STARTALK 2009 - Budget and Invoicing for STARTALK Programs

Your Award, Budget, and Invoicing

NFLC (STARTALK Central staff) are administering the implementation of programs; the NSA staff are your direct contact for questions about your award and budget; and the Office of Naval Research (ONR) listed on pages 2 and 3 of your award document will answer all questions about invoicing and invoice preparation. Below are directions to submit invoices for STARTALK grants and a checklist for invoice submission.

Here is a breakdown of who to contact on different issues you may face:

  1. Your award and budget: contact Diane Varieur at devarie@nsa.gov or Glenn Ellison at g.ellison@nsa.gov. When contacting them be sure to identify yourself by your grant number (this number can be found on your grant documents).
  2. Budget Modification: If you need to modify your budget, this request should be sent via email to Diane Varieur at devarie@nsa.gov.
    1. When individuals email the NSA office with questions about re-budgeting, Diane Varieur reviews their request against their original budgets to see how they are internally adjusting funds and sends them an email approving the change with the following words: Please keep in mind that any proposed changes must stay within your original budget proposal and that any changes made cannot adversely affect the intent of your original grant proposal. Also, once you have revised your budget you will need to send an updated copy to STARTALK Central.
    2. If you do modify your budget, please be sure to send a copy of the revised budget to startalk@nflc.org.
  3. Invoicing and invoice preparation: The Office of Naval Research listed on pages 2 and 3 of your award document.
  4. Status of payment of invoices: Once you have submitted your invoices to the ONR listed in your grant, any questions related to the status of the related payments should be directed to NSA: Diane Varieur at devarie@nsa.gov or Carol Maynard at cbmayna@nsa.gov

Here is a recap of the contacts for award, budget, and invoicing issues:

Award and BudgetDiane Varieur (devarie@nsa.gov)
Award and BudgetGlenn Ellison (g.ellison@nsa.gov)
Budget ModificationDiane Varieur (devarie@nsa.gov)
Invoicing and Invoice PreparationONR office listed on pages 2 and 3 of grant document
Status of Payment of InvoicesDiane Varieur (devarie@nsa.gov)
Status of Payment of InvoicesCarol Maynard (cbmayna@nsa.gov)

Please keep this information handy so that you can direct your questions to the appropriate staff and save you and us valuable time.

Directions to Submit Invoices for STARTALK Grants

Some Frequently Asked Questions:

When can I send invoices?
You may send invoices at any time up to 60 days after the end date of your grant.
I don’t have the funds to pay for all of my program’s needs up front. What can I do?
You may invoice for the entire amount of the grant. Just make sure that you enclose a statement with your invoice stating that you are requesting expedited invoice certification for payment of the entire grand total. Keep in mind that if you do not spend all of your funds, you will need to reimburse the federal government for anything unspent. (NOTE: If you do not spend all of the funds you have received by the end of the Grant period, you must initiate a check made out to The U.S. Treasury, forward it to the ONR Office stated on page 2 of your Grant with an explanation of why you are returning the funds. ONR will forward the check to the NSA Accounts Payable Office for processing.)

Step by step process for completing invoices:

When you are ready to invoice, use the following instructions. Instructions on how to invoice are in your grant (Pages 2 and 3) and Attachment 3 (Paragraph 13)

  1. Complete Form SF270 (attached) with the Office of Naval Research (ONR) address, Invoice Number, and the amount of the invoice. Form SF270 can be found at the following URL: http://www.whitehouse.gov/omb/grants/sf270.pdf
  2. Enclose a copy of your budget.
  3. Submit your invoice to the ONR address stated on page 2 of your Grant. Individual Office of Naval Research Office mailing addresses, phone numbers, fax numbers, and email addresses can be found at the following URL: http://www.onr.navy.mil/02/024/offices.asp
  4. Send a copy of the invoice to the following concurrently with submission of the invoice to ONR:

    National Security Agency
    ATTN: Diane Varieur, E05, Suite 6809
    9800 Savage Road
    Ft. George G. Meade, MD 20755-6809

    Email: devarie@nsa.gov

    and

    Maryland Procurement Office
    ATTN: BA323 (EAK) Fanx IIIM
    9800 Savage Road
    Ft. George G. Meade, MD 20755-6720

    Email: g.ellison@nsa.gov

Invoicing Checklist

You can use this checklist before you send your invoices to be sure that you are not missing anything: