SJV staff will notify Awards applicants of the outcome of their application no later than 1 June. Once notified, U.S. grantees must complete ASAP.gov (Automated Standard Application for Payment) registration.
Automated Standard Application for Payment (ASAP) Registration
All Awards Program payments are on a reimbursable basis and will be made by electronic transfer to your bank.
- Immediately upon receiving notification that you have been selected to receive an SJV Award, all organizations based in the U.S. must register at ASAP.gov to receive reimbursements. This involves several different steps and may take up to a month to complete. WE CANNOT CREATE AN AGREEMENT WITHOUT YOUR ASAP.GOV REGISTRATION.
- ASAP is for U.S. recipients. Mexican recipients must fill out an ITS Cover Sheet, which the SJV will provide. Contact the SJV Coordinator for more details.
Adjustments to Proposals and Budgets
In the event that the Award is less than the amount requested, applicants are required to submit a revised proposal and budget, reflecting the new Award amount.
Awards are disbursed by the Sonoran Joint Venture on a reimbursable basis only. In order to receive Award money, grant recipients should log into their ASAP account and request reimbursement. Mexican recipients must submit the ITS Cover Sheet, an invoice, and SF 270 to the SJV Coordinator.
Changes to Proposals
Unforeseen circumstances may arise during the course of project implementation. If it becomes necessary to make significant changes to an Awards project, the project officer should contact the SJV Coordinator to discuss the changes and how they will affect the project. Grantees should only move forward with changes after speaking with and receiving approval from the Science Coordinator.
Modifications to the Cooperative Agreement
If there is a significant change to the project, a formal modification must be made to the Cooperative Agreement. Modifications must also be made if the recipient requests a time extension. Occasionally projects are extended and more money is added. For any modification the project officer should contact the SJV Coordinator to discuss the changes and how to officially modify the cooperative agreement. Grantees should only move forward with changes after speaking with and receiving approval from the Science Coordinator.
Use of SJV Logos
Awardees must use the SJV logo on any publications produced as a result of an SJV Award. Contact the SJV Communications and Partnerships Specialist if you need higher resolution, a slightly different version, or a different graphics format.
An official Award letter will be sent to the recipient with due dates for financial and performance reports as well as project start and end dates.
All SJV Award recipients must submit progress/interim performance reports and a financial report (SF425) every year after the grant start date until the project is completed.
A final performance report must be submitted no later than three months after project completion. Bird monitoring (or other appropriate) projects must submit data to the Avian Knowledge Network or other linked regional nodes, such as eBird or aVerAves.
Each SJV Award recipient must submit, at a minimum (depending on the length of the cooperative agreement) one Interim Report. Interim Reports should contain the following information:
- Project name
- Contact information for project officer (name, phone, and email)
- Description of accomplishments to date on proposal objectives
- A list of the next steps to be taken
- Annual SF425
Each SJV Award recipient must submit a Final Report no later than three months after the end date of the project (as specified in the Award Letter). Each final report should include at a minimum the following information:
- Project name
- Contact information for project officer (name, phone, and email)
- Updated list of project partners and any additional funding received (if significantly different from initial proposal)
- A complete description of accomplishments of the project toward reaching proposal objectives
- Number of people reached/contacted/affected (if applicable)
- Acres/hectares/miles/kilometers of habitat affected (if applicable)
- Habitats affected (if applicable)
- Species affected (if applicable)
- Confirmation that data were incorporated into a national or international database (e.g., Avian Knowledge Network, eBird, aVerAves, etc.)
- Copies of any materials produced as a result of the project (brochures, manuals, flyers, posters, etc.)
- An electronic copy of any publication resulting from the project, even if the publication is after the end of the agreement period.
- Description of any significant changes from original proposal and explanation of why the changes were necessary and help fulfill the mission of the SJV.
- A minimum of four high resolution digital photos showing the project in action. Photos of people, birds, habitats, and conservation activities are particularly encouraged. Photos should be in .jpg format.
- Final SF425
- The results of any studies or investigations accomplished under this agreement may be published jointly by the Award Recipient and the SJV or by either party separately. Appropriate credits to the Sonoran Joint Venture must be included in any formally published article providing the SJV does not otherwise deem it appropriate to issue a disclaimer.
- Any research data collected under this agreement shall be jointly owned by the Award Recipient and the Sonoran Joint Venture. Both parties shall have complete and unlimited access to all data.
- News releases and other publicity issued by either the Award Recipient or the Sonoran Joint Venture will give due credit to the SJV and other cooperators to the project.
- Payment of the final invoice will be made after the Sonoran Joint Venture accepts the final report/deliverables.
When your project is completed:
- Submit your final performance and financial report (SF425) via email to the SJV Coordinator, together with electronic copies of any materials produced as a result of the project.
- Submit four high resolution .jpg photos with accompanying captions and photographer credits to the SJV Communications and Partnerships Specialist.
- Indicate if you do NOT want your final report to be published on the SJV website.
Standard Award Terms and Conditions:
Acceptance of a Federal Financial Assistance award from the Department of the Interior (DOI) carries with it the responsibility to be aware of and comply with the terms and conditions of award. The text of all standard award terms and conditions is available online. Acceptance is defined as starting work, drawing down funds, or accepting the award via electronic means. Awards are based on the application submitted to, and as approved by DOI and are subject to the terms and conditions incorporated either directly or by reference in the following:
- Program legislation/regulation
- Special terms and conditions
- Code of Federal Regulations/Regulatory Requirements, as applicable:
- 2 CFR Part 25 Central Contractor Registration and Data Universal Numbering System
- CFR Part 170 Reporting Subawards and Executive Compensation
- 2 CFR Part 1400 Government-wide Debarment and Suspension (Non-procurement)
- 2 CFR Part 1401 Requirements for Drug-Free Workplace (Financial Assistance)
- 2 CFR Part 175 Trafficking Victims Protection Act of 2000
- 43 CFR 12(A) Administrative and Audit Requirements and Cost Principles for Assistance Programs
- 43 CFR 12(C) Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local
- 43 CFR 12(F) Uniform Administrative Requirements for Grants and Cooperative Agreements with Institutions of Higher Education, Hospitals, other Non-Profit and Commercial Organizations
- 43 CFR 18 New Restrictions on Lobbying
- 305 DM 3, Integrity of Scientific and Scholarly Activities and 217 FW 7, Scientific Integrity and Scholarly Conduct. Grant and cooperative agreement recipients must ensure quality project results. Results must consist of unbiased assessments through proper management and enforcement of scientific integrity standards, which includes avoiding conflicts of interest as defined in USFWS policy 212 FW 7 (complete text available online at http://www.fws.gov/policy/212fw7.html).