Guidance for Funding Recipients
The Office of Grants and Research is committed to maintaining public trust and confidence with the millions of state and federal grant dollars entrusted to this organization.
As the State Administering Agency (SAA) for federal funds received from the Department of Justice, Federal Emergency Management Agency and National Highway Traffic Safety Administration, as well as the Public Safety and Security Secretary’s designee for state public safety grants awarded by the legislature, the Office of Grants and Research is responsible for ensuring that these funds are used for their intended purpose and in compliance with all federal and state rules and regulations.
All subrecipients should be mindful of the following:
Luxury items are strictly prohibited from state and federal grant awards. For example, jewelry, luxury vehicles, items for personal use, and the like are strictly unallowable.
The guidelines specifically enforce this through a few key principles:
- Reasonable Costs: A cost is considered reasonable if it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the cost.
- Luxury Travel Prohibitions: Upgraded travel is heavily restricted. For instance, federal funds typically only cover the least expensive class of travel (economy). First-class flights, luxury hotel suites, apartment rentals, and high-end dining are unallowable.
- Entertainment and Gifts: The Uniform Guidance expressly prohibits the use of federal funds for entertainment, amusement, and social activities. Items like promotional materials, mementos, or gifts are generally considered unallowable.
What to do instead:
Before making purchases, organizations should check the specific terms and conditions of their grant award and consult with their assigned OGR program coordinator for review and approval.
Reporting Waste, Fraud or Abuse
It is the responsibility of each grant recipient to report alleged waste, fraud, or abuse of state or federal grant funds. This includes any alleged violations, serious irregularities, sensitive issues, or overt or covert acts involving the use of public funds in a manner not consistent with legislative statutes, related laws and regulations, and appropriate guidelines for purposes of the grant. Reports can be made to the Massachusetts Inspector General or Office of the State Auditor.