Program Office: Institutional Service
CFDA Number: 84.031B
Program Type: Discretionary Grants
Also Known As: HBCUs
Title III-B authorizes the Strengthening Historically Black Colleges and Universities (HBCUs) program award grants to eligible institutions to assist them in strengthening their academic, administrative, and fiscal capabilities. These programs are typically funded through annual discretionary appropriations; and with additional annual mandatory appropriations provided through the FUTURE Act, which extended mandatory funding beyond fiscal year 2019.
Activities are In accordance to section 1068h(a)(2) of this title may include; Institution services; educational equipment, acquisition of real property in connection with the construction, renovation, or additional improvement of campus facilities; to improve the financial and economic literacy designed for students; financial management information; faculty and staff development; and the implementation of other project activities described under the Legislative Allowable Activities (LAA) outlined in the program statute. Endowment development is also an activity with exception that no more than twenty percent of the grant funds may be used for this purpose.
Funds may be used for the purchase, rental, or lease of scientific or laboratory equipment. Also supported are the construction, maintenance, renovation, and improvement of instruction facilities and physical plant. Funds support faculty exchanges and the development of academic instruction in disciplines in which black Americans are underrepresented. Projects may support the purchase of library materials as well as tutoring, counseling, and STEM programs too. Additionally supported are: funds and administrative management; joint use of facilities; establishment or improvement of development offices; establishment or enhancement of programs of teacher education; establishment of outreach programs; and other activities that a grantee proposes in its application that contribute to carrying out the purposes of the program and are approved by the Secretary as part of the review and acceptance of the grant application.
Who May Apply: (by category) Institutions of Higher Education (IHEs)
Who May Apply: (specifically) Historically Black Colleges and Universities (HBCUs) and Historically Black Graduate Institutions (HBGIs) may apply.
To be eligible to receive a grant under the Strengthening HBCU program, an institution must be designated by the Secretary of the U.S. Department of Education as a Historically Black College or University. The Higher Education Act of 1965, as amended, defines an HBCU as an institution established prior to 1964 whose principal mission was, and is, the education of Black Americans, and must --
- Satisfy Section 322 of the Higher Education Act of 1965, as amended (HEA);
- Be legally authorized by the State in which it is located --
- To be a junior or community college; or
- To provide an educational program for which it awards a bachelor's degree; and,
- Be accredited or preaccredited by a nationally recognized accrediting agency or association.
Timeline
Next competition: FY 2025
Application available: To be determined (for eligible HBCU institutions only)
Application deadline: To be determined
Last competition: FY 2022
Federal Register Notice
- To be determined
Current Application
The Title III, HBCU Programs, Parts B/F,
Phase I of the FY 2024 data collection is due date is TBD.
Phase II of the FY 2025 application process for the HBCU Programs due date TBD
For any questions, please contact Wendy Lawrence, HBCU Program Manager, at wendy.lawrence@ed.gov or 202-453-7821.
- FY 2024 Phase I Data Worksheet due TBD in 2024
- Archived FY 2022 Application Package for HBCU, PART B Program PDF (667K)
If you use a TDD, call the FRS, toll-free, at 1-800-877-8339.
Application Contact
Wendy Lawrence, (202) 453-7821
HBCU Program Manager
U.S. Department of Education
Office of Postsecondary Education
Higher Education Programs | Institutional Service |
Historically Black Colleges and Universities Division
400 Maryland Avenue, S.W., | LBJ-HEP — 5th Floor
Washington, D.C. 20202
Google Map of Participating Institutions
FY 2024
Title III, Part B
Title III, Part F
- HBCU NCC Awards: PDF (104K)
FY 2023
Title III, Part B
Title III, Part F
FY 2022
Title III, Part B
- HBCU New Awards: MS Excel (14K)
Title III, Part F
- HBCU NCC Awards: MS Excel (13K)
FY 2021
Title III, Part B
- HBCU NCC Awards: MS Excel (18K)
Title III, Part F
- FUTURE Act NCC Awards: MS Excel (17K)
FY 2020
Title III, Part B
- HBCU NCC Awards: MS Excel (17K)
Title III, Part F
- FUTURE Act New Awards: MS Excel (14K))
FY 2019
Title III, Part B
- HBCU NCC Awards: MS Word (33K)
Title III, Part F
- SAFRA NCC Awards: MS Word (33K)
For Historical Purposes Only - Previous HBCU Part B & F Awards
FY 2018
Title III, Part B
- HBCU NCC Awards: MS Word (23K)
Title III, Part F
- SAFRA Noncompeting Continuation Awards: MS Word (24K)
FY 2017
Title III, Part B
- HBCU New Awards: MS Word (58K)
Title III, Part F
- SAFRA Noncompeting Continuation Awards: MS Word (127K)
FY 2016
Title III, Part B
- HBCU Noncompeting Continuation Grantees: MS Word (104K)
Title III, Part F
- Noncompeting Continuation SAFRA Grantees: MS Word (112K)
FY 2015
Title III, Part B
- HBCU Noncompeting Continuation Grantees: MS Word (132K)
Title III, Part F
- New SAFRA Grantees: MS Word (134K)
FY 2014
Title III, Part B
Title III, Part F
FY 2013
Title III, Part B
Title III, Part F
FY 2012
Title III, Part B
Title III, Part F
The HBCU Title III, Part B Program is authorized by Title III, Section 322 of the Higher Education Act of 1965, as amended (HEA), and the Code of Federal Regulations (34 CFR 608); and the Part F Program is authorized by Title III, Section 371 of the Higher Education Act of 1965, as amended (HEA). Mandatory funding for the program is provided under the Student Aid and Fiscal Responsibility Act (SAFRA), a part of the Health Care and Education Reconciliation Act of 2010, (Pub. L 111-152).
The HBCU — Parts B and F are discretionary grants that provide formula based awards to institutions of higher education that must be legally designated as a Title III eligible historically Black colleges and universities to apply for funding. In order to receive continuation funding, institutions must submit statutory required data for program staff to calculate award amounts as well as maintain their accreditation.
FY 2024
Discretionary funding:
Total Discretionary Funding: $400,966,000.00
New Supplemental funding: $3,000,000.00
Number of New Supplemental Awards: 13
Average Supplemental Award: $230,769.23
Total Supplemental award funding: $3,000,000.00
Number of continuation awards: 98
Average continuation award: $4,060,877.55
Total continuation award funding: $397,966,000.00
Mandatory funding:
Number of continuation awards: 98
Average continuation award: $817,908.00
Total continuation award funding: $80,155,000.00
Total award funding: $400,966,000.00
Discretionary (Section 323): $400,966,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 196 + 13 = 209
FY 2023
Discretionary funding:
Number of continuation awards: 98
Average continuation award: $4,040,673.00
Total continuation award funding: $395,986,000.00
Mandatory funding:
Number of continuation awards: 98
Average continuation award: $817,908.00
Total continuation award funding: $80,155,000.00
Total award funding: $476,141,000.00
Discretionary (Section 323): $395,986,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 196
FY 2022
Discretionary funding:
Number of new awards: 97
Average new award: $3,740,443.00
Total new award funding: $362,823,000.00
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $826,340.00
Total continuation award funding: $80,155,000.00
Total award funding: $442,978,000.00
Discretionary (Section 323): $362,823,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 194
FY 2021
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $3,480,608.00
Total continuation award funding: $337,619,000.00
Mandatory funding:
Number of new awards: 97
Average new award: $826,340.00
Total new award funding: $80,155,000
Total award funding: $417,774,000.00
Discretionary (Section 323): $337,619,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 194
FY 2020
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $3,348,371.00
Total continuation award funding: $324,792,000.00
Mandatory Funding:
Number of new awards: 97
Average new award: $824,587.00
Total new award funding: $79,985,000.00
Total award funding: $404,777,000.00
Discretionary (Section 323): $324,792,000.00
Mandatory (Section 371): $79,985,000.00
Total number of awards: 194
FY 2019
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,911,546.00
Total continuation award funding: $282,420,000.00
Mandatory funding:
Number of new awards: 97
Average new award: $821,958.00
Total new award funding: $79,730,000.00
Total award funding: $362,150,000.00
Discretionary (Section 323): $282,420,000.00
Mandatory (Section 371): $79,730,000.00
Total number of awards: 194
For Historical Purposes Only - Previous HBCU Part B & F Funding
FY 2016
Discretionary funding:
Number of continuation awards: 98
Average continuation award: $2,496,877
Total continuation award funding: $244,694,000
Mandatory funding:
Number of new awards: 98
Average new award: $808,367
Total new award funding: $79,220,000
Total award funding: $323,914,000
Discretionary (Section 323): $244,694,000
Mandatory (Section 371): $79,220,000
Total number of awards: 196
FY 2015
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,346,124
Total continuation award funding: $227,574,000
Mandatory funding:
Number of new awards: 97
Average new award: $812,320
Total new award funding: $78,795,000
Total award funding: $306,369,000
Discretionary (Section 323): $227,574,000
Mandatory (Section 371): $78,795,000
Total number of awards: 194
FY 2014
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,307,041
Total continuation award funding: $223,783,000
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $813,196
Total new continuation funding: $78,880,000
Total award funding: $302,663,000
Discretionary (Section 323): $223,783,000
Mandatory (Section 371): $$78,880,000
Total number of awards: 194
FY 2013
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,227,377
Total continuation award funding: $216,055,564
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $831,598
Total new continuation funding: $80,665,000
Total award funding: $296,720,564
Discretionary (Section 323): $216,055,564
Mandatory (Section 371): $80,665,000
Total number of awards: 194
FY 2012
Discretionary funding:
Number of new awards: 97
Average new award: $2,350,312
Total new award funding: $227,980,301
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $876,289
Total new continuation funding: $85,000,000
Total award funding: $312,980,301
Discretionary (Section 323): $227,980,301
Mandatory (Section 371): $85,000,000
Total number of awards: 194
FY 2011
The Department of Defense and Full-Year Continuing Appropriations Act, 2011, P.L. 112-10, was passed by Congress on April 15, 2011. It provides funding for the Department of Education for the remainder of Federal Fiscal Year (FY) 2011. The FY 2011 appropriation for the HBCU Program is $236,991,068, a reduction of $29,594,932 from the FY 2010 level. Please note that individual award sizes are not based solely on Congressional appropriations. Institutional data (also referred to as Phase I Data) are also used to calculate individual award sizes; variance in annual award size is attributed to both factors. In addition, mandatory funding of $85 million, appropriated by the Student Aid and Fiscal Responsibility Act (SAFRA), will support continuation awards in the mandatory HBCU Program in FY 2011.
FY 2010
Discretionary funding:
Number of continuation awards: 96
Average continuation award: $2,767,000
Total continuation award funding: $265,624,000
Mandatory funding:
Number of new awards: 96
Average new award: $885,000
Total new award funding: $85,000,000
Number of continuation awards: 0
Average continuation award: 0
Total new continuation funding: 0
Total award funding: $350,624,000
Discretionary (Section 323): $265,624,000
Mandatory (Section 371): $85,000,000
Total number of awards: 192
FY 2009
Discretionary funding:
Number of continuation awards: 96
Average continuation award: $2,480,000
Total continuation award funding: $238,095,000
Mandatory funding:
Number of new awards: 0
Average new award: 0
Total new award funding: 0
Number of continuation awards: 96
Average continuation award: $885,000
Total continuation award funding: $85,000,000
Total award funding: $323,095,000
Discretionary (Section 323): $238,095,000
Mandatory (Section 371): $85,000,000
Total number of awards: 192
FY 2008
Discretionary funding:
Number of continuation awards: 96
Average continuation award: $2,480,000
Total continuation award funding: $238,095,000
Mandatory funding (CCRAA):
Number of new awards: 96
Average new award: $885,000
Total new award funding: $85,000,000
Number of continuation awards: 0
Average continuation award: 0
Total continuation award funding: 0
Total award funding: $323,095,000
Discretionary (Section 323): $238,095,000
Mandatory (Section 371): $85,000,000
Total number of awards: 192
FY 2007
Number of new awards: 97
Average new award: $2,455,000
Total new award funding: $238,095,000
Number of continuation awards: 0
FY 2006
Appropriation: $238,095,000
Number of new awards: 0
Number of continuation awards: 97 HBCUs; 18 HBGIs
Average continuation award: $2,454,587 for HBCUs; $3,217,500 for HBGIs
Range of continuation awards: $500,000 — $5,000,000 for HBCUs; $1,000,000 — $12,000,000 for HBGIs
FY 2005
Appropriation: $238,576,000
Average award: $2,459,546
FY 2004
Appropriation: $275,863,744
FY 2003
Appropriation: $214,015,000
FY 2002
Appropriation: $206,000,000
FY 2001
Appropriation: $185,000,000
Note: Funds are appropriated separately for Strengthening Historically Black Colleges and Universities and Strengthening Historically Black Graduate Institutions. In FY 2006, HBCUs received $238,095,000 and HBGIs received $57,915,000.
Note: This is a noncompetitive discretionary grant program -- grants are distributed by formula to eligible institutions. The Department is not bound by any estimates in this notice.
Title III, Part B of the Higher Education Act also includes the Strengthening Historically Black Graduate Institutions Program.
Legislation
- Title III, Part B, Sections 321-327 of the Higher Education Act, as amended (20 U.S.C. 1060-1063c)
- Title III, Part F, Section 371 of the Higher Education Act, as amended (20 U.S.C. 1067q)
Regulations
- 34 CFR Part 608
- Education Department General Administrative Regulations (EDGAR), Parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98, and 99
Guidance
- Office of Management and Budget (OMB) Grants Management Circulars
Annual Performance Report
Grantees are required to submit an Annual Performance Report (APR) annually; the collection number is OMB 1840-0766. The APR is available to grantees October 1 of each calendar year, and closes 90 days thereafter. To review the reporting requirement for Title III and Title V Programs request access to an interactive training site under the training tab located on Institutional Services' Information Management Performance System Portal. Once here you may select the requirements for each Title III and Title V program based on the institutional type (two-year or four-year). This site is also available to grantees for training purposes and includes an APR user's manual.
To gain access to the APR, contact the program office.
Note: If you are a project director and have responsibility for completing the annual report for your institution, please be sure you are designated on the official grant award notification and your e-mail and telephone number are listed correctly in the G5 database.
Final Performance Report
The online system will generate a final report from grantees' individual annual reports for each grant ending September 30 of the collection period. The online system generates the final performance so that reported data is consistent throughout the life cycle of grants and eliminates each grantee's burden of having to compile a final report.
Related HBCU Web Sites
- Strengthening Historically Black Graduate Institutions Program
- Title III Part C, HBCU Capital Financing Program
- White House Initiative on Historically Black Colleges and Universities
- Historically Black College and University Capital Financing Advisory Board
OPE Programs
- Title III Part A, Strengthening Institutions Program
- Title V, Developing Hispanic-Serving Institutions Program
- Title III Part E, Minority Science and Engineering Improvement Program
- Predominately Black Institutions (Formula Grants)
- Predominately Black Institutions Program (Competitive Grants)
- Master's Degree Programs at Predominately Black Institutions
- Master's Degree Programs at Historically Black Colleges and Universities
- Federal TRIO Programs
- GEAR UP
- Child Care Access Means Parents In School Program
- International and Foreign Language Education
Organizations
- National Association for Equal Opportunity in Higher Education (NAFEO)
- College Fund/UNCF; contact (800) 331-2244 or (202) 737-8623
- Historically Black College and University Capital Finance Program Designated Bonding Authority
Other Resources
Key Staff
Program Lead: Wendy Lawrence, M.Ed., 202-453-7821
| PROGRAM OFFICER | DIRECT NUMBER | ASSIGNED STATES |
| Darryl Davis | (202) 453-7582 | AL, KY, OK, VI |
| Shakir Davy | (202) 453-7792 | FL, SC, WV |
| Ashley Hillary, MCRP | (202) 453-7880 | NC, OH |
| Wendy Lawrence, M.Ed. | (202) 453-7821 | AR, DC, DE, GA, LA, MD MO, PA, TN |
| Bernadette Miles, MBA | (202) 453-7892 | MS, TX, VA |
Mailing Address:
Wendy Lawrence, (202) 453-7821
HBCU Programs Manager
U.S. Department of Education
Office of Postsecondary Education
Higher Education Programs | Institutional Service |
Historically Black Colleges and Universities Division
400 Maryland Avenue, S.W., | LBJ-Mail Stop HEP- 5th floor
Washington, D.C. 20202
Email: HBCU-B@ed.gov or HBCU-F@ed.gov
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- Where can I get general guidance and resource material about this program and the grantmaking process?
- When is my Phase I/II Data due?
- Why did my grant award amount change from the last budget period?
- What changes am I able to make to my project and/or budget without prior ED approval?
- When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
- I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
- What is a Legislatively Allowable Activity (LAA)?
- What are the guidelines for drawing down funds for upcoming costs?
- Must our institution conduct an audit of our project every year?
- How and when do I complete the Annual Performance Report (APR)?
- What is the matching funds requirement for endowments? When must the matching funds be raised?
- What kinds of records do I need to keep?
- Who do I contact if I have a problem with the G5 system?
- Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
- Where can I find the most recent edition of EDGAR?
- Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
1. Where can I get general guidance and resource material about this program and the grantmaking process?
The questions and answers presented here are provided as a resource to our grantees, but are not intended to replace communication with your Department of Education (ED) program officer. Please continue to contact your program officer with specific questions about your grant awards.
Project directors and/or other grant personnel who are new to the grantmaking process should review the Grantmaking at ED publication (http://www2.ed.gov/fund/grant/about/grantmaking/index.html), which is a non-technical summary of ED's discretionary grants process (application, review, award, administration, grant closeout, and audit) and the laws and regulations that govern the process.
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2. When is my Phase I/II Data due?
Deadlines change annually but your Program Officer will always contact you with the correct information for the current year.
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3. Why did my grant award amount change from the last budget period?
Award amounts are based on many factors including the size of the Congressional appropriation and student enrollment data (known as Phase I Data) from all accredited HBCUs. The student enrollment data applies to each individual institution and consists of the number of Pell Grant recipients during the school year immediately preceding the current fiscal year, the number of graduates during the school year immediately preceding the current fiscal year, and the number percentage of graduates who within five years of graduating are in attendance at graduate or professional schools. Because award amounts are calculated using this data set any variable change, at any institution, can affect the award amount.
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4. What changes am I able to make to my project and/or budget without prior ED approval?
Grantees are allowed a certain degree of flexibility to make post-award changes and budget revisions without prior approval. Section 74 of the Education Department General Administrative Regulations (EDGAR) generally permits grantees to undertake the following administrative actions without seeking approval from their program office. Usually the program office requires the grantee to provide a notification of the change, including supporting justification:
- Obligate funds for up to 90 days before the start date of the grant's performance period (EDGAR 74.25(e)(1))
- Extend the project period one time at the end of the grant for a period of up to 12 months (EDGAR 74.25(e)(2))
- Carry funds over from one budget period to the next (EDGAR 74.25(e)(3))
- Transfer funds among budget line items (EDGAR 74.25(f))
If the change you wish to make is beyond these allowable administrative actions, you must contact ED for prior approval. Grantees are urged to review the sections in EDGAR relating to the type of change they wish to make.
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5. When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
Proposed project and/or budget changes must be submitted in writing to your ED Program Officer. The proposal should include the following documents:
- Cover Letter providing overview of proposed changes and why they are necessary to the success of the project
- Revised Activity Narrative (if applicable)
- Revised Budget Summary (if applicable)
- Revised Individual Activity Budget Form (if applicable)
- Revised Activity Objectives and Anticipated Results (if applicable)
- Revised Implementation Strategy/Timetable Form (if applicable)
- Curriculum Vitae or Resume of New Project Director and/or Activity Director (if applicable)
Upon receipt of the written request, the program staff may contact grantees directly for clarification or additional information as needed.
All submitted requests for programmatic and/or budget changes are evaluated on a case-by-case basis. The decision to approve or disapprove a request is based on requirements imposed by applicable Federal statutes, including the General Education Provisions Act (GEPA), program legislation and regulations, EDGAR, and OMB circulars. All resulting costs and activities related to approved changes must be allowable. No official may authorize any administrative actions that conflict with any applicable Federal statute, program legislation or regulation, EDGAR, grant conditions; or permit changes that would alter the scope or objectives of a competitive discretionary grant.
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6. I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
Section 74.25(e)(3) of EDGAR states that, "(e) Except for requirements listed in paragraphs (c)(1) and (c)(4) of this section, the Secretary may waive cost-related and administrative prior written approvals required by this part and OMB Circulars A-21 and A-122. These waivers may authorize recipients to do any one or more of the following: (3) Carry forward unobligated balances to subsequent funding years." Based on this regulation, you may carry-over funds however they can only be spent on approved activities listed in your application or other legislatively allowable activities.
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7. What is a Legislatively Allowable Activity (LAA)?
The legislatively allowable activities for Title III Part B programs are listed in the Section 323 of the Higher Education Opportunity Act (HEOA) as amended, as well as OMB Circular A-21 and the 34 CFR Section 608.10. If you are uncertain whether proposed activity is legislatively allowable or not you should always contact your assigned Program Officer to inquire. They will issue a written response with a determination.
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8. What are the guidelines for drawing down funds for upcoming costs?
You are urged to read 74.22 of EDGAR to learn more about Federal requirements related to grant payments. For any cash that you draw from your Department of Education grant account, you must:
- Draw down only as much cash as is necessary to meet the immediate needs of the grant project
- Keep to the minimum the time between drawing down the funds and paying them out for grant activities
- Return to the Government the interest earned on grant funds deposited in interest-bearing bank accounts (except for a small amount of interest earned each year that your entity is allowed to keep to reimburse itself for administrative expenses)
In order to meet these requirements, you are urged to:
- Take into account the need to coordinate the timing of drawdowns with prior internal clearances (e.g., by boards, directors, or other officials) when projecting immediate cash needs so that funds drawndown from ED do not stay in a bank account for extended periods of time while waiting for approval
- Monitor the fiscal activity (drawdowns and payments) under your grant on a continuous basis
- Plan carefully for cash flow in your grant project during the budget period and review project cash requirements before each drawdown
- Pay out grant funds for project activities as soon as it is practical to do so after receiving cash from the Department
Keep in mind that the Department monitors cash drawdown activity for all grants on a weekly basis. Department staff will contact grantees who appear to have drawn down excessive amounts of cash under one or more grants during the fiscal quarter to discuss the particular situation. Grantees that fail to follow Federal cash management requirements may be designated as high-risk, which may affect future funding.
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9. Must our institution conduct an audit of our project every year?
Grantees that spend $500,000 or more in combined Federal funds (regardless of agency) during fiscal years ending after December 31, 2003, or $300,000 or more in Federal funds during fiscal years ended on December 31, 2003 or earlier, are required to have an annual institutional audit. Generally, these audits, referred to as "A-133 audits" or "single audits," review expenditures of Federal funds across an entire organization instead of specific costs of individual grants. These audits must be conducted in accordance with "Standards for the Audit of Governmental Organizations, Programs, Activities and Functions," published by the Comptroller General of the Government Accountability Office (GAO). Independent Non-Federal auditors selected by the grantee may perform these audits. Grantees that fail to meet the A-133 audit requirement may be designated as high-risk, which may affect future funding.
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10. How and when do I complete the Annual Performance Report (APR)?
Annual Performance Reports can be completed online and are typically due 90 days after the performance period ends (September 30th); however, your Program Officer will notify you if the submission deadline changes.
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11. What is the matching funds requirement for endowments? When must the matching funds be raised?
According to the Higher Education Opportunity Act (HEOA) as amended, grant funds used for endowments must be matched in equal or greater amounts with funds from non-Federal sources. In addition, no more than 20 percent of an annual grant award can be used to establish or increase an endowment fund at the institution.
If a grantee institution decides to use any of its grant funds for endowment purposes, it must match those grant funds immediately with non-Federal funds when it places those funds into its endowment fund.
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12. What kinds of records do I need to keep?
You must keep records regarding the use of grant funds, compliance with program requirements, and the date the project used to demonstrate the effectiveness of the project in meeting the grant's objectives. Keep your copy of the approved application. The financial records must show the amount and source of all funds spent on the grant, including any matching funds that were promised in the approved application. The records must document how all federal and matching funds were used. You must also keep records that document other types of information you provided the Department in your annual or final reports, such as records of program participants and the source data used to report on performance measures.
If you purchase equipment with grant funds, you must maintain inventory records until the equipment is no longer needed to meet the project objectives, and then you should request disposition instructions from the Department. Keep copies of all correspondence with the Department regarding the project; GEPA (20 U.S.C. 31) and EDGAR regulations (34 CFR 75.730-732) provide specific requirements for record retention. You may need these records to demonstrate to program monitors or auditors that all expenditures and activities you conducted with the grant were allowable and accurately reported.
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13. Who do I contact if I have a problem with the G5 system?
Help with G5 is available through e-mail or by calling the G5 hotline.
Hours of Operation: 8:00 a.m. to 6:00 p.m., Monday-Friday, EST
Toll Free: (888) 336-8930
TTY: (866) 697-2696
Local: (202) 401-6238
E-mail: edcaps.user@ed.gov
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14. Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
The Code of Federal Regulations (CFR) can be accessed at http://www.ecfr.gov/cgi-bin/ECFR?page=browse.
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15. Where can I find the most recent edition of EDGAR?
EDGAR is available for download and printing at http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html.
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16. Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
Electronic versions of ED Grant Application and other Forms are available at http://www2.ed.gov/fund/grant/apply/appforms/appforms.html.
Program Office: Institutional Service
CFDA Number: 84.031B
Program Type: Discretionary Grants
Also Known As: HBCUs
Title III-B authorizes the Strengthening Historically Black Colleges and Universities (HBCUs) program award grants to eligible institutions to assist them in strengthening their academic, administrative, and fiscal capabilities. These programs are typically funded through annual discretionary appropriations; and with additional annual mandatory appropriations provided through the FUTURE Act, which extended mandatory funding beyond fiscal year 2019.
Activities are In accordance to section 1068h(a)(2) of this title may include; Institution services; educational equipment, acquisition of real property in connection with the construction, renovation, or additional improvement of campus facilities; to improve the financial and economic literacy designed for students; financial management information; faculty and staff development; and the implementation of other project activities described under the Legislative Allowable Activities (LAA) outlined in the program statute. Endowment development is also an activity with exception that no more than twenty percent of the grant funds may be used for this purpose.
Funds may be used for the purchase, rental, or lease of scientific or laboratory equipment. Also supported are the construction, maintenance, renovation, and improvement of instruction facilities and physical plant. Funds support faculty exchanges and the development of academic instruction in disciplines in which black Americans are underrepresented. Projects may support the purchase of library materials as well as tutoring, counseling, and STEM programs too. Additionally supported are: funds and administrative management; joint use of facilities; establishment or improvement of development offices; establishment or enhancement of programs of teacher education; establishment of outreach programs; and other activities that a grantee proposes in its application that contribute to carrying out the purposes of the program and are approved by the Secretary as part of the review and acceptance of the grant application.
Who May Apply: (by category) Institutions of Higher Education (IHEs)
Who May Apply: (specifically) Historically Black Colleges and Universities (HBCUs) and Historically Black Graduate Institutions (HBGIs) may apply.
To be eligible to receive a grant under the Strengthening HBCU program, an institution must be designated by the Secretary of the U.S. Department of Education as a Historically Black College or University. The Higher Education Act of 1965, as amended, defines an HBCU as an institution established prior to 1964 whose principal mission was, and is, the education of Black Americans, and must --
- Satisfy Section 322 of the Higher Education Act of 1965, as amended (HEA);
- Be legally authorized by the State in which it is located --
- To be a junior or community college; or
- To provide an educational program for which it awards a bachelor's degree; and,
- Be accredited or preaccredited by a nationally recognized accrediting agency or association.
Timeline
Next competition: FY 2025
Application available: To be determined (for eligible HBCU institutions only)
Application deadline: To be determined
Last competition: FY 2022
Federal Register Notice
- To be determined
Current Application
The Title III, HBCU Programs, Parts B/F,
Phase I of the FY 2024 data collection is due date is TBD.
Phase II of the FY 2025 application process for the HBCU Programs due date TBD
For any questions, please contact Wendy Lawrence, HBCU Program Manager, at wendy.lawrence@ed.gov or 202-453-7821.
- FY 2024 Phase I Data Worksheet due TBD in 2024
- Archived FY 2022 Application Package for HBCU, PART B Program PDF (667K)
If you use a TDD, call the FRS, toll-free, at 1-800-877-8339.
Application Contact
Wendy Lawrence, (202) 453-7821
HBCU Program Manager
U.S. Department of Education
Office of Postsecondary Education
Higher Education Programs | Institutional Service |
Historically Black Colleges and Universities Division
400 Maryland Avenue, S.W., | LBJ-HEP — 5th Floor
Washington, D.C. 20202
Google Map of Participating Institutions
FY 2024
Title III, Part B
Title III, Part F
- HBCU NCC Awards: PDF (104K)
FY 2023
Title III, Part B
Title III, Part F
FY 2022
Title III, Part B
- HBCU New Awards: MS Excel (14K)
Title III, Part F
- HBCU NCC Awards: MS Excel (13K)
FY 2021
Title III, Part B
- HBCU NCC Awards: MS Excel (18K)
Title III, Part F
- FUTURE Act NCC Awards: MS Excel (17K)
FY 2020
Title III, Part B
- HBCU NCC Awards: MS Excel (17K)
Title III, Part F
- FUTURE Act New Awards: MS Excel (14K))
FY 2019
Title III, Part B
- HBCU NCC Awards: MS Word (33K)
Title III, Part F
- SAFRA NCC Awards: MS Word (33K)
For Historical Purposes Only - Previous HBCU Part B & F Awards
FY 2018
Title III, Part B
- HBCU NCC Awards: MS Word (23K)
Title III, Part F
- SAFRA Noncompeting Continuation Awards: MS Word (24K)
FY 2017
Title III, Part B
- HBCU New Awards: MS Word (58K)
Title III, Part F
- SAFRA Noncompeting Continuation Awards: MS Word (127K)
FY 2016
Title III, Part B
- HBCU Noncompeting Continuation Grantees: MS Word (104K)
Title III, Part F
- Noncompeting Continuation SAFRA Grantees: MS Word (112K)
FY 2015
Title III, Part B
- HBCU Noncompeting Continuation Grantees: MS Word (132K)
Title III, Part F
- New SAFRA Grantees: MS Word (134K)
FY 2014
Title III, Part B
Title III, Part F
FY 2013
Title III, Part B
Title III, Part F
FY 2012
Title III, Part B
Title III, Part F
The HBCU Title III, Part B Program is authorized by Title III, Section 322 of the Higher Education Act of 1965, as amended (HEA), and the Code of Federal Regulations (34 CFR 608); and the Part F Program is authorized by Title III, Section 371 of the Higher Education Act of 1965, as amended (HEA). Mandatory funding for the program is provided under the Student Aid and Fiscal Responsibility Act (SAFRA), a part of the Health Care and Education Reconciliation Act of 2010, (Pub. L 111-152).
The HBCU — Parts B and F are discretionary grants that provide formula based awards to institutions of higher education that must be legally designated as a Title III eligible historically Black colleges and universities to apply for funding. In order to receive continuation funding, institutions must submit statutory required data for program staff to calculate award amounts as well as maintain their accreditation.
FY 2024
Discretionary funding:
Total Discretionary Funding: $400,966,000.00
New Supplemental funding: $3,000,000.00
Number of New Supplemental Awards: 13
Average Supplemental Award: $230,769.23
Total Supplemental award funding: $3,000,000.00
Number of continuation awards: 98
Average continuation award: $4,060,877.55
Total continuation award funding: $397,966,000.00
Mandatory funding:
Number of continuation awards: 98
Average continuation award: $817,908.00
Total continuation award funding: $80,155,000.00
Total award funding: $400,966,000.00
Discretionary (Section 323): $400,966,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 196 + 13 = 209
FY 2023
Discretionary funding:
Number of continuation awards: 98
Average continuation award: $4,040,673.00
Total continuation award funding: $395,986,000.00
Mandatory funding:
Number of continuation awards: 98
Average continuation award: $817,908.00
Total continuation award funding: $80,155,000.00
Total award funding: $476,141,000.00
Discretionary (Section 323): $395,986,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 196
FY 2022
Discretionary funding:
Number of new awards: 97
Average new award: $3,740,443.00
Total new award funding: $362,823,000.00
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $826,340.00
Total continuation award funding: $80,155,000.00
Total award funding: $442,978,000.00
Discretionary (Section 323): $362,823,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 194
FY 2021
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $3,480,608.00
Total continuation award funding: $337,619,000.00
Mandatory funding:
Number of new awards: 97
Average new award: $826,340.00
Total new award funding: $80,155,000
Total award funding: $417,774,000.00
Discretionary (Section 323): $337,619,000.00
Mandatory (Section 371): $80,155,000.00
Total number of awards: 194
FY 2020
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $3,348,371.00
Total continuation award funding: $324,792,000.00
Mandatory Funding:
Number of new awards: 97
Average new award: $824,587.00
Total new award funding: $79,985,000.00
Total award funding: $404,777,000.00
Discretionary (Section 323): $324,792,000.00
Mandatory (Section 371): $79,985,000.00
Total number of awards: 194
FY 2019
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,911,546.00
Total continuation award funding: $282,420,000.00
Mandatory funding:
Number of new awards: 97
Average new award: $821,958.00
Total new award funding: $79,730,000.00
Total award funding: $362,150,000.00
Discretionary (Section 323): $282,420,000.00
Mandatory (Section 371): $79,730,000.00
Total number of awards: 194
For Historical Purposes Only - Previous HBCU Part B & F Funding
FY 2016
Discretionary funding:
Number of continuation awards: 98
Average continuation award: $2,496,877
Total continuation award funding: $244,694,000
Mandatory funding:
Number of new awards: 98
Average new award: $808,367
Total new award funding: $79,220,000
Total award funding: $323,914,000
Discretionary (Section 323): $244,694,000
Mandatory (Section 371): $79,220,000
Total number of awards: 196
FY 2015
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,346,124
Total continuation award funding: $227,574,000
Mandatory funding:
Number of new awards: 97
Average new award: $812,320
Total new award funding: $78,795,000
Total award funding: $306,369,000
Discretionary (Section 323): $227,574,000
Mandatory (Section 371): $78,795,000
Total number of awards: 194
FY 2014
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,307,041
Total continuation award funding: $223,783,000
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $813,196
Total new continuation funding: $78,880,000
Total award funding: $302,663,000
Discretionary (Section 323): $223,783,000
Mandatory (Section 371): $$78,880,000
Total number of awards: 194
FY 2013
Discretionary funding:
Number of continuation awards: 97
Average continuation award: $2,227,377
Total continuation award funding: $216,055,564
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $831,598
Total new continuation funding: $80,665,000
Total award funding: $296,720,564
Discretionary (Section 323): $216,055,564
Mandatory (Section 371): $80,665,000
Total number of awards: 194
FY 2012
Discretionary funding:
Number of new awards: 97
Average new award: $2,350,312
Total new award funding: $227,980,301
Mandatory funding:
Number of continuation awards: 97
Average continuation award: $876,289
Total new continuation funding: $85,000,000
Total award funding: $312,980,301
Discretionary (Section 323): $227,980,301
Mandatory (Section 371): $85,000,000
Total number of awards: 194
FY 2011
The Department of Defense and Full-Year Continuing Appropriations Act, 2011, P.L. 112-10, was passed by Congress on April 15, 2011. It provides funding for the Department of Education for the remainder of Federal Fiscal Year (FY) 2011. The FY 2011 appropriation for the HBCU Program is $236,991,068, a reduction of $29,594,932 from the FY 2010 level. Please note that individual award sizes are not based solely on Congressional appropriations. Institutional data (also referred to as Phase I Data) are also used to calculate individual award sizes; variance in annual award size is attributed to both factors. In addition, mandatory funding of $85 million, appropriated by the Student Aid and Fiscal Responsibility Act (SAFRA), will support continuation awards in the mandatory HBCU Program in FY 2011.
FY 2010
Discretionary funding:
Number of continuation awards: 96
Average continuation award: $2,767,000
Total continuation award funding: $265,624,000
Mandatory funding:
Number of new awards: 96
Average new award: $885,000
Total new award funding: $85,000,000
Number of continuation awards: 0
Average continuation award: 0
Total new continuation funding: 0
Total award funding: $350,624,000
Discretionary (Section 323): $265,624,000
Mandatory (Section 371): $85,000,000
Total number of awards: 192
FY 2009
Discretionary funding:
Number of continuation awards: 96
Average continuation award: $2,480,000
Total continuation award funding: $238,095,000
Mandatory funding:
Number of new awards: 0
Average new award: 0
Total new award funding: 0
Number of continuation awards: 96
Average continuation award: $885,000
Total continuation award funding: $85,000,000
Total award funding: $323,095,000
Discretionary (Section 323): $238,095,000
Mandatory (Section 371): $85,000,000
Total number of awards: 192
FY 2008
Discretionary funding:
Number of continuation awards: 96
Average continuation award: $2,480,000
Total continuation award funding: $238,095,000
Mandatory funding (CCRAA):
Number of new awards: 96
Average new award: $885,000
Total new award funding: $85,000,000
Number of continuation awards: 0
Average continuation award: 0
Total continuation award funding: 0
Total award funding: $323,095,000
Discretionary (Section 323): $238,095,000
Mandatory (Section 371): $85,000,000
Total number of awards: 192
FY 2007
Number of new awards: 97
Average new award: $2,455,000
Total new award funding: $238,095,000
Number of continuation awards: 0
FY 2006
Appropriation: $238,095,000
Number of new awards: 0
Number of continuation awards: 97 HBCUs; 18 HBGIs
Average continuation award: $2,454,587 for HBCUs; $3,217,500 for HBGIs
Range of continuation awards: $500,000 — $5,000,000 for HBCUs; $1,000,000 — $12,000,000 for HBGIs
FY 2005
Appropriation: $238,576,000
Average award: $2,459,546
FY 2004
Appropriation: $275,863,744
FY 2003
Appropriation: $214,015,000
FY 2002
Appropriation: $206,000,000
FY 2001
Appropriation: $185,000,000
Note: Funds are appropriated separately for Strengthening Historically Black Colleges and Universities and Strengthening Historically Black Graduate Institutions. In FY 2006, HBCUs received $238,095,000 and HBGIs received $57,915,000.
Note: This is a noncompetitive discretionary grant program -- grants are distributed by formula to eligible institutions. The Department is not bound by any estimates in this notice.
Title III, Part B of the Higher Education Act also includes the Strengthening Historically Black Graduate Institutions Program.
Legislation
- Title III, Part B, Sections 321-327 of the Higher Education Act, as amended (20 U.S.C. 1060-1063c)
- Title III, Part F, Section 371 of the Higher Education Act, as amended (20 U.S.C. 1067q)
Regulations
- 34 CFR Part 608
- Education Department General Administrative Regulations (EDGAR), Parts 74, 75, 77, 79, 81, 82, 84, 85, 86, 97, 98, and 99
Guidance
- Office of Management and Budget (OMB) Grants Management Circulars
Annual Performance Report
Grantees are required to submit an Annual Performance Report (APR) annually; the collection number is OMB 1840-0766. The APR is available to grantees October 1 of each calendar year, and closes 90 days thereafter. To review the reporting requirement for Title III and Title V Programs request access to an interactive training site under the training tab located on Institutional Services' Information Management Performance System Portal. Once here you may select the requirements for each Title III and Title V program based on the institutional type (two-year or four-year). This site is also available to grantees for training purposes and includes an APR user's manual.
To gain access to the APR, contact the program office.
Note: If you are a project director and have responsibility for completing the annual report for your institution, please be sure you are designated on the official grant award notification and your e-mail and telephone number are listed correctly in the G5 database.
Final Performance Report
The online system will generate a final report from grantees' individual annual reports for each grant ending September 30 of the collection period. The online system generates the final performance so that reported data is consistent throughout the life cycle of grants and eliminates each grantee's burden of having to compile a final report.
Related HBCU Web Sites
- Strengthening Historically Black Graduate Institutions Program
- Title III Part C, HBCU Capital Financing Program
- White House Initiative on Historically Black Colleges and Universities
- Historically Black College and University Capital Financing Advisory Board
OPE Programs
- Title III Part A, Strengthening Institutions Program
- Title V, Developing Hispanic-Serving Institutions Program
- Title III Part E, Minority Science and Engineering Improvement Program
- Predominately Black Institutions (Formula Grants)
- Predominately Black Institutions Program (Competitive Grants)
- Master's Degree Programs at Predominately Black Institutions
- Master's Degree Programs at Historically Black Colleges and Universities
- Federal TRIO Programs
- GEAR UP
- Child Care Access Means Parents In School Program
- International and Foreign Language Education
Organizations
- National Association for Equal Opportunity in Higher Education (NAFEO)
- College Fund/UNCF; contact (800) 331-2244 or (202) 737-8623
- Historically Black College and University Capital Finance Program Designated Bonding Authority
Other Resources
Key Staff
Program Lead: Wendy Lawrence, M.Ed., 202-453-7821
| PROGRAM OFFICER | DIRECT NUMBER | ASSIGNED STATES |
| Darryl Davis | (202) 453-7582 | AL, KY, OK, VI |
| Shakir Davy | (202) 453-7792 | FL, SC, WV |
| Ashley Hillary, MCRP | (202) 453-7880 | NC, OH |
| Wendy Lawrence, M.Ed. | (202) 453-7821 | AR, DC, DE, GA, LA, MD MO, PA, TN |
| Bernadette Miles, MBA | (202) 453-7892 | MS, TX, VA |
Mailing Address:
Wendy Lawrence, (202) 453-7821
HBCU Programs Manager
U.S. Department of Education
Office of Postsecondary Education
Higher Education Programs | Institutional Service |
Historically Black Colleges and Universities Division
400 Maryland Avenue, S.W., | LBJ-Mail Stop HEP- 5th floor
Washington, D.C. 20202
Email: HBCU-B@ed.gov or HBCU-F@ed.gov
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- Where can I get general guidance and resource material about this program and the grantmaking process?
- When is my Phase I/II Data due?
- Why did my grant award amount change from the last budget period?
- What changes am I able to make to my project and/or budget without prior ED approval?
- When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
- I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
- What is a Legislatively Allowable Activity (LAA)?
- What are the guidelines for drawing down funds for upcoming costs?
- Must our institution conduct an audit of our project every year?
- How and when do I complete the Annual Performance Report (APR)?
- What is the matching funds requirement for endowments? When must the matching funds be raised?
- What kinds of records do I need to keep?
- Who do I contact if I have a problem with the G5 system?
- Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
- Where can I find the most recent edition of EDGAR?
- Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
1. Where can I get general guidance and resource material about this program and the grantmaking process?
The questions and answers presented here are provided as a resource to our grantees, but are not intended to replace communication with your Department of Education (ED) program officer. Please continue to contact your program officer with specific questions about your grant awards.
Project directors and/or other grant personnel who are new to the grantmaking process should review the Grantmaking at ED publication (http://www2.ed.gov/fund/grant/about/grantmaking/index.html), which is a non-technical summary of ED's discretionary grants process (application, review, award, administration, grant closeout, and audit) and the laws and regulations that govern the process.
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2. When is my Phase I/II Data due?
Deadlines change annually but your Program Officer will always contact you with the correct information for the current year.
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3. Why did my grant award amount change from the last budget period?
Award amounts are based on many factors including the size of the Congressional appropriation and student enrollment data (known as Phase I Data) from all accredited HBCUs. The student enrollment data applies to each individual institution and consists of the number of Pell Grant recipients during the school year immediately preceding the current fiscal year, the number of graduates during the school year immediately preceding the current fiscal year, and the number percentage of graduates who within five years of graduating are in attendance at graduate or professional schools. Because award amounts are calculated using this data set any variable change, at any institution, can affect the award amount.
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4. What changes am I able to make to my project and/or budget without prior ED approval?
Grantees are allowed a certain degree of flexibility to make post-award changes and budget revisions without prior approval. Section 74 of the Education Department General Administrative Regulations (EDGAR) generally permits grantees to undertake the following administrative actions without seeking approval from their program office. Usually the program office requires the grantee to provide a notification of the change, including supporting justification:
- Obligate funds for up to 90 days before the start date of the grant's performance period (EDGAR 74.25(e)(1))
- Extend the project period one time at the end of the grant for a period of up to 12 months (EDGAR 74.25(e)(2))
- Carry funds over from one budget period to the next (EDGAR 74.25(e)(3))
- Transfer funds among budget line items (EDGAR 74.25(f))
If the change you wish to make is beyond these allowable administrative actions, you must contact ED for prior approval. Grantees are urged to review the sections in EDGAR relating to the type of change they wish to make.
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5. When I have to request project and/or budget changes that require prior approval from ED, how should I submit those changes? How does ED decide to approve or disapprove my request?
Proposed project and/or budget changes must be submitted in writing to your ED Program Officer. The proposal should include the following documents:
- Cover Letter providing overview of proposed changes and why they are necessary to the success of the project
- Revised Activity Narrative (if applicable)
- Revised Budget Summary (if applicable)
- Revised Individual Activity Budget Form (if applicable)
- Revised Activity Objectives and Anticipated Results (if applicable)
- Revised Implementation Strategy/Timetable Form (if applicable)
- Curriculum Vitae or Resume of New Project Director and/or Activity Director (if applicable)
Upon receipt of the written request, the program staff may contact grantees directly for clarification or additional information as needed.
All submitted requests for programmatic and/or budget changes are evaluated on a case-by-case basis. The decision to approve or disapprove a request is based on requirements imposed by applicable Federal statutes, including the General Education Provisions Act (GEPA), program legislation and regulations, EDGAR, and OMB circulars. All resulting costs and activities related to approved changes must be allowable. No official may authorize any administrative actions that conflict with any applicable Federal statute, program legislation or regulation, EDGAR, grant conditions; or permit changes that would alter the scope or objectives of a competitive discretionary grant.
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6. I have unspent and unobligated funds from a previous fiscal year. Can I carry them over into the current budget period and use them on an activity?
Section 74.25(e)(3) of EDGAR states that, "(e) Except for requirements listed in paragraphs (c)(1) and (c)(4) of this section, the Secretary may waive cost-related and administrative prior written approvals required by this part and OMB Circulars A-21 and A-122. These waivers may authorize recipients to do any one or more of the following: (3) Carry forward unobligated balances to subsequent funding years." Based on this regulation, you may carry-over funds however they can only be spent on approved activities listed in your application or other legislatively allowable activities.
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7. What is a Legislatively Allowable Activity (LAA)?
The legislatively allowable activities for Title III Part B programs are listed in the Section 323 of the Higher Education Opportunity Act (HEOA) as amended, as well as OMB Circular A-21 and the 34 CFR Section 608.10. If you are uncertain whether proposed activity is legislatively allowable or not you should always contact your assigned Program Officer to inquire. They will issue a written response with a determination.
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8. What are the guidelines for drawing down funds for upcoming costs?
You are urged to read 74.22 of EDGAR to learn more about Federal requirements related to grant payments. For any cash that you draw from your Department of Education grant account, you must:
- Draw down only as much cash as is necessary to meet the immediate needs of the grant project
- Keep to the minimum the time between drawing down the funds and paying them out for grant activities
- Return to the Government the interest earned on grant funds deposited in interest-bearing bank accounts (except for a small amount of interest earned each year that your entity is allowed to keep to reimburse itself for administrative expenses)
In order to meet these requirements, you are urged to:
- Take into account the need to coordinate the timing of drawdowns with prior internal clearances (e.g., by boards, directors, or other officials) when projecting immediate cash needs so that funds drawndown from ED do not stay in a bank account for extended periods of time while waiting for approval
- Monitor the fiscal activity (drawdowns and payments) under your grant on a continuous basis
- Plan carefully for cash flow in your grant project during the budget period and review project cash requirements before each drawdown
- Pay out grant funds for project activities as soon as it is practical to do so after receiving cash from the Department
Keep in mind that the Department monitors cash drawdown activity for all grants on a weekly basis. Department staff will contact grantees who appear to have drawn down excessive amounts of cash under one or more grants during the fiscal quarter to discuss the particular situation. Grantees that fail to follow Federal cash management requirements may be designated as high-risk, which may affect future funding.
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9. Must our institution conduct an audit of our project every year?
Grantees that spend $500,000 or more in combined Federal funds (regardless of agency) during fiscal years ending after December 31, 2003, or $300,000 or more in Federal funds during fiscal years ended on December 31, 2003 or earlier, are required to have an annual institutional audit. Generally, these audits, referred to as "A-133 audits" or "single audits," review expenditures of Federal funds across an entire organization instead of specific costs of individual grants. These audits must be conducted in accordance with "Standards for the Audit of Governmental Organizations, Programs, Activities and Functions," published by the Comptroller General of the Government Accountability Office (GAO). Independent Non-Federal auditors selected by the grantee may perform these audits. Grantees that fail to meet the A-133 audit requirement may be designated as high-risk, which may affect future funding.
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10. How and when do I complete the Annual Performance Report (APR)?
Annual Performance Reports can be completed online and are typically due 90 days after the performance period ends (September 30th); however, your Program Officer will notify you if the submission deadline changes.
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11. What is the matching funds requirement for endowments? When must the matching funds be raised?
According to the Higher Education Opportunity Act (HEOA) as amended, grant funds used for endowments must be matched in equal or greater amounts with funds from non-Federal sources. In addition, no more than 20 percent of an annual grant award can be used to establish or increase an endowment fund at the institution.
If a grantee institution decides to use any of its grant funds for endowment purposes, it must match those grant funds immediately with non-Federal funds when it places those funds into its endowment fund.
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12. What kinds of records do I need to keep?
You must keep records regarding the use of grant funds, compliance with program requirements, and the date the project used to demonstrate the effectiveness of the project in meeting the grant's objectives. Keep your copy of the approved application. The financial records must show the amount and source of all funds spent on the grant, including any matching funds that were promised in the approved application. The records must document how all federal and matching funds were used. You must also keep records that document other types of information you provided the Department in your annual or final reports, such as records of program participants and the source data used to report on performance measures.
If you purchase equipment with grant funds, you must maintain inventory records until the equipment is no longer needed to meet the project objectives, and then you should request disposition instructions from the Department. Keep copies of all correspondence with the Department regarding the project; GEPA (20 U.S.C. 31) and EDGAR regulations (34 CFR 75.730-732) provide specific requirements for record retention. You may need these records to demonstrate to program monitors or auditors that all expenditures and activities you conducted with the grant were allowable and accurately reported.
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13. Who do I contact if I have a problem with the G5 system?
Help with G5 is available through e-mail or by calling the G5 hotline.
Hours of Operation: 8:00 a.m. to 6:00 p.m., Monday-Friday, EST
Toll Free: (888) 336-8930
TTY: (866) 697-2696
Local: (202) 401-6238
E-mail: edcaps.user@ed.gov
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14. Where can I find the most up to date copy of the Code of Federal Regulations (CFR)?
The Code of Federal Regulations (CFR) can be accessed at http://www.ecfr.gov/cgi-bin/ECFR?page=browse.
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15. Where can I find the most recent edition of EDGAR?
EDGAR is available for download and printing at http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html.
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16. Where can I find form-fillable editions of standard ED Grant Application and Reporting Forms?
Electronic versions of ED Grant Application and other Forms are available at http://www2.ed.gov/fund/grant/apply/appforms/appforms.html.