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H H S Department of Health and Human Services
Health Resources and Services Administration
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FY2012 Technical Assistance call Q&As

State Oral Health Workforce

Date of original call: 1/25/2012
Playback available until: 1/25/2013
Playback telephone number: 888-562-7212

  1. Can Indirect Costs be used as part of the 40 percent matching requirement?
  2. Do we need to include an organizational chart of our sub-contractors?
  3. When will applicants receive notification?
  4. We are a state entity, but not the designated oral health division for our state.  Do we need an endorsement letter from the Governor?
  5. Will you have a funding opportunity for the Nursing Workforce Diversity Program for FY 2013?

1. Can Indirect Costs be used as part of the 40 percent matching requirement?
Yes, when satisfying a matching or cost-sharing requirement by NOT claiming the full indirect cost reimbursement to which you may otherwise be entitled, you should reduce its charge to the grant to reflect the amount claimed.  The amount of the reduction qualifies as matching or cost sharing.  You should include an explanation in the “Remarks” section of the Financial Status Report.

2. Do we need to include an organizational chart of our sub-contractors?
No, this is not necessary.  However, if you have a large portion of your grant funding going out as a sub-contract, this type of information may be helpful during the review of your application depending on exactly what tasks are to be accomplished by the sub-contractor.  You may want to consider including this information if you feel it would enhance the review and scoring of your application, but it is not considered a requirement.

3. When will applicants receive notification?
Notification to all applicants, either funded or not funded, should be made prior to September 1, 2012.

4. We are a state entity, but not the designated oral health division for our state.  Do we need an endorsement letter from the Governor?
No and yes.  You do not need an endorsement letter from the Governor.  However, since you are not the State-designated entity responsible for the oral health workforce within your state, you will still need an endorsement letter.  This letter does not have to come from the Governor (although it can), but can otherwise be obtained by the State-designed entity responsible for the oral health workforce within your state, such as the designated State Dental Director.  This letter should describe the State Oral Health Program’s involvement with the project and endorse you as the State’s designated representative to apply for these Federal dollars.  As a note here, private institutions are NOT eligible to apply.

5. What length should Letters of Support be and do they count toward the 80 page limit?
Letters of Support are typically one page in length, but they could be longer depending on the level of support to be offered.  Also, if you have Letters of Support from multiple entities that are similar in nature with respect to the type of support to be offered, you may consider including only one of those letters in your application and then provide another page that lists all of the entities that submitted a similar letter in support of your application.  This should provide the same supportive emphasis to your application without eating away at your 80 page limit.  Yes, these letters will count toward your 80 page limit.

If you are considering applying for this announcement, please feel free to contact the following individuals: