of these matching funds.
  • Match funds (non-federal funds) will be reviewed and held to the same standard as federal funds.

Note: Your organization is accountable for projected cost-sharing commitments in your application budget and budget justifications by budget period. If you do not provide the required cost-sharing amount, this may result in the disallowance of federal funds. Recipients must report these funds in the Federal Financial Reports (FFR).

If grant funds will be used to implement, acquire, or upgrade HIT, you must follow the guidelines below:

  • If you propose to implement, acquire, or upgrade HIT for your organization or for subrecipients, you must utilize HIT that meets standards and implementation specifications adopted in 45 CFR part 170, Subpart B, if such standards and implementation specifications can support the activity. For more information, see https://www.ecfr.gov/current/title-45/subtitle-A/subchapter-D/part-170/subpart-B.
  • If you plan to implement, acquire, or upgrade HIT for activities by eligible clinicians in ambulatory settings or hospitals eligible under Section 4101, 4102 and 4201 of the HITECH Act, you must utilize HIT certified under the Office of the National Coordinator for HIT (ONC) Health IT Certification Program, if certified technology can support the activity. For more information, see https://www.healthit.gov/topic/certification-ehrs/certification-health-it.
  • Note: If standards and implementation specifications adopted in 45 CFR part 170, Subpart B cannot support the activity, recipients and subrecipients are encouraged to utilize HIT that meets non-proprietary standards and implementation specifications developed by consensus-based standards development organizations. This may include standards identified by the ONC Interoperability Standards Advisory available at https://www.healthit.gov/isa/.

Level of effort (LOE) is determined by the number of hours an employee dedicates towards a grant program per your organization's accounting practices. Note that applicants who are awarded should only charge the portion of their time that is related to the grant-funded services. SAMHSA should only pay for its fair share of charges based on the LOE provided by an employee for work done on the grant. Charges to Federal awards for salaries and wages must be based on records that accurately reflect the work performed.

General FAQs

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Visit https://www.samhsa.gov/grants/grants-dashboard?f%5B0%5D=by_nofo_fy%3A2025 to view all current active grant announcements. To receive notification of the posting of grant announcements, sign up for email updates on this webpage: SAMHSA email updates.

We also encourage you to monitor www.grants.gov for any posted Notice of Funding Opportunities (NOFO) and https://www.grants.gov/search-grants for forecasted opportunities. SAMHSA has a webpage for forecasted grant opportunities: https://www.samhsa.gov/grants/grants-dashboard/forecasts.

The forecast of a grant opportunity alerts applicants to a funding opportunity that is planned but has not yet been posted. Prospective applicants should review this information carefully and use the forecast to begin preparing for the application process. However, it is not guaranteed that a grant program on the forecast will become a NOFO as funding future opportunities depend on the availability of funds.

If you have problems in Grants.gov, contact the Grants.gov Service Desk:

Make sure you receive a case, ticket, or reference number that documents the issues with Grants.gov.

Additional support is available from the eRA Commons Service Desk:

In addition, you can refer to the eRA ASSIST online help guide at: ASSIST | eRA

First, ensure you have reviewed the "Eligibility" section in the specific NOFO. If you have further eligibility-related questions, reach out directly to the Agency Contact listed in the specific NOFO for program and eligibility questions.

You will receive an email from eRA Commons that describes how you can access the application review results, including the application score. If your application is approved for funding, a Notice of Award (NoA) will be emailed to:

  1. The Signing Official identified on page 3 section 21 of the SF-424 (Authorized Representative); and
  2. The Project Director identified on page 1 section 8f of the SF-424.

For specific grants, you can see what entities were awarded funding by clicking on View Awards on the Grants Dashboard. You can also see the Awards by State by clicking on this tab.

If an individual is not yet identified for a position, "To Be Hired (TBH)" can be entered. Refer to the Application Guide for more information.

A cross-site evaluation may involve:

  • Identifying and providing access to existing data sources and data analysis results
  • Assisting with organizing evaluation team on-site visits
  • Participating in interviews or focus groups
  • Reviewing and providing input into and feedback on evaluation plans and reports
  • Helping the evaluation team to arrange for any necessary direct data collection that the evaluation team will conduct

See: https://www.samhsa.gov/find-help for links to treatment and support options.

Last Updated: 11/20/2024
Source: https://www.samhsa.gov/grants/faqs