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CATCH Grantees Resources and FAQs
We would like to make it easier for you to manage your grant. Below are many resources you will need to start and through out your CATCH projects. We've also included FAQs, to allow you fast answers to some very common questions. Please thoroughly read your CATCH award letter, and use this website to access more detailed instructions and resources.
Starting your CATCH Grant
During your CATCH Grant
Closing out your CATCH Grant
CATCH Staff
Carla Amato JD LCSW
CATCH Manager
camato@aap.org
Kathy Kocvara
CATCH program coordinator for Planning and Resident Cycle 1
kkocvara@aap.org
Katie Milewski MPH
CATCH program coordinator for Implementation and Resident Cycle 2
kmilewski@aap.org
CATCH Cycle Timelines
Planning/Resident Cycle 1 (CATCH program coordinator - Kathy Kocvara)
Implementation/Resident Cycle 2 (CATCH program coordinator - Katie Milewski)
Starting your CATCH Grant
When does my CATCH project begin?
Your CATCH project begins when your first payment is sent out. You may delay receipt of your first payment up to 6 months after your notification for planning and implementations funds, and up to 3 months after your notification for resident grants. If you don’t have all your paper work into your CATCH program coordinator within those time frames, your grant may be closed. The project period is 6 months, but you can ask for 2 6-month extensions. Please see the timelines above for more details.
What are the documents I need to return in order to receive my first payment?
- A signed original of the Award Agreement form - The pediatrician or resident grantee must sign this document.
- A signed and completed original of the Tax Implications form - The pediatrician or resident grantee must sign this document
- A copy of the Federal Tax Exempt letter to your fiscal agent (This letter should be on file in the accounting department of your fiscal agent)
- An original letter from your fiscal agent :
- Please request that the fiscal agent provide us with a letter on the organization’s letterhead stating that they will manage your funds with the understanding that grant funds may not be used for physicians’ salaries or fees, administrative overhead, fiscal agent’s fees, indirect costs, or fringe benefits. The letter also should include all pertinent contact information. For a template of this letter please click here.
What is a fiscal agent?
A fiscal agent is an organization that you appoint to receive your grant award distributions. The fiscal agent will deposit your funds and will write checks to providers for services rendered (eg, your project staff, consultant, a print shop for materials printed, or to reimburse you for expenses incurred, such as the purchase of refreshments or meals for meetings or incentive gift cards for focus group participants.
Why do I need a fiscal agent?
By appointing a tax-exempt organization (charitable, educational, religious or other nonprofit entity) to receive your grant award distributions you will avoid personal tax liability.
How can I find a fiscal agent?
The following suggestions may help you locate an appropriate fiscal agent for your grant funds:
- Ask your community partners whether one of them would be willing to serve as your fiscal agent. Remember that the fiscal agent must be a nonprofit entity.
- Investigate whether there is a nonprofit agency in your community that would be willing to serve as fiscal agent. Examples include
- the local YMCA
- a family services agency
- a faith-based or cultural organization
- a local health advocacy agency
- the hospital where you have admitting rights
- a college or university with which you are affiliated.
- Call your local AAP chapter to determine its willingness to act as your fiscal agent.
- Keep in mind that some agencies or chapters will want to charge an administrative fee for this service. CATCH funds should not be used for fiscal agent fees.
Why do I need to make changes to my budget?
Please see the guidelines for the grant cycle in which you applied (these guidelines change each year, so please save a copy). Please note that these guidelines are not exhaustive. CATCH program coordinators may find unallowable expenses in your budget, even if the guidelines didn’t mention the activity.
During your CATCH Project
How do I request a second installment?
In order to request a second payment you must first submit a financial report, to show that you have properly spent down at least 80% of your first payment. Your financial report should include:
- Your approved budget (in the format that you submitted with your proposal)
- This budget should include two new columns
- one for the dollar amount already expended for each budget activity
- one for a number or letter to correspond with each receipt you submit
- All receipts and/or invoices that show money you spent for your project
- Please letter or number each receipt/invoice so your coordinator can appropriately match your expenses with your receipts (then record in budget column as mentioned above)
- If your budget includes salary, please provide an invoice to show who was paid, the hourly rate, and number of hours worked.
For an example of what this should look like, please click here.
Can I get an extension?
Contact your CATCH program coordinator via e-mail, Kathy at kkocvara@aap.org for Planning Funds and Resident Funds (Cycle 1 Awarded in fall or winter) or Katie at kmilewski@aap.org for Implementation Funds and Resident Funds (Cycle 2 awarded in spring or summer) and let her know that you would like to extend your grant by six months. In the same message you should give them a brief update of the progress on your project so far. Keep in mind that you may only do this twice.
I’ve lost my award letter, what instructions did it include?
Below are samples of CATCH award letters:
How can I get help/technical assistance with my project?
The Chapter CATCH Facilitators (CCFs), Resident CATCH Liasons (RCL) and CATCH program Coordinators are available to give you technical assistance on your project. Please see the top of this page for your CATCH program coordinator’s contact info. Click the links below for for CCF or RCL contact info.
Additional resources that can help you with your CATCH project are posted at our Community Pediatrics Web site www.aap.org/commpeds:
Database of previously funded child health projects
www.aap.org/commpeds/grantsdatabase
A Pediatrician’s Guide to Proposal Writing
www.aap.org/commpeds/resources/ProposalWriting.pdf
Community resources in your state
www.aap.org/commpeds/state_resources
Funding sources that support similar programs
www.medicalhomeinfo.org/grant/funding.html
Medical Home resources
http://www.medicalhomeinfo.org
May I make changes to my project?
While we don’t allow for you to alter your proposals, we will allow some changes to the project be made, as long as your goals remain the same. You must have these changes approved by your CATCH coordinator. If you do not have approval for budget changes, you may not be reimbursed for the costs of those items.
Closing out your CATCH Grant
Are there reporting requirements?
Yes, you will be required to submit a final report, 90 days after the completion of your project. Please use the appropriate tempate below:
You are also required to submit a final financial report, which is often submitted with your final report, should be in the same format as your second payment request, which is as follows.
Your financial report should include:
- Your approved budget (in the format that you submitted with your proposal)
- This budget should include two new columns
- one for the dollar amount already expended for each budget activity
- one for a number or letter to correspond with each receipt you submit
- All receipts and/or invoices that show money you spent for your project
- Please letter or number each receipt/invoice so your coordinator can appropriately match your expenses with your receipts (then record in budget column as mentioned above)
- If your budget includes salary, please provide an invoice to show who was paid, the hourly rate, and number of hours worked.
For an example of what this should look like, please click here.
What if I can't complete my CATCH project
The expectation is that you would finish your project, but we know that isn't always possible. If you find yourself in this situation, first talk with your CCF or with CATCH staff to see if there are challenges to completion that can be addressed. If not, they may talk with you about the possibility of transferring your grant to another pediatrician (or for residents, with another resident). If you do get approval to transfer the grant, CATCH staff will send a new grant agreement to be signed by the new grantee. This process will not extend the grant period.
How can I return unused funds?
Please have the check written to the American Academy of Pediatrics. On the check stub, please be sure to include:
- The pediatrician or resident's name
- CATCH Grant
- The year and type of funds received (ex: CATCH Implementation Funds 2009)
- The account number to which the funds should be deposited (you can get this from writing to your CATCH coordinator)
Then please send the check to:
American Academy of Pediatrics
36957 Eagle Way
Chicago, IL 60678
community pediatrics
For More Information...
Please contact:
CATCH Program
Division of Community-based Initiatives
Department of Community, Chapter, and State Affairs
American Academy of Pediatrics
141 Northwest Point Blvd
Elk Grove Village, IL 60007
Telephone: 847/434-7085
E-mail: catch@aap.org
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