Natural Disaster Update for Grantees

The Office on Violence Against Women (OVW) stands with communities impacted by recent severe weather events. Natural disasters leave an indelible imprint on communities, including the increased risk of domestic and sexual violence. The trauma caused is far-reaching for survivors and for the service providers tirelessly working on their behalf.  We recognize that many survivors will also encounter significant barriers in accessing safe shelter, court services, law enforcement, and other limited community resources during the disaster recovery period.

The flexibilities and guidance below may be relevant for impacted grantees. Flexibilities may be granted on a case-by-case basis under existing authorities. Please reach out to your Grant Program Specialist if you are experiencing grants management challenges due to a natural disaster that has severely impacted your program operations.  

• For grantees unable to meet original due dates for financial reporting or closeout requirements, please reach out to your Grant Program Specialist. OVW may consider extensions for Federal Financial Reports and closeouts for relevant grantees in disaster relief areas. 
• Natural disasters can make it difficult for grantees to submit performance reports on time. OVW will communicate to grantees when flexibilities are available. Grantees can contact their Program Specialist if challenging circumstances mean they cannot submit a performance report before the deadline.
• If grantees are in the process of revising award budgets for final clearance, please inform your Grant Program Specialist of any disruptions caused by the natural disaster or severe weather that is delaying your ability to respond to OVW requests.
• Recipients may continue to charge salaries and benefits to their awards consistent with the recipients’ policy of paying salaries and benefits under unexpected or extraordinary circumstances from all funding sources (federal and non-federal). As outlined in 2 C.F.R. § 200.431(a) and (b), benefits may include the costs of leave (“regular compensation paid to employees during periods of authorized absences from the job, such as for annual leave, family-related leave, sick leave…administrative leave, and other similar benefits”), as long as they are provided under the organization’s written leave policies.
• Recipients that do not have an administrative leave policy may establish a policy addressing the use of administrative leave in the case of unexpected or extraordinary circumstances and may consider making the policy effective on the date these circumstances began, if permissible under their laws, rules, and policies. It is important to remember that both federally funded and non-federally funded positions must be treated consistently.
• Recipients that incur costs related to the cancellation of events, travel, or other activities necessary and reasonable for the performance of the award (e.g., cleaning materials and supplies), or the pausing and restarting of grant-funded activities due to the natural disaster, may be able to charge these costs to their award, including the full cost of cancellation when the event, travel, or other activities have been approved in the award. In cases where charging of cancellation or other costs results in insufficient funds to eventually carry out the event or travel, please contact your program specialist to discuss possible alternatives or changes to the scope of the project, if feasible. This change will require a Grant Award Modification.
• Please work with your grant specialist if emergency circumstances necessitate a project period extension to complete grant goals and objectives of the award. Requests for no-cost extensions will be processed via GAM.
• For grantees with sub-recipients, please ensure that sub-recipients receive any necessary guidance and information on requirements a sub-recipient would need to meet so that you may meet your own responsibilities under the award.  Pass-through entities should take appropriate measures designed to ensure that sub-recipient records (including leave policies) and cost documentation pertinent to the award are maintained consistent with this notice (and as required consistent with 2 C.F.R. Part 200).