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CATCH

Grantees

Welcome CATCH Grantees! This page is designed with you in mind. Here you will find information about your CATCH grant such as how to apply for an extension, how to request your second installment, the format for the financial reports, how to submit your final report and much more.

If you don't find what your looking for here, please contact your CATCH staff.



STARTING YOUR CATCH GRANT

When does my CATCH project begin?
What do I need to do to receive my first payment?
What is a fiscal agent?
Why do I need a fiscal agent?
How can I find a fiscal agent?
Why do I need to make changes to my budget?

DURING YOUR CATCH GRANT
How can I request my second installment?
Can I get an extension?
How can I get help/technical assistance with my project?
Can I make changes to my project?
I've lost my award letter. What instructions did it contain?

CLOSING OUT YOUR CATCH GRANT
Are there final reporting requirements?
What if I can't complete my CATCH project?
I didn't use all of my grant funds. How can I return unused funds?


ANSWERS: STARTING YOUR CATCH GRANT

When does my CATCH project begin?
Your CATCH project begins when you receive your first payment. You may delay receipt of your first payment up to 3 months after your award notification. If you don’t have all your paper work into your CATCH Staff 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.

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What do I need to do to receive my first payment?

  1. A signed original of the Award Agreement form - Signed by the grantee and fiscal agent
  2. A signed and completed original of the Payment Procedures form - Signed by the grantee and fiscal agent
  3. 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) 
  4. An original letter from your fiscal agent on the organization’s letterhead stating that it 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 should also include all pertinent contact information. A template of this letter will be sent to you.

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What is a fiscal agent?
A fiscal agent is a non-profit, tax exempt 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.

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Why do I need a fiscal agent?
Not only is it a CATCH requirement but also by appointing a tax-exempt organization (charitable, educational, religious or other nonprofit entity) to receive your grant award distributions, you may avoid personal tax liability.

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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 cannot be used for fiscal agent fees.

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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 staff may find unallowable expenses in your budget, even if the guidelines didn’t mention the activity. 

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ANSWERS: DURING YOUR CATCH GRANT

How do I request my 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. All receipts and/or invoices that document funds spent for your project must accompany your financial report. If your budget includes salary, please provide an invoice to show who was paid, the hourly rate, and number of hours worked.

  • Your expense report should be submitted using this financial reporting form.
    • Cut/paste the line items from your most recent, approved budget
    • Include the amount actually expended for each budget activity in the far right column
    • Number each receipt/invoice to correspond with its appropriate line item so CATCH staff can appropriately match your expenses with your receipts

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Can I get an extension?
Although the expectation is that you will complete your project in 6 months you are allowed to request up to 2 6-month extensions. Complete the extension request form on which you will need to provide a brief summary of program activities to date, reasons for requesting the extension, and an action plan for the next 6 months. Keep in mind that extensions are given in 6-month increments and you are only allowed 2 6-month extensions.

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I’ve lost my award letter, what instructions did it contain?
Contact CATCH staff so that a copy can be sent to you.

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How can I get help/technical assistance with my project?
The Chapter CATCH Facilitators, District Resident CATCH Liaisons and CATCH staff are available to give you technical assistance on your project. 

Additional resources that can help you with your CATCH project:
Community Pediatrics Resources
Database of previously funded child health projects
Funding sources that support similar programs
Medical Home resources

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May I make changes to my project or budget?
While we don’t allow for you to alter your proposals, some changes to the project be may made as long as your goals remain the same. You must have all changes approved by the CATCH coordinator. If you do not have approval for budget changes, you may not be reimbursed for the costs of those items.

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ANSWERS: CLOSING YOUR CATCH GRANT

Are there reporting requirements?
Yes, as agreed upon in your award documents you are required to submit a final report 30 days after the completion of your project. The final report may be accessed online. Enter your AAP ID number and password, and you will be directed to the link for the final report.

You are also required to submit a final financial report, which is to be submitted with your final report with receipts as an attachment.

  • Your expense report should be submitted using this financial reporting form.
    • Cut/paste the line items from your most recent, approved budget
    • Include the amount actually expended for each budget activity in the far right column
    • Number each receipt/invoice to correspond with its appropriate line item so CATCH staff can appropriately match your expenses with your receipts

  • NOTE: If your budget includes salary, please provide an invoice to show who was paid, the hourly rate, and number of hours worked.

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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 the CATCH Technical Assistance Coordinator at (847) 434-4916.

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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. Please contact the CATCH staff by email or phone, (847) 434-4916, for your account number
  • Checks should be mailed to: 37925 Eagle Way, Chicago, IL 60678-1379

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American Academy of Pediatrics, 141 Northwest Point Blvd., Elk Grove Village, IL, 60007, 847-434-4000