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Account and Subaccount

Means the fiscal management designation used in the Service’s financial system to identify funds by allocation. When Headquarters apportions BHE, EHE, and WR funds, they are electronically transferred to an account or subaccount and are accessible to Regions through the Service’s financial system. When a State determines how they wish to use those funds, they notify their Regional Office and fiscal staff will assign funds to the appropriate account or subaccount in the Service's financial system.

Entry link: Account and Subaccount

Acquire Land

Means taking ownership or control of a designated area of land or an interest in land by purchase, exchange, assignment, reversion, gift, eminent domain, or any other method consistent with State or Federal law. The purpose of the acquisition could be for new construction or to expand an existing facility. There is no requirement for the amount of acres acquired – the State must demonstrate in the grant application that the acquisition is sufficient for the purposes of the award.

Entry link: Acquire Land


Taking ownership or control of a designated area of land or an interest in land by purchase, exchange, assignment, reversion, gift, eminent domain, or any other method consistent with State or Federal law 

Entry link: Acquisition

Acquisition Cost

The cost of the asset including the cost to ready the asset for its intended use.  Acquisition cost for equipment, for example, means the net invoice price of the equipment, including the cost of any modifications, attachments, accessories, or auxiliary apparatus necessary to make it usable for the purpose for which it is acquired. Acquisition costs for software includes those development costs capitalized in accordance with generally accepted accounting principles (GAAP). Ancillary charges, such as taxes, duty, protective in transit insurance, freight, and installation may be included in or excluded from the acquisition cost in accordance with the non-Federal entity's regular accounting practices.

Entry link: Acquisition Cost


An activity further defines the specific outputs (units of measures) for the objective. For each standard objective, a user must select one or more activity tags that further describe the objective. 

Entry link: Activity


Americans with Disabilities Act

Entry link: ADA

Additive Program Income

The default method of program income disposition for institutions of higher education (IHEs) and nonprofit research institutions. Funding used in accordance with the additive method must be approved in award per regulation.

Entry link: Additive Program Income

Administrative Module

The Administrative module is used by state and territories that receive grants to enter, review, certify, and submit the number of paid hunting and fishing license holders on a annual basis. Hunting and fishing license holder figures are used in the calculation of grant funding available to each state and territory.

Entry link: Administrative Module

Advance Payment

A payment that a Federal awarding agency or pass-through entity makes by any appropriate payment mechanism, including a predetermined payment schedule, before the non-Federal entity disburses the funds for program purposes.

Entry link: Advance Payment


The Association of Fish and Wildlife Agencies.

Entry link: AFWA

Age Discrimination

A law against age discrimination related to the sale or renting or a property became law in 1972. Proven violations of this law result in a possible fine and the loss of federal dollars. Lending institutions and title closing companies also fall under the wide scope of this law.

Entry link: Age Discrimination


American League of Anglers and Boaters.

Entry link: ALAB


Means to assign funds to a specific purpose.

Entry link: Allocate


The process of assigning a cost, or a group of costs, to one or more cost objective(s), in reasonable proportion to the benefit provided or other equitable relationship. The process may entail assigning a cost(s) directly to a final cost objective or through one or more intermediate cost objectives.

Entry link: Allocation

Allowable Cost

Cost, incurred by a non-Federal entity carrying out a grant that meets certain criteria set forth in the applicable Federal cost principles.

These costs may be direct or indirect cots either charged to the award or used to meet match requirements.
Entry link: Allowable Cost


Is any post award action taken on a grant, including but limited to budget revisions, change in scope, and change in period of performance.

Entry link: Amendment


Administrative Procedures Act

Entry link: APA


Area of Potential Effect

Entry link: APE

Application for Federal Assistance (AFA)

The Standard OMB form, Application for Federal Assistance (SF-424, AFA) used to submit a request for grant funding. It is used as the cover sheet for the grant application package.

Entry link: Application for Federal Assistance (AFA)

Application Package

Applicants are responsible for (1) preparing and submitting application packages in accordance with the program’s Notice of Funding Opportunity (NOFO), and (2) providing assurances of their intent to comply with all applicable Federal laws, regulations, and policies. Included in the application package are proposal documents outlining in sufficient detail the need, objectives, approach, estimated costs, and other required information for the proposed project(s).

Entry link: Application Package

Apportioned Funds

Funds are those that are awarded to a State based on formulas in the Wildlife Restoration Act. Wildlife Restoration (WR, see (17)) funds are apportioned using the formula at 16 U.S.C. 669c(b), Basic Hunter Education (BHE, see (6)) funds are apportioned using the formula at 669c(c), and Enhanced Hunter Education (EHE, see (9)) are apportioned using the formula at 16 U.S.C. 669c(c) and according to the criteria at 16 U.S.C. 669h-1(a).

Entry link: Apportioned Funds


A federal budget process which distributes funds to States from the Wildlife Restoration, Sport Fish Restoration, and State Wildlife Grants programs based on a pre-determined formula.

Entry link: Apportionment


A written statement independently and impartially prepared by a qualified appraiser setting forth an opinion of defined value of an adequately described property as of a specific date, supported by the presentation and analysis of relevant market information.

Entry link: Appraisal

Appraisal Review

The act or process of developing and communicating an opinion about the quality of another appraiser's work.

Entry link: Appraisal Review


The "Approach" is a critical element in the Project Statement that describes the methods used to achieve the stated objectives.  It describes the specific conservation actions (i.e., and efforts that the applicant will implement to order to fulfill the objectives of the Federal award.

Entry link: Approach


Anything attached to a piece of land or building such that it becomes a part of that property.

Entry link: Appurtenances


Soft deletes the project statement, which enables users to preserve data that is not being approved.

Entry link: Archive


Assistant Regional Director of the U.S. Fish and Wildlife Service.

Entry link: ARD


American Recovery and Reinvestment Act of 2009.

Entry link: ARRA


American Sports Fishing Association.

Entry link: ASA


Automated System for Award Payment, managed by U.S. Treasury – Financial Management Service (FMS). It is a centralized payment system that makes payments for FMS and other Federal agencies.

Entry link: ASAP


Tangible and intangible property that is owned or controlled to produce value and that is held to have positive economic value.

Entry link: Assets

Audit Finding

Deficiencies which the auditor is required by § 200.516(a) to report in the schedule of findings and questioned costs.

Entry link: Audit Finding


Any non-Federal entity that expends Federal awards which must be audited under 2 CFR 200 subpart F.

Entry link: Auditee


An auditor who is a public accountant or a Federal, State, local government, or Indian tribe audit organization, which meets the general standards specified for external auditors in generally accepted government auditing standards (GAGAS). The term auditor does not include internal auditors of non profit organizations.

Entry link: Auditor


DOI Appraisal and Valuation Services Office.

Entry link: AVSO


Federal assistance in the form of grant or cooperative agreement.  An award may be in the form of money or technical assistance. 

Once an award is approved, the Program Office obligates the funds and sends the official award letter to the recipient. Included in the letter are the authorized award amount, terms and conditions, and start and end dates of the award.

Entry link: Award



Biological Assessment

Entry link: BA

Bargain Sale

A sale of property for less than its fair market value.  The difference between the fair market value and the sale price is considered an in-kind contribution by the seller.

Entry link: Bargain Sale

Basic Hunter Eduction (BHE)

The subprogram authorized at 16 U.S.C. 669g(b), described at 50 CFR 80.50(b), and sometimes referred to by practitioners as “Section 4c Hunter Ed” to describe the section in the Wildlife Restoration Act the source of funding for BHE was added by Pub. L. 91-503 (October 23, 1970).

Entry link: Basic Hunter Eduction (BHE)


Basic Financial Assistance course.

Entry link: BFA


Basic Grants Management course.

Entry link: BGM


Boating Infrastructure Grant program provides grant funds to the State wildlife and fish agencies to construct renovate, and maintain tie-up facilities with features for transient boaters in vessels 26 feet or more in length, and to produce/distributed information and education materials about the program.

Entry link: BIG


The financial plan for the project or program that the Federal awarding agency or pass-through entity approves during the Federal award process or in subsequent amendments to the Federal award. It may include the Federal and non-Federal share or only the Federal share, as determined by the Federal awarding agency or pass-through entity.

Entry link: Budget

Budget Narrative

The "Budget Narrative" is a critical element in the Project Statement which reflects the cost estimates by project and subaccount program with additional information to show that the project is cost effective. Applicants should provide a justification for each budget category. This justification should be a brief general description of the costs that makeup the category, yet provide enough detail to demonstrate that the applicant has a financial plan for implementation of the proposed objectives.

Entry link: Budget Narrative

Budget Period

The time interval from the start date of a funded portion of an award to the end date of that funded portion during which recipients are authorized to expend the funds awarded, including any funds carried forward or other revisions pursuant to § 200.308.

Entry link: Budget Period



The Corrective Action Plan is a plan prepared by the Service in consultation with the grantee for addressing audit findings and implementing corrective actions.  At a minimum, it contains four components: auditor’s findings and recommendations, Service determinations, corrective actions, and resolutions.

Entry link: CAP

Capital Assets

(1)   Tangible or intangible assets used in operations having a useful life of more than one year 

which are capitalized in accordance with GAAP. Capital assets include:

(i)    Land, buildings (facilities), equipment, and intellectual property (including software) 

whether acquired by purchase, construction, manufacture, exchange, or through a lease accounted for 

as financed purchase under Government Accounting Standards Board (GASB) standards or a finance 

lease under Financial Accounting Standards Board (FASB) standards; and

(ii)    Additions, improvements, modifications, replacements, rearrangements, reinstallations, 

renovations or alterations to capital assets that materially increase their value or useful life 

(not ordinary repairs and maintenance).

(2)   For purpose of this part, capital assets do not include intangible right-to-use assets (per 

GASB) and right-to-use operating lease assets (per FASB). For example, assets capitalized that 

recognize a lessee's right to control the use of property and/or equipment for a period of time 

under a lease contract. See also § 200.465.

Entry link: Capital Assets

Capital Expenditure

Expenditures to acquire capital assets or expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets that materially increase their value or useful life. 

Capital improvement 

(1) A structure that costs at least $25,000 to build, or

(2) The alteration, renovation, or repair of a structure if it increases the structure’s useful life by at least 10 years or its market value by at least $25,000.

Entry link: Capital Expenditure

Carryover Funds

Apportioned funds not obligated during the first year of availability and carried over into the next year for obligation by the state. The obligation of these funds does not count toward establishing a safety margin at year-end.

Entry link: Carryover Funds


Cost Accounting Standards

Entry link: CAS


Categorical exclusions are classes of actions which do not individually or cumulatively have a significant effect on the human environment. Also called Cat Ex.

Entry link: Cat-Ex

Catalog of Federal Assistance (CFDA)

The Catalog of Federal Domestic Assistance is a government-wide compendium of Federal programs, projects, services, and activities that provide assistance or benefits to the American public. The CFDA contains financial and non-financial assistance programs administered by departments and establishments of the Federal government. 

Entry link: Catalog of Federal Assistance (CFDA)


Central Contractor Registry.

Entry link: CCR

Central Service Cost Allocation Plan

The documentation identifying, accumulating, and allocating or developing billing rates based on the allowable costs of services provided by a State or local  government or Indian tribe on a centralized basis to its departments and agencies. The costs of these services may be allocated or billed to users. 

Entry link: Central Service Cost Allocation Plan


The Code of Federal Regulations is the codification of the general and permanent rules published in the Federal Register by the executive departments and agencies of the Federal Government.

Entry link: CFR

Civil Rights Act

Language in the Civil Rights Act, which was enacted in 1964, also speaks to the illegal nature of discrimination based upon color, race or national origin for programs garnering financial funds. In essence, housing development complexes or single-property rental agents can't discriminate against potential or current renters based upon the above criteria.

Entry link: Civil Rights Act


Depending on the context, either:

(1)   Tangible or intangible assets used in operations having a useful life of more than one year 

which are capitalized in accordance with GAAP. Capital assets include:

(i)    Land, buildings (facilities), equipment, and intellectual property (including software) 

whether acquired by purchase, construction, manufacture, exchange, or through a lease accounted for 

as financed purchase under Government Accounting Standards Board (GASB) standards or a finance 

lease under Financial Accounting Standards Board (FASB) standards; and

(ii)    Additions, improvements, modifications, replacements, rearrangements, reinstallations, 

renovations or alterations to capital assets that materially increase their value or useful life 

(not ordinary repairs and maintenance).

(2)   For purpose of this part, capital assets do not include intangible right-to-use assets (per 

GASB) and right-to-use operating lease assets (per FASB). For example, assets capitalized that 

recognize a lessee's right to control the use of property and/or equipment for a period of time 

under a lease contract. See also § 200.465.

(1)   A written demand or written assertion by one of the parties to a Federal award seeking as a 

matter of right:

(i)    The payment of money in a sum certain;

(ii)    The adjustment or interpretation of the terms and conditions of the Federal award; or

(iii)   Other relief arising under or relating to a Federal award.

(2)   A request for payment that is not in dispute when submitted.

Entry link: Claim

Clean Vessel Act (CVA)

The Clean Vessel Act was passed in 1992. It directs the Secretary of the Interior to provide grants to States to pay for the construction, renovation, operation and maintenance of pump-out stations and waste reception facilities. It is a nationally competitive grant program funded by the Sport Fish Restoration Act.

Entry link: Clean Vessel Act (CVA)


The process by which the Federal awarding agency or pass-through entity determines that all applicable administrative actions and all required work of the Federal award have been completed and takes actions as described in § 200.344.

Entry link: Closeout


Cash Management Improvement Act - rules and procedures prescribed in the Uniform Guidance §200.305 – Payment for the transfer of funds between the Federal Government and its recipients for Federal grants and other programs.

Entry link: CMIA

Cognizant Agency

The agency designated as an oversight agency for the single audits as provided in OMB Circular A-133. This is usually the agency that provides the predominant amount of direct funding to a recipient unless OMB makes a specific cognizant agency for audit assignment.

Entry link: Cognizant Agency

Cognizant Agency for Audit

The Federal agency designated to carry out the responsibilities described in §200.513(a). The cognizant agency for audit is not necessarily the same as the cognizant agency for indirect costs. A list of cognizant agencies for audit can be found on the Federal Audit Clearinghouse (FAC) website.

Entry link: Cognizant Agency for Audit

Cognizant Agency for Indirect Costs

The Federal agency responsible for reviewing, negotiating, and approving cost allocation plans or indirect cost proposals developed under this part on behalf of  all Federal agencies. The cognizant agency for indirect cost is not necessarily the same as the cognizant agency for audit.

For assignments of cognizant agencies see the following:

(1)   For Institutions of Higher Education (IHEs).

(2)   For nonprofit organizations.

(3)   For State and local governments.

(4)   For Indian tribes.

Entry link: Cognizant Agency for Indirect Costs

Compliance Supplement

An annually updated authoritative source for auditors that serves to identify existing important compliance requirements that the Federal Government expects to be considered as part of an audit. Auditors use it to understand the Federal program's objectives, procedures, and compliance requirements, as well as audit objectives and suggested audit procedures for determining compliance with the relevant Federal program.

Entry link: Compliance Supplement


A component is an amenity or feature of a facility, such as docks, launch ramps, fish cleaning stations, pump out boats, parking areas, campgrounds/shelters, restrooms, etc. A facility may have more than one component. Some facility types do not have components. Components are listed on the Performance Matrix as Activity Tag 2’s.

Entry link: Component

Comprehensive Environmental Response, Compensation and Liability Act (CERCLA)

An environmental law known as CERCLA, or Superfund, pertains to the responsibility of the property owner to clear the land of any hazardous waste or contamination. The Comprehensive Environmental Response, Compensation and Liability Act was approved by Congress in 1980. Owners who have proven knowledge of contamination are legally bound to make the fact know before a sale.

Entry link: Comprehensive Environmental Response, Compensation and Liability Act (CERCLA)

Comprehensive Management System (CMS)

Comprehensive Management System is as an optional method for a State agency to operate in which programs, financial systems (including budget), human resources, goals, products, and services are linked together into one interconnected system.

Entry link: Comprehensive Management System (CMS)

Conflict of Interest Disclosure Statement

A statement outlining any conditional, qualified or potential competing interests of loyalties.

Entry link: Conflict of Interest Disclosure Statement

Congressional District

One of a fixed number of districts into which a state is divided, each district electing one member to the national House of Representatives.

Entry link: Congressional District


For the purposes of projects for acquiring land for, expanding, or constructing public target ranges) means building a public target range.

Entry link: Constructing


The act of building or significantly renovating, altering, or repairing a structure.  Acquiring, clearing, and reshaping land and demolishing structures are types or phases of construction. 

Entry link: Construction


For the purpose of Federal financial assistance, a legal instrument by which a recipient or subrecipient purchases property or services needed to carry out the project or program under a Federal award. For additional information on subrecipient and contractor determinations, see § 200.331.

Entry link: Contract

Corrective Action

Action taken by the auditee that:

(1)   Corrects identified deficiencies;

(2)   Produces recommended improvements; or

(3)   Demonstrates that audit findings are either invalid or do not warrant auditee action.

Entry link: Corrective Action

Cost Objective

A program, function, activity, award, organizational subdivision, contract, or work unit for which cost data are desired and for which provision is made to accumulate and measure the cost of  processes, products, jobs, capital projects, etc. A cost objective may be a major function of the non-Federal entity, a particular service or project, a Federal award, or an indirect (Facilities & Administrative (F&A)) cost activity.

Entry link: Cost Objective

Cost Share

Cost share is when a quantified portion of the non-federal matching requirement is paid by another resource, such as when gross program income is used to finance part or all of the non-federal matching requirement. Cost share method has been reserved for unique instances of significant emergency, disaster, or agency impairment.

Entry link: Cost Share

Cost Sharing

The portion of project costs not paid by Federal funds or contributions (unless otherwise authorized by Federal statute). See also § 200.306.

Entry link: Cost Sharing



Digital Accountability and Transparency Act of 2014

Entry link: DATA

Data Elements

A set of descriptors or attributes to describe information important to the project.

Entry link: Data Elements

Data Universal Numbering System (DUNS)

DUNS is a system developed and regulated by Dun & Bradstreet (D&B) that assigns a unique nine digit number, referred to as a "DUNS number".  The number is associated with key business information, such as name and address and is required to apply for Federal grants and cooperative agreements except for individuals that are not sole proprietors.

Entry link: Data Universal Numbering System (DUNS)

Deductive Program Income

Deductive income is defined as program funds that are deducted, or off-set, from the total award's allowable costs to determine the net allowable costs on which the sponsor's share of costs is based. Unless otherwise approved in the grant award, use of program income defaults to deductive for States. Funding used in accordance with the deductive method shall not exceed total approved award amount per regulation.

Entry link: Deductive Program Income


Reducing the amount of funds obligated to a grant.

Entry link: Deobligation

Dingell-Johnson Act (DJ)

Passed in 1950, is now known as Sport Fish Restoration. Revenues generated from these excise taxes are apportioned to state wildlife agencies for their state fish restoration and management plans/projects, fishing and boating recreation management.

Entry link: Dingell-Johnson Act (DJ)

Director's Order (D.O.)

U.S. Fish and Wildlife Service Director's Orders are temporary delegations, emergency directives, special assignments, and initial policy or guidance for evolving activities.

Entry link: Director's Order (D.O.)

Disallowed Costs

Those charges to a Federal award that the Federal awarding agency or pass-through entity determines to be unallowable, in accordance with the applicable Federal statutes, regulations, or the terms and conditions of the Federal award.

Entry link: Disallowed Costs

Discretionary Award

An award in which the Federal awarding agency, in keeping with specific statutory authority that enables the agency to exercise judgment (“discretion”), selects the recipient and/or the amount of Federal funding awarded through a competitive process or based on merit of proposals. A discretionary award may be selected on a non-competitive basis, as appropriate.

Entry link: Discretionary Award

Discretionary Program

A program with an authorizing statute that allows the government to exercise judgment in selecting the project, recipient, and/or the amount of the award through a competitive process. In general, we must provide the public, when meeting applicable eligibility requirements, the opportunity to compete for discretionary awards.

Entry link: Discretionary Program


A diversion occurs when any portion of license revenues is used for any purpose other than the administration of the State fish and wildlife agency.

Entry link: Diversion


Dingell - Johnson Act (a.k.a. Sport Fish Restoration Act)

Entry link: DJ


Department Manual (Department of the Interior)

Entry link: DM


Department of the Interior

Entry link: DOI


E.O. 12372

Executive Order 12372

Entry link: E.O. 12372

EA - Environmental Assessment

Is a public document that a Federal agency prepares under the National Environmental Policy Act (NEPA) to provide sufficient evidence and analysis to determine whether a proposed agency action would require preparation of an environmental impact statement (EIS) or a finding of no significant impact.

Entry link: EA - Environmental Assessment


Easement is a partial interest in a designated area of land owned by another entity. The holder of the easement may have the right to (1) use the land or the area above or below its surface for a specific purpose, or (2) prevent specific uses of the land. An easement does not allow its holder to take anything from the land.

Entry link: Easement


A legally binding limitation on a specific parcel of real property. It may also refer to the effect of the limitation on the owner’s rights. To encumber the title is to establish a limitation. An encumbrance may lessen the value of the real property or burden, obstruct, or impair its use, but not necessarily prevent transfer of title. Many encumbrances, but not all, are recorded in a body of public records. An encumbrance may be any of the following:

(1) A right or interest in a property held by one who is the not the owner of the property, e.g., easements, profit à prendre, mineral rights, leases, or assignment of rights.

(2) Restriction of a new owner’s real property rights by reservation or deed restriction.

(3) A claim against the owner’s property rights as security for a debt, such as a mortgage, judgment lien, or tax lien.

(4) A liability binding on real property or its owner that requires a specific treatment of the land or management of the habitat. It may be in the form of a contract or condition(s) of a permit.

Entry link: Encumbrance

Enhanced Hunter Education (EHE)

Means the program authorized at 16 U.S.C. 669h-1, described at 50 CFR 80.50(c), and sometimes referred to by practitioners as “Section 10 Hunter Ed” to describe where in the Wildlife Restoration Act the section authorizing the program was added by Pub. L. 106-408 (November 1, 2000).

Entry link: Enhanced Hunter Education (EHE)

Environmental Impact Statement (EIS)

Environmental Impact Statement is a study undertaken in order to assess the effect on a specified environment of the introduction of any new factor, which may upset the current ecological balance.  The term is often used to describe the study report that is prepared.

Entry link: Environmental Impact Statement (EIS)


Equipment means tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non-Federal entity for financial statement purposes, or $5,000.

Entry link: Equipment


Endangered Species Act (1973)

Entry link: ESA


Environmental System Research Institute provides maps from ArcGIS with satellite, street, topographical and shaded relief basemap layers.

Entry link: ESRI

Executive Order (EO)

A directive issued to executive-level agencies, department heads, or other employees from the President under the President's statutory or constitutional powers.

Entry link: Executive Order (EO)


For the purposes of projects for acquiring land for, expanding, or constructing public target ranges physical improvements to an existing public target range that add to the utility of the range in a manner that ultimately increases range capacity to accommodate more participants. Physical improvements do not necessarily have to increase the size of the facility, but must result in an increase in usability that will accommodate more participants.

Entry link: Expanding


Charges made by a non-Federal entity to a project or program for which a Federal award was received.

(1)   The charges may be reported on a cash or accrual basis, as long as the methodology is disclosed and is consistently applied.

(2)   For reports prepared on a cash basis, expenditures are the sum of:

(i)    Cash disbursements for direct charges for property and services;

(ii)    The amount of indirect expense charged;

(iii)   The value of third-party in-kind contributions applied; and

(iv)   The amount of cash advance payments and payments made to subrecipients.

(3)   For reports prepared on an accrual basis, expenditures are the sum of:

(i)    Cash disbursements for direct charges for property and services;

(ii)    The amount of indirect expense incurred;

(iii)   The value of third-party in-kind contributions applied; and

(iv)   The net increase or decrease in the amounts owed by the non-Federal entity for:

(A)   Goods and other property received;

(B)   Services performed by employees, contractors, subrecipients, and other payees; and

(C)   Programs for which no current services or performance are required such as annuities, insurance claims, or other benefit payments.

Entry link: Expenditures



Federal Assistance Award Data System.

Entry link: FAADS


Federal Aid Coordinator or Federal Audit Clearinghouse

Entry link: FAC


A facility is an establishment, building, or structure(s) provided to serve a grant purpose (e.g., recreational boating facility, archery range, or education center). Facilities correspond to Activity Tag 1’s on the Performance Matrix.

Grants that have the objective “Facilities Construction, Renovation or Acquisition” will require a link to Facility Record(s). Grants that provide funding for the operation & maintenance of facilities DO NOT require a link to a Facilities Record. 

The facility record should be created and approved after the facility is constructed, renovated, or acquired and prior to the performance report. The performance data editor will link the facility record to the activity when completing the performance report. Refer to lesson 4c to learn how to attach a facility record to a performance report. 

For Boating Infrastructure Grants (BIG), Clean Vessel Act (CVA) Grants and Boating Access Grants, facilities constructed, acquired, or renovated (regardless of cost or useful life length) require a Facility Record in TRACS. 

For all other grant programs - except Boating Infrastructure Grants (BIG), Clean Vessel Act (CVA) Grants, and Boating Access Grants - a facility record is only required if it meets the “Capital Improvement” definition. Capital Improvement (50 CFR 80.2) means a structure that costs at least $25,000 to build, acquire, or install; or the alteration or repair of a structure or the replacement of a structural component, if it increases the structure's useful life by at least 10 years or its market value by at least $25,000. Facility improvements that do not meet the definitions above, may fall under the “facilities operations and maintenance” objective instead.

Entry link: Facility


Federal Award Identification Number

Entry link: FAIN


Financial Assistance Interior Regulation.

Entry link: FAIR

Fair Housing Act

The Federal Fair Housing Act, instituted in 1968, pertains to discrimination in the property sales, lending and renting arenas. This law prohibits discrimination based upon familial status, sex, national origin, religion, race, color, disability and military status.

Entry link: Fair Housing Act


Federal Awardee Performance and Integrity Information System

Entry link: FAPIIS


Financial and Business Management  System - A functionality-driven SAP solution designed to incorporate the majority of the Department of Interior's financial management functions into one system, eliminating DOI and bureau-specific systems. 

Entry link: FBMS

Federal Agency

An “agency” as defined at 5 U.S.C. 551(1) and further clarified by 5 U.S.C. 552(f).

Entry link: Federal Agency

Federal Aid Information Management System (FAIMS)

An integrated computer based management system used to administer grant programs administered by the Fish and Wildlife Service, which was decommissioned in 2012.

Entry link: Federal Aid Information Management System (FAIMS)

Federal Audit Clearinghouse (FAC)

The clearinghouse designated by OMB as the repository of record where non-Federal entities are required to transmit the information required by 2 CFR 200 subpart F.

Entry link: Federal Audit Clearinghouse (FAC)

Federal Award

Depending on the context, in either paragraph (1) or (2) of this definition:


(i)    The Federal financial assistance that a recipient receives directly from a Federal  agency or indirectly from a pass-through entity, as described in § 200.101; or 

(ii)    The cost-reimbursement contract under the Federal Acquisition Regulations that a non-Federal entity receives directly from a Federal  agency or indirectly from a pass-through entity, as described in § 200.101.

(2)   The instrument setting forth the terms and conditions. The instrument is the grant agreement, cooperative agreement, other agreement for assistance covered in paragraph (2) of the definition of Federal financial assistance in this section, or the cost-reimbursement contract awarded under the Federal Acquisition Regulations.

(3)   Federal award does not include other contracts that a Federal agency uses to buy goods or services from a contractor or a contract to operate Federal Government owned, contractor operated facilities (GOCOs).

(4)   See also definitions of Federal financial assistance, grant agreement, and cooperative agreement.

Entry link: Federal Award

Federal Award Date

The date the Federal award is signed by the authorized official of the Federal awarding agency.

Entry link: Federal Award Date

Federal Awarding Agency

The Federal agency that provides a Federal award directly to a non-Federal entity.

Entry link: Federal Awarding Agency

Federal Financial Assistance

(1)   Assistance that non-Federal entities receive or administer in the form of:

(i)    Grants;

(ii)    Cooperative agreement;

(iii)   Non-cash contributions or donations of property (including donated surplus property);

(iv)   Direct appropriations;

(v)    Food commodities; and

(vi)   Other financial assistance (except assistance listed in paragraph (2) of this definition).

(2)   For § 200.203 and subpart F of this part, Federal financial assistance also includes assistance that non-Federal entities receive or administer in the form of:

(ii    Loan;

(ii)   Subsidy;

(iII)   Insurance.

(3)   For § 200.216, Federal financial assistance includes assistance that non-Federal entities receive or administer in the form of:

(i)    Grants;

(ii)    Cooperative agreements;

(iii)    Loans; and

(iv)    Loan Guarantees.

(4)    Federal financial assistance does not include amounts received as reimbursement for services rendered to individuals as described in § 200.502(h).

Entry link: Federal Financial Assistance

Federal Interest

For purposes of 200.330 or when used in connection with the acquisition or improvement of real property, equipment, or supplies under a Federal award, the dollar amount that is the product of the:

(1)   The percentage of Federal participation in the total cost of the real property, equipment, or supplies; and

(2)   Current fair market value of the property, improvements, or both, to the extent the costs of  acquiring or improving the property were included as project costs.

Entry link: Federal Interest

Federal Program

(1)   All Federal awards which are assigned a single Assistance Listings Number.

(2)   When no Assistance Listings Number is assigned, all Federal awards from the same agency made for the same purpose must be combined and considered one program.

(3)   Notwithstanding paragraphs (1) and (2) of this definition, a cluster of programs. The types 

of clusters of programs are:

(i)    Research and development (R&D);

(ii)    Student financial aid (SFA); and

(iii)   “Other clusters,” as described in the definition of cluster of programs in this 2 CFR 200.

Entry link: Federal Program

Federal Register

The official journal of the federal government of the United States that contains government agency rules, proposed rules, and public notices. It is a daily (except federal holidays) publication. The final rules promulgated by a federal agency and published in the Federal Register are ultimately reorganized by topic or subject matter and codified in the Code of Federal Regulations (CFR), which is updated annually.

Entry link: Federal Register

Federal Share

The portion of the total project costs that are paid by Federal funds.

Entry link: Federal Share

Fee Simple Interest

Is the least limited interest and most complete and absolute ownership in land. The interests most commonly acquired in the Office of Conservation Investment administered award programs are fee title, easement and leasehold.

Fee with exception to title or less than full fee is an ownership interest in land that excludes one or more interests in real property. Some examples are: a parcel with a power-line easement through it a parcel where one entity owns all interests except the mineral rights, or a parcel subject to a conservation easement.

Entry link: Fee Simple Interest


Federal Funding Accountability and Transparency Act of 2006 or Transparency Act - Public Law 109-282, as amended by section 6202(a) of Public Law 110-252 (31 U.S.C> 6101)

Entry link: FFATA


Federal Financial Report

Entry link: FFR

Final Cost Objective

A cost objective which has allocated to it both direct and indirect costs and, in the non-Federal entity's accumulation system, is one of the final accumulation points, such as a particular award, internal project, or other direct activity of a non-Federal entity.                                

Entry link: Final Cost Objective

Financial Institutions Reform, Recovery, and Enforcement Act of 1989

Established a real estate appraiser regulatory system involving the federal government, the states and the Appraisal Foundation.

Entry link: Financial Institutions Reform, Recovery, and Enforcement Act of 1989

Financial Obligations

When referencing a recipient's or subrecipient's use of funds under a Federal award, means orders placed for property and services, contracts and sub awards made, and similar transactions that require payment.

Entry link: Financial Obligations

Fixed Amount Awards

A type of grant or cooperative agreement under which the Federal awarding agency or pass-through entity provides a specific level of support without regard to actual costs incurred under the Federal award. This type of Federal award reduces some of the administrative burden and record-keeping requirements for both the non-Federal entity and Federal awarding agency or pass-through entity. Accountability is based primarily on performance and results. See §§ 200.102(c), 200.201(b), and 200.333.

Entry link: Fixed Amount Awards


Finding of No Significant Impact

Entry link: FONSI

Funding Period

The period of time when federal funding is available for obligation by the recipient.

Entry link: Funding Period

Funding Source

The Funding Source represents the total approved federal cost of a grant that consists of one or more Projects in TRACS. Associating a grant funding source to a project statement in TRACS is completed by the Federal Approver. 

Entry link: Funding Source


Fish and Wildlife Service a bureau of the Department of Interior.

Entry link: FWS



Generally Accepted Accounting Principles

Entry link: GAAP


Generally Accepted Government Auditing Standards

Entry link: GAGAS


U.S. Government Accountability Office.

Entry link: GAO

General Location

The general location based on the location entered in the grant proposal details.  

Entry link: General Location

Generally Accepted Accounting Principles (GAAP)

Accounting standards issued by the GASB and FASB.

Entry link: Generally Accepted Accounting Principles (GAAP)

Generally Accepted Government Auditing Standards (GAGAS)

Also known as the Yellow Book, means generally accepted government auditing standards issued by the Comptroller General of the United States, which are applicable to financial audits.

Entry link: Generally Accepted Government Auditing Standards (GAGAS)

Geographic Information System (GIS)

A computer system capable of capturing, storing, analyzing, and displaying geographically referenced information, that is, data identified according to location. Practitioners also define a GIS as including the procedures, operating personnel, and spatial data that go into the system (270 FW8).

Entry link: Geographic Information System (GIS)

Geographic Location

The "Geographic Location" is a critical element of the Project Statement to identify the location on the map where the grant activities will take place.

Entry link: Geographic Location


Government owned, contactor operated.

Entry link: GOCO


An award of financial assistance made by the Federal Government to an eligible grantee to carry out one or more approved projects.

Entry link: Grant

Grant Agreement

Grant agreement means a legal instrument of financial assistance between a Federal awarding agency or pass- through entity and a non-Federal entity that, consistent with 31 U.S.C. 6302, 6304:

(1)   Is used to enter into a relationship the principal purpose of which is to transfer anything of value to carry out a public purpose authorized by a law of the United States (see 31 U.S.C. 6101(3)); and not to acquire property or services for the Federal awarding agency or pass-through entity's direct benefit or use;

(2)   Is distinguished from a cooperative agreement in that it does not provide for substantial involvement of the Federal awarding agency in carrying out the activity contemplated by the Federal award.

(3)   Does not include an agreement that provides only:

(i)    Direct United States Government cash assistance to an individual;

(ii)    A subsidy;

(iii)   A loan;

(iv)   A loan guarantee; or

(v)    Insurance

Entry link: Grant Agreement

Grant Management Cycle

Life cycle of a grant, which can be broken into three stages: pre-award, award, and post award.

Entry link: Grant Management Cycle

Grant Solutions

A financial assistance management software platform that enables Federal agencies to manage grants and cooperative agreements through the entire award life cycle including pre-award, award, post-award, and closeout.

Entry link: Grant Solutions

Grant Specialist

The primary federal grantor or contact(s) for a grant award. 

Entry link: Grant Specialist


The grantee or grant recipient is any state, local, or municipal government receiving grant funds, as well as any commercial organization or non-profit organization that receives grant funds. 

Entry link: Grantee

Grazing Permits

Provide for use of land owned by another without creating a property right, title, interest, or estate.

Recipients may use award funds to acquire grazing permits directly from Federal, State or local land management agencies.

Entry link: Grazing Permits


A group is a collection of users assigned to a specific agency or regional office. By default, TRACS has top‐ level groups that correspond to state and federal agencies.

Entry link: Group



Hunter Education

Entry link: HE

Housing and Community Development Act

Title I, also known as the Housing and Community Development Act, became law in 1972. This edict makes it illegal to discriminate based upon race, national origin, sex, religion or color for a business or agency that receives Housing and Urban Development funding or services. Proprietors who offer HUD-approved rentals must adhere strictly to this law, or risk a fine and removal from the rent referral program.

Entry link: Housing and Community Development Act



Institutions of Higher Education.

Entry link: IHEs


A non-cash contribution (i.e. volunteer time, land, etc.), made by parties other than the grantee or sub-grantee, that makes up part or all of the grantee match.

Entry link: In-Kind

Indian Tribe

Any Indian tribe, band, nation, or other organized group or community, including any Alaska Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act (43 U.S.C. Chapter 33), which is recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians (25 U.S.C. 450b(e)). See annually published Bureau of Indian Affairs list of Indian Entities Recognized and Eligible to Receive Services.

Entry link: Indian Tribe

Indirect (Facilities & Administrative (F&A)) Costs

Those costs incurred for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefitted, without effort disproportionate to the results achieved. To facilitate equitable distribution of indirect expenses to the cost objectives served, it may be necessary to establish a number of pools of indirect (F&A) costs. Indirect (F&A) cost pools must be distributed to benefitted cost objectives on bases that will produce an equitable result in consideration or relative benefits derived.

Entry link: Indirect (Facilities & Administrative (F&A)) Costs

Indirect Cost Rate Proposal

The documentation prepared by a non-Federal entity to substantiate its request for the establishment of an indirect cost rate as described in 2 CFR 200 appendices III through VII and appendix IX.

Entry link: Indirect Cost Rate Proposal

Intangible Property

Property having no physical existence, such as trademarks, copyrights, patents and patent applications and property, such as loans, notes and other debt instruments, lease agreements, stock and other instruments of property ownership (whether the property is tangible or intangible).  Intangible property is personal property, and must be treated and disposed of as prescribed in financial assistance cost principles.

Entry link: Intangible Property

Inventory Module

The Inventory module used by grantors and grant recipients to create, adjust, manage, approve and monitor real property and facility records pertaining to acquisition or disposal actions which serve a grant purpose and therefore have a Federal nexus.

Entry link: Inventory Module


Indian Self-Determination and Education and Assistance Act

Entry link: ISDEAA


Joint Policy Task Force (JTF)

Established in 2002 to provide a process for the Service and state fish and wildlife agencies to cooperatively identify program issues and jointly develop recommendations for resolving those issues.  The JTF members includes six (6) USFWS employees and six (6) state fish and wildlife agency employees.

Entry link: Joint Policy Task Force (JTF)



An agreement in which the owner of a fee interest transfers to a lessee the right of exclusive possession and use of an area of land or water for a fixed period, which may be renewable.  The lessor cannot readily revoke the lease at his or her discretion.  The lessee pays rent periodically or as a single payment.  The lessor must be able to regain possession of the lessee's interest (leasehold interest) at the end of the lease term.  An agreement that does not correspond to this definition is not a lease even if it is labeled as one.

Entry link: Lease


A contract in which the fee owner transfers to a lessee the right of exclusive possession and use of an area of land or water for a fixed period, which may be renewable.

The agreement (lease) cannot be readily revoked at the lessor’s discretion.

Lessor must be able to regain possession of the interest at the end of the lease term (temporary ownership).

Entry link: Lease/Leaseholder

Life Estate

An estate in real property limited to the remaining lifetime of a designated individual(s). The life estate ends at the death of the original holder of the life estate even if that individual transferred some or all of the rights in the life estate to another entity.

Entry link: Life Estate



Keeping structures or equipment in a condition to serve the intended purpose. It includes cyclical or occasional actions to keep a facility fully functional during its useful life. It does not include operational actions (see B(13)) such as janitorial work. Examples of maintenance actions are: (1) Routine upkeep for bullet traps; (2) Replacing components of a facility, such as a roof, benches, or backstop that are expected to need replacing over the course of the useful life of the facility; and (3) Painting, adding gravel to a parking lot, adding road mix/sand to existing firing range surfaces, and replacing rotting boards

Entry link: Maintenance

Mandatory Program

A program with an authorizing statute requiring the government to make an award to each eligible entity under the conditions and in the amount (or based on the formula) specified in the statute. Under mandatory programs, no competition for funds among eligible entities is required.

Entry link: Mandatory Program

Marine Federal Waters

The area between the state waters boundary and the international waters boundary.

Entry link: Marine Federal Waters


The value of any non-Federal in-kind contributions and the portion of the costs of a grant-funded project or projects not borne by the Federal government.

Entry link: Match

Memorandum of Understanding (MOU)

A written agreement between two or more parties in a formal document.

Entry link: Memorandum of Understanding (MOU)

Metes and Bounds

Survey system using landmarks and distances to define property boundaries. Starts at well marked point and follows boundaries of land and returns to the point of beginning.

Entry link: Metes and Bounds


Memorandum of Agreement

Entry link: MOA

Modified Total Direct Cost (MTDC)

All direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each sub award (regardless of the period of performance of the sub wards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each sub award in excess of $25,000. Other items may only be excluded when necessary to avoid a serious in equity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs.

Entry link: Modified Total Direct Cost (MTDC)

Monitoring Frequency

The frequency at which the Regional Office staff  monitors the grant/project or property/facility record.

Entry link: Monitoring Frequency


Is a mechanism for overseeing the stewardship of federal funds by verifying that funds are spent as mandated by legislation, post-award requirements, and regulations.

Also ensures that programs offered are of high quality and meet the needs of those served by the federal funds received.

Focuses on assessing "Performance" and "Outcomes".

2 CFR 200 Subpart D

Entry link: Montioring


Memorandum of Understanding

Entry link: MOU


Modified Total Cost.

Entry link: MTC


Modified Total Direct Cost.

Entry link: MTDC

Multi-Purpose Grant

The "Multi-Purpose Grant" is a critical element that documents a grant that carries out the purpose of a single grant program and also carries either the purpose of another grant program, or an activity unrelated to the grant.

Entry link: Multi-Purpose Grant



National Business Center located within the Department of the Interior, provides business management systems and services support for the Offices and Bureaus within the Department, as well as federal agencies outside the Department.

Entry link: NBC


National Conservation Training Center -The Professional development and training center for the Fish and Wildlife Service located in Shepherdstown, West Virginia.

Entry link: NCTC


The "Need" is a critical element in the Project Statement which identifies a conservation issue, problem, or opportunity.

  • Explain how project fulfills purpose of Act(s).
  • Evidence such as research, surveys, etc.
  • Articulate the null alternative (negative result of taking no action).
  • Ask yourself, “Why does this project need to be funded?”

Entry link: Need



National Environmental Policy Act - The National Environmental Policy Act requires every federal agency to review the effect of its actions on the environment. NEPA compliance is handled via categorical exclusions, environmental assessments or environmental impact statements.

Entry link: NEPA


Non-Federal Entity.

Entry link: NFE


Notice of Grant Award.

The Notice of Grant Award, the central component of the grant life cycle, is a legal document authorizing the recipient to expend Federal funds.  The Notice of Grant Award sets the award-specific terms and conditions, and provisions; and acts as the basis for all future monitoring and evaluation activities conducted the the program and the recipient.

Entry link: NGA


National Historic Preservation Act (1966)

Entry link: NHPA


Notice of Award

Entry link: NOA


National Oceanic and Atmospheric Administration

Entry link: NOAA


Notice of Funding Opportunity

Entry link: NOFO


Notice of Intent (Notice in Federal Register of intent to perform an Environmental Impact Statement)

Entry link: NOI

Non-Discretionary Award

An award made by the Federal awarding agency to specific recipients in accordance with statutory, eligibility and compliance requirements, such that in keeping with specific statutory authority the agency has no ability to exercise judgement (“discretion”). A non-discretionary award amount could be determined specifically or by formula.

Entry link: Non-Discretionary Award

Non-Federal Entities

A state, local government, Indian tribe, institution of higher education (IHE), or nonprofit organization that carries out a Federal award as a recipient or subrecipient.

Entry link: Non-Federal Entities

Non-Ownership Interest

Non-ownership interest in land owned by another.

Consisting of right to use or control land for specific purposes, e.g., access, restrict development or restrict use.

Entry link: Non-Ownership Interest

Non-Profit Organization

Any corporation, trust, association, cooperative, or other organization, not including IHEs, that:

(1)   Is operated primarily for scientific, educational, service, charitable, or similar purposes in the public interest;

(2)   Is not organized primarily for profit; and

(3)   Uses net proceeds to maintain, improve, or expand the operations of the organization.

Entry link: Non-Profit Organization

Notice of Funding Opportunity

A formal announcement of the availability of Federal funding through a financial assistance program from a Federal awarding agency. The notice of funding opportunity provides information on the award, who is eligible to apply, the evaluation criteria for selection of an awardee, required components of an application, and how to submit the application. The notice of funding opportunity is any paper or electronic issuance that an agency uses to announce a funding opportunity, whether it is called a “program announcement,” “notice of funding availability,” “broad agency announcement,” “research announcement,” “solicitation,” or some other term.

Entry link: Notice of Funding Opportunity



Operation and Maintenance

Entry link: O&M


The "Objective" is a critical element in the Project Statement that captures the desired outcome of the proposed project in terms that are specific and quantified.

Entry link: Objective


A commitment of federal funds to a grant.

Entry link: Obligation

Office of Conservation Investment

The Wildlife and Sportfish Restoration Program is now the Office of Conservation Investment. The Office of Conservation Investment funds conservation and connects people with nature through grants that support conservation efforts with partners. We provide technical assistance and administer grants that distribute millions of dollars annually to support fish and wildlife conservation, habitat conservation, clean water, fish and wildlife health, imperiled and endangered species conservation, coastal wetlands enhancement, public safety programs, and outdoor access pursuits like hunting, fishing, target shooting, and boating. To learn more visit:

Entry link: Office of Conservation Investment


Office of Inspector General

The Department of Interior Office of Inspector General coordinates all audits, investigations, and other activities in the Department designed to promote economy and efficiency or prevent and detect fraud, waste and abuse.

Entry link: OIG


Office of Management and Budget.

A branch of the Executive Office of the President. OMB helps the President formulate his spending plans, evaluates the effectiveness of agency programs, and sets funding priorities.

Entry link: OMB


Activities done on a frequent cycle (daily, weekly, monthly – more often than cyclical maintenance) and are actions that support the availability of the facility and its components for current public use. Operations may be physical or administrative.

Entry link: Operations


Costs in excess of the total approved grant cost, but were necessary and reasonable to accomplish the grant objectives.

Entry link: Overmatch

Ownership Interest

Who owns the land the grantee, another state agency or a third party.

Entry link: Ownership Interest


Organization of Wildlife Planners.

Entry link: OWP


Partial Interest

Any single right or combination of rights that have been separated from the fee simple.

The separation of an interest from the fee simple occurs through:

(1) Reservation,

(2) Lease,

(3) Condemnation, or

(4) Other assignment of rights or interests to another owner
Entry link: Partial Interest

Participant Support Costs

Direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects.

Entry link: Participant Support Costs

Pass-Through Entity (PTE)

A non-Federal entity that provides a sub award to a subrecipient to carry out part of a Federal program.

Entry link: Pass-Through Entity (PTE)

Performance Goals

Target level of performance expressed as a tangible, measurable objective, against which actual achievement can be compared, including a goal expressed as a quantitative standard, value, or rate. In some instances (e.g., discretionary research awards), this may be limited to the requirement to submit technical performance reports (to be evaluated in accordance with agency policy).

Entry link: Performance Goals

Performance Module

The Performance module is used by grantors and grant recipients to create, manage, review and approve the administrative and mandatory components of grant proposals and performance reports that document the progress and completion of grant objectives.

Entry link: Performance Module

Period of Performance

The total estimated time interval between the start of an initial Federal award and the planned end date, which may include one or more funded portions, or budget periods. Identification of the period of performance in the Federal award per § 200.211(b)(5) does not commit the awarding agency to fund the award beyond the currently approved budget period.

Entry link: Period of Performance

Personal Property

Anything tangible or intangible that is not real property.

(1)Tangible personal property includes:

(a) An object that is not firmly attached to the land, structures, or trees so that its removal would not damage either the object or the point of attachment;

(b) Soil, rock, gravel, minerals, gas, oil, or water after excavation or extraction from the surface or subsurface,

(c) Commodities derived from trees or other vegetation after harvest or separation from the land; and

(d) Annual crops before or after harvest.

(2) Intangible personal property includes:

(a) Intellectual property, such as patents and copyrights;

(b) Securities, such as bonds and interest-bearing accounts.

(c) Licenses.

Entry link: Personal Property

Personally Identifiable Information (PII)

Information that can be used to distinguish or trace an individual's identity, either alone or when combined with other personal or identifying information that is linked or linkable to a specific individual. Some information that is considered to be PII is available in public sources such as telephone books, public websites, and university listings. This type of information is considered to be Public PII and includes, for example, first and last name, address, work telephone number, email address, home telephone number, and general educational credentials. The definition of PII is not anchored to any single category of information or technology. Rather, it requires a case-by-case assessment of the specific risk that an individual can be identified. Non-PII can become PII whenever additional information is made publicly available, in any medium and from any source, that, when combined with other available information, could be used to identify an individual.

Entry link: Personally Identifiable Information (PII)

Pittman-Robertson Act (PR)

Passed in 1937, is now known as Wildlife Restoration. Revenues generated from these excise taxes are apportioned to state wildlife agencies for their conservation efforts, hunter education programs, and operation of archery and shooting ranges.

Entry link: Pittman-Robertson Act (PR)


Project Leader Course

Entry link: PLC


Program Office.

Entry link: PO


A flat shape consisting of straight lines that are joined to define the borders of a project.

Entry link: Polygon


Period of Performance.

Entry link: POP

Post Award

The recipient begins work and charges allowable costs, submits payment requests, and manages and monitors activities. Award revisions are made if needed. Interim reporting requirements will vary depending on program/award period/recipient type. Compliance concerns may arise (e.g. species found not previously known to be present or artifacts/remains are discovered). The Program Office monitors the recipient’s progress via performance and financial reporting.

Entry link: Post Award

Post Close-Out

The Program Office and recipient will conduct continued monitoring for real property, equipment, subrecipients, etc., if applicable. Records are maintained and audits may be conducted.

Entry link: Post Close-Out


Pittman-Robertson (a.k.a. Wildlife Restoration Act)

Entry link: PR


The Program Office completes required prerequisites for the new funding opportunity. The applicant develops and submits an application package and addresses compliance requirements. The Program Office reviews the application package and communicates with the applicant to approve an award.

Entry link: Pre-Award

Pre-Award Cost

Those costs incurred prior to the effective date of the Federal award directly pursuant to the negotiation and in anticipation of the Federal award where such costs are necessary for efficient and timely performance of the scope of work.

Entry link: Pre-Award Cost

Prior Year Recovery

Grant funds that are deobligated, but have a continued period of availability to a grantee.

Entry link: Prior Year Recovery

Program Income

Program income is defined as the gross income receive the grantee or sub-grantee and earned only as a result of the grant during the grant period (50 CFR 80.123-124). It may additive, deductive or a cost share.

Entry link: Program Income


One or more related undertakings necessary to fulfill a need(s), as defined by the grantee in a project statement, and consistent with the purposes of the appropriate Act.

Entry link: Project

Project Cost

Total allowable costs incurred under a Federal award and all required cost sharing and voluntary committed cost sharing, including third-party contributions.

Entry link: Project Cost

Project Statement

A written description the work required to achieve the anticipated project outcome.  This project statement includes estimated costs, incremental activities, project phases, and expected results. The project statement is the heart and soul of your grant application. It helps to identify a conservation issue, problem, or opportunity that must be addressed, as well as, the actions that your agency will implement to help resolve the issue, problem, or opportunity.

Required Elements:

  • Need
  • Purpose/Objectives
  • Results or benefits expected
  • Approach
  • Useful Life
  • Geographic Location
  • Principal Investigator (research projects)
  • Program Income
  • Budget Narrative
  • Multipurpose projects
  • Timeline
  • General

Entry link: Project Statement

Property Covenant

Conditions tied to the ownership or use of the land.

Entry link: Property Covenant

Property Deed

Written and signed legal instrument that is used to transfer ownership of real property.

Entry link: Property Deed

Property Lien

A legal claim on assets which allows the holder to obtain access to property if debts are not paid.

Entry link: Property Lien

Property Name

The commonly known name designated by the State or Regional Office for any size of contiguous parcels/tracts assigned by the Grantee.

Entry link: Property Name


The appropriate application forms, project statement, and other documents submitted with the application.

Entry link: Proposal

Protected Personally Identifiable Information (Protected PII)

An individual's first name or first initial and last name in combination with any one or more of types of information, including, but not limited to, social security number, passport number, credit card numbers, clearances, bank numbers, biometrics, date and place of birth, mother's maiden name, criminal, medical and financial records, educational transcripts. This does not include PII that is required by law to be disclosed.

Entry link: Protected Personally Identifiable Information (Protected PII)


Pass-Through Entity.

Entry link: PTE

Public Description

A short publically‐viewable narrative or abstract that summarizes the project’s purpose, benefits, approach, and impacts.

Entry link: Public Description

Public Land Survey System (PLSS)

Also known as the Government Survey System established in 1785 to sell land in the Northwest Territory using grids and squares the township system. Used now in Florida, Alabama, Mississippi and all states north of the Ohio River and all states west of the Mississippi River except Texas and Hawaii.

Entry link: Public Land Survey System (PLSS)

Public Target Range

Defined as  a specific location that—

(a) Is identified by a governmental agency for recreational shooting;

(b) Is open to the public;

(c) May be supervised; and

(d) May accommodate archery or rifle, pistol, or shotgun shooting. (Pub. L. 116-17)

Entry link: Public Target Range

Purchase Price

The amount that the Grantor (name on the deed) agrees to sell the real property interest to the purchaser (Title holder on deed).

Entry link: Purchase Price


The "Purpose" is a critical element in the Project Statement which states the desired outcome of the proposed project in general or abstract terms. 

Entry link: Purpose


R3 (Recruitment, Retention, and Reactivation)

R3 refers to "Recruitment, Retention, and Reactivation" efforts to recruit new hunters, target shooters, anglers, and recreational boaters, retain participants, and reactivate those whose participation lapsed. There is no national standard for which grant funded objectives and activities pertain to R3, so each region, state and/or insular area should consult with their regional office for guidance. Some states or insular areas may have approved R3 plans, which users should reference to determine if their grant funded objectives are associated with R3.

Entry link: R3 (Recruitment, Retention, and Reactivation)

Real Estate Settlement Procedures Act (RESPA)

The Real Estate Settlement Procedures Act, or RESPA, was created by Congress to help real estate clients fully understand the process. This law details the "good faith estimate" of terms and fees a lender must give the borrower in writing and states that the actual closing terms and costs must be provided to the borrower in writing before closing.

Entry link: Real Estate Settlement Procedures Act (RESPA)

Real Property

Real Property means one, several, or all interests, benefits, and rights inherent in the ownership of a parcel of land or water. 

(a) A parcel includes (unless limited by its legal description) the air space above it, the ground below it, and anything physically and firmly attached to it by a natural process or human action

(b) A parcel may also have rights attached to it by a legally prescribed procedure.

The legal classification of an interest, benefit, or right depends on its attributes rather than the name assigned to it.

Full - Fee Interest (Fee Simple) – maximum rights

Partial Interest – anything less than maximum

Ownership Interests – right to use/occupy/exclude others

Public Interests – rights of government over real property

Physical Interests – air, surface, subsurface rights

Claims – mortgage lien, judgement lien, tax lien

Entry link: Real Property


An entity, usually but not limited to non-Federal entities that receives a Federal award directly from a Federal awarding agency. The term recipient does not include subrecipients or individuals that are beneficiaries of the award.

Entry link: Recipient

Recipient Location

The main location associated with the primary or lead recipient of this grant.

Entry link: Recipient Location


Funds that are deobligated the same fiscal year they were made available for obligation, and remain available to the grantee for re-obligation.

Entry link: Recovery

Regional Office (RO)

The U.S. Fish and Wildlife Service has eight different geographic regions with our headquarters located in Washington, D.C. Each region is dedicated to conserving the nation's fish and wildlife resources and fostering an environmental stewardship ethic based on ecological principles, scientific knowledge of fish and wildlife and a sense of moral responsibility. Learn more here:

Entry link: Regional Office (RO)

Rehabilitation Act

The Rehabilitation Act became law in 1973. It prohibits discrimination due to disability for any type or service, dwelling, or activity that benefits from federal funding sources.

Entry link: Rehabilitation Act

Relationship with other Grants

The "Relationships with other Grants" is a critical element in the Project Statement that describes any relationship between a project and other work funded by Federal grants that s planned, anticipated, or underway.

Entry link: Relationship with other Grants

Relocation Assistance

An offer of just compensation for federally funded real property acquisitions that displace persons from homes, businesses, or farms.

Entry link: Relocation Assistance

Research and Development (R&D)

All research activities, both basic and applied, and all development activities that are performed by non-Federal entities. The term research also includes activities involving the training of individuals in research techniques where such activities utilize the same facilities as other research and development activities and where such activities are not included in the instruction function. “Research” is defined as a systematic study directed toward fuller scientific knowledge or understanding of the subject studied. “Development” is the systematic use of knowledge and understanding gained from research directed toward the production of useful materials, devices, systems, or methods, including design and development of prototypes and processes.

Entry link: Research and Development (R&D)

Results and Benefits

The "Results and/or Benefits" is a critical element of the Project Statement which describes the expected the benefits to users, habitat and/or species and the expected results/outcomes from resolving a conservation need. In most cases this information can be copied and pasted from the Application for Federal Assistance (SF-424) directly into TRACS.

Entry link: Results and Benefits


A privilege to pass over the land of another in some particular path and is usually an easement.

Entry link: Right-of-Way


A role is the permission associated with a particular user function or operation. In TRACS, the user role determines the access the user will have to edit, review or approve system outputs. The User Administrator role is the only role authorized to manage user access requests.

Entry link: Role


Safety Margin

A technique used to “age” unused or unspent funds when grant funds are deobligated by the closing of a grant, the cancellation of a grant or at the request of the grantee. The purpose is to determine if the deobligated funds remain within their period of availability without actually having to identify the year they were apportioned.

Entry link: Safety Margin


System for Award Management.

Entry link: SAM


The federal award identifier associated with the grant (e.g. F12FA00001).

Entry link: SAP/PO (FBMS) #


Standard Form

Entry link: SF


Standard Form Application for Federal Assistance

Entry link: SF-424


Standard Form Budget Information - Non-Construction Programs

Entry link: SF-424A


Standard Form Assurances - Non-Construction Programs

Entry link: SF-424B


Standard Form Budget Information - Construction Programs

Entry link: SF-424C


Standard Form Assurances - Construction Programs

Entry link: SF-424D


Standard Form Federal Financial Report 

Entry link: SF-425


Standard Form Disclosure of Lobbying Activities

Entry link: SF-LLL


A shapefile is a digital file created using GIS software (such as ArcGIS) that stores the geo‐spatial attributes of a specific location using coordinates and other GIS data.

Entry link: Shapefile


A part or portion belonging to, distributed to, contributed by, or owed by a grantee, subgrantee, or the awarding agency.

Entry link: Share


State Historic Preservation Office

Entry link: SHPO

Signature Authority

The authority granted to an individual to sign grant related documents on behalf of  the grantee organization.

Entry link: Signature Authority

Single Audit Report Statement

Audit that includes both the financial statements and the expenditures of federal awards by all state agencies including institutions of higher education. 

Entry link: Single Audit Report Statement

Single Source Award

A funding opportunity specifically awarded to a appropriate partner based on or more demonstrable criteria:

·         Unsolicited proposal 

·         Continuation of activity

·         Legislative intent

·         Unique qualifications

·         Emergencies

Entry link: Single Source Award


A site is the area in which one or more facilities is located.  For example, a site could be Cherry Creek State Park.  At the site, there may exist a recreational boating facilities, education center facility, and recreational fishing facility.

Entry link: Site


States Organization for Boating Access.

Entry link: SOBA

Spatial Quality

The extent at which the area on the map depicts the area to be impacted by your project.

Entry link: Spatial Quality


Single Point of Contact

Entry link: SPOC


Any State of the United States, the Commonwealths of Puerto Rico and the Northern Mariana Islands, and the territories of Guam, the U.S. Virgin Islands, and American Samoa.  State also includes the District of Colombia for purposes of the Dingell-Johnson Sport Fish Restoration Act, the Sport Fish Restoration program, and its subprograms.  State does not include the District of Columbia for purposes of the Pittman-Robertson Wildlife Restoration Act and the programs and subprogram under the Act because the Pittman-Robertson Wildlife Restoration Act does not authorize funding for the District.  References to “the 50 States” apply only to the 50 States of the United States and do not include the Commonwealths of Puerto Rico, the District of Columbia, or the territories of Guam, the U.S. Virgin Islands, and American Samoa. 

Entry link: State

State Wildlife Grants (SWG)

Passed in 2000, provides grant funds to State fish and wildlife agencies for developing and implementing programs that benefit wildlife and their habitats, including species that are not fished or hunted.

Entry link: State Wildlife Grants (SWG)

Stewardship Investments

The Federal investment for expenses incurred for the purchase, the construction, or the major renovation of physical property owned by the state.

Entry link: Stewardship Investments


A specific descriptor that is used to define the specific objectives and outputs (units of measure) required for reporting purposes.  There are 14 Strategies used to define the project objectives as follows:

  • Coordination and Administration
  • Direct Habitat and Species Management
  • Environmental Review
  • Facilities and Areas Construction, Renovation or Acquisition
  • Facilities and Areas O&M
  • Incentives
  • Outreach and Communications
  • Planning
  • Real Property Acquisition
  • Research, Survey, Data Collection and Analysis
  • Species Stocking
  • Stakeholder Involvement
  • Technical Assistance
  • Training and Education
Entry link: Strategy


The entity which receives a sub-grant and is accountable for the use of the funds provided.

Entry link: Sub-grantee


Subaccount means a record of financial transactions for groups of similar activities based on programs and subprograms.  Each group has a unique number.  Different subaccounts, also distinguish between benefits to marine or freshwater fisheries in the programs and subprograms authorized by the Dingell-Johnson Sport Fish Restoration Act.  

Entry link: Subaccount


A non-Federal entity that receives a sub-award from a pass-through entity to carry out part of a grant program; but does not include an individual that is a beneficiary of such program. A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency.  Subrecipients have discretion and flexibility in designing a project to resolve an identified issue or problem.

Entry link: Subrecipient


An entity in which more than 50 percent of the entity is owned or controlled directly by a parent corporation or through another subsidiary of a parent corporation.

Entry link: Subsidiary

Substantial Involvement

Substantial involvement occurs when the recipient and Service participate together in the management and/or performance of the activity/project.

Entry link: Substantial Involvement


Tangible, consumable and expendable personal property.

Entry link: Supplies


State Wildlife Grants

Entry link: SWG

System for Award Management (SAM)

SAM is a Federal procurement and financial assistance Web site that consolidates the functionality that was previously in such systems as the CCR, Federal Agency Registration (Fedreg), the Online Representations and Certifications Application (ORCA), and the Excluded Parties List System (EPLS).

Entry link: System for Award Management (SAM)

System Management Module

The System Management module is used by TRACS system administrators to manage or update system status and information, such as FBMS data and build information.

Entry link: System Management Module


Target Date

The deadline when you plan to complete this objective and must be within the overall grant start and end dates.

Entry link: Target Date


The ending for a Federal award, in whole or in part at any time prior to the planned end of period of performance.  A lack of available funds is not a termination.

Entry link: Termination

Third Party In-Kind

Third-party in-kind contributions means the value of non-cash contributions (i.e., property or services) that- (a) Benefit a federally assisted project or program; and (b) Are contributed by non-Federal third parties, without charge, to a non-Federal entity under a Federal award.

Entry link: Third Party In-Kind


Tribal Historic Preservation Office

Entry link: THPO


The "Timeline" is a critical element in the Project Statement which describes an estimated schedule of significant milestones and any accomplishments in completing a project.

Entry link: Timeline

Tracking and Reporting Actions for Conservation of Species (TRACS)

Tracking and Reporting Actions for Conservation of Species (TRACS) is a geospatial tracking, reporting and decision‐support tool that demonstrates the effectiveness of grants administered by the Office of Conservation Investment of the U.S. Fish and Wildlife Service (FWS).

Entry link: Tracking and Reporting Actions for Conservation of Species (TRACS)


The group which is the primary agency responsible for the grant proposal at the lowest level.

Entry link: TRACS Group


Tribal Wildlife Grants

Entry link: TWG


Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970

Establishes the minimum standards—including an offer of just compensation—for federally funded real property acquisitions that displace persons.

Entry link: Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970

Universal Transverse Mercator (UTM)

The Universal Transverse Mercator (UTM) Grid System divides the earth into 60 zones, running north and south, each 6' wide. Each zone is numbered, beginning with zone 1 at the 180th meridian near the International Date Line, with zone numbers increasing to the east. Most of the United States is included in Zones 10 through 19, as shown below. On a map, each zone is flattened, and a square grid is superimposed upon it. Any point in the zone may be referred to by citing its zone number, its distance in meters from the equator ("northing"), and its distance in meters from a north‐south reference line ("easting"). These three figures‐the zone number, easting, and northing‐make up the complete UTM Grid Reference for any point, and distinguish it from any point on earth.

Entry link: Universal Transverse Mercator (UTM)

Unliquidated Financial Obligations

For financial reports prepared on a cash basis, financial obligations incurred by the non-Federal entity that have not been paid (liquidated). For reports prepared on an accrual expenditure basis, these are financial obligations incurred by the non-Federal entity for which an expenditure has not been recorded.

Entry link: Unliquidated Financial Obligations

Unobligated Balance

The amount of funds under a Federal award that the non-Federal entity has not obligated. The amount is computed by subtracting the cumulative amount of the non-Federal entity's unliquidated financial obligations and expenditures of funds under the Federal award from the cumulative amount of the funds that the Federal awarding agency or pass-through entity authorized the non-Federal entity to obligate.

Entry link: Unobligated Balance

Unused Balance

Any portion of funds remaining after the final reimbursement is made on a grant and the grant is closed.

Entry link: Unused Balance

Useful Life

The "Useful Life" is a critical element of the Project Statement which describes period during which describes the total number of years and months during which federally funded facilities, equipment and capital improvements are capable of fulfilling their intended purpose with adequate, routine maintenance.

Entry link: Useful Life


Any person navigating the TRACS website.

Entry link: User

User Management Module

The User Management module involves the process of group and role assignments, deactivating user accounts; tracking users and their respective Access authorizations; and managing these functions. Organization administrator(s) grant permissions directly to users, manage role and group permission assignments for their organization. Users who cannot view or perform certain functions were not granted the permissions to do so by the organization administrator.

Entry link: User Management Module

Userful Life Narrative

The total number of years and months during which federally funded facilities, equipment and capital improvements are capable of fulfilling their intended purpose with adequate, routine maintenance.

Entry link: Userful Life Narrative


U.S. Fish and Wildlife Service.

Entry link: USFWS



Polygon points at the intersection of line segments; multiple points are called vertices or corners. A single vertex can be used as a handle to move and adjust a polygon’s lines.

Entry link: Vertices

Voluntary Committed Cost Sharing

Cost sharing specifically pledged on a voluntary basis in the proposal's budget on the part of the non-Federal entity and that becomes a binding requirement of Federal award.

Entry link: Voluntary Committed Cost Sharing


Wildlife and Sports Fish Restoration Program (WSFR)

The U.S. Fish & Wildlife Service, Wildlife and Sport Fish Restoration Program (WSFR) was renamed The Office of Conservation Investment in March 2024. The Office of Conservation Investment works with states, insular areas and the District of Columbia to conserve, protect, and enhance fish, wildlife, their habitats, and the hunting, sport fishing and recreational boating opportunities they provide. 

Formerly known as  known as Federal Assistance, or Federal Aid prior to 2008.

Entry link: Wildlife and Sports Fish Restoration Program (WSFR)


Wildlife Management Area.

Entry link: WMA


A set of assigned tasks carried out in TRACS to achieve a certain goal, such as the approving a grant proposal, project statement, real property record, facility record and performance report.

Entry link: Workflow


Wildlife Restoration Act.

Entry link: WR

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