State Responsibilities for the State Energy Program - SEO 101 Training - Grant Agreement Terms and Conditions

Sep 13, 2026

SEO 101 training content outlines the responsibilities of state recipients under the U.S. Department of Energy State Energy Program, covering grant timing and key compliance checkpoints. It specifies requirements before, during, and after award, including agreement terms, spending limits tied to approved scope, Buy America Build America compliance, NEPA and Historic Preservation submissions, required reporting checklists, and documentation such as property forms and retention records. Guidance also covers extensions, timeline expectations, allowable cost methodology under 2 CFR 200, and critical cost attributes—allowable, allocable, and reasonable—plus recent updates and thresholds.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages22

Reading Time8 min

AccessFree to download

Agenda

Grant Agreement-Terms and Conditions

Before Award

During Award

After Award

Extensions

Timeline/Due Dates

Allowable Costs – 2CFR200

Allowable Costs – CFRs

State Responsibilities for the State Energy Program SEO 101 Training Questions: [stateenergyprogram@hq.doe.gov](stateenergyprogram@hq.doe.gov) Agenda Grant Due ARRA Package Dates programs Extensions Allowable Costs Updates to 2CFR200 Success Stories Justice40 U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 2 Grant Agreement-Terms and Conditions • Read ALRD and Grant Application Instructions • Familiarize yourself with all applicable program regulations, including 10 CFR Part 420 – State Energy Program at [http://eCFR.gov](http://eCFR.gov) • Provide a Single Audit • Registration in the System for Award Management (SAM) • Requirement for Data Universal Numbering System (DUNS) Numbers • Recipients must report the total compensation of Executives who have a gross income over $300,000 Before Award U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 3 Grant Agreement – Terms and Conditions • Limit spending to application/proposal approved by DOE • Comply with Buy America Build America (BABA) • Comply with National Environmental Policy Act – submit NEPA logs • Comply with Historic Preservation – update Programmatic Agreements • Federal Assistance Reporting Checklist (FARC) • Ensure publications funded by SEP include language for acknowledgement and legal disclaimers • Provide the required insurance coverage for real property and equipment • Notify DOE of any transfer of funds among direct cost categories • More than 10% of the budget – requires CO approval • New term: notifying DOE of subawards applies to PY24 During Award U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 4 Example Acknowledgement and legal disclaimer Grant Agreement – Terms and Conditions • Follow guidelines for real property, equipment and supplies regarding use and disposition • Complete and submit Property Forms SF428 • Complete and submit Disposition Request/Report • Record retention for 3 years after closeout • Ensure everything is complete and submitted before the end of the 120-day closeout period • Final reports-don't forget the checkbox indicating it is the final report After Award U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 6 Extensions U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 7 Timeline/Due Dates • What does DOE do with these documents? o Ensure federal funds are being utilized according to federal rules and regulations o Collect information to report on the success of the program to management and Congress o Collect information on how to better support states in implementing SEP dollars *Annual Summaries are not required for FY 24 U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 8 Allowable Costs – 2CFR200 • Methodology for determining allowable costs o 2CFR200 subpart E outlines cost principles as it applies to federal funding o A best practice is to develop a justification for your cost before asking DOE/Project Officer if the cost is allowable • Rember costs must be allowable, allocable, and reasonable • Spending is tied to the SEP approved Annual File or scope Note: 2CFR200 has recently been updatedo Ex. Equipment now has a $10,000 threshold U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 9 Allowable Costs – CFRs • Relevant CFRs to consider are o § 200.403 Factors affecting allowability of costs o § 200.404 Reasonable costs o § 200.405 Allocable costs • Programmatic regulations 10cfr420 o § 420.10 Purpose and Scope o § 420.13 Annual State applications o § 420.17 Optional elements (Annual File) o § 420.18 Expenditure limitations U. S. DEPARTMENT OF ENERGY | OFFICE OF STATE AND COMMUNITY ENERGY PROGRAMS 10

FAQs

What responsibilities must states complete before receiving award funding?

States must read the ALRD and grant application instructions, understand applicable regulations (including 10 CFR Part 420), provide a single audit, register in SAM, and meet DUNS requirements. Recipients must also report total compensation for executives with gross income over $300,000.

What spending and compliance obligations apply during the award period?

Spending must be limited to what DOE approved in the application/proposal. Recipients must comply with Buy America Build America, NEPA submission/log requirements, Historic Preservation updates, and complete the Federal Assistance Reporting Checklist (FARC). Publications must include acknowledgement language and legal disclaimers.

How are allowable costs determined under 2 CFR 200 for the SEP?

Allowable costs follow 2 CFR 200 cost principles described in subpart E. States are advised to develop a justification before asking DOE or the project officer if a cost is allowable, and ensure costs are allowable, allocable, and reasonable, tied to the SEP approved Annual File or scope. Recent updates include a $10,000 threshold example for equipment.

Sep 13, 2026

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