REQUESTS | COMMUNICATIONS | FINANCE | TRAVEL | REPORTS | OTHER
FY2016 Summary of NACDD Forms (
): Revised May 23, 2017
Agreement Request Form (word): Provides information for contractual agreements between a vendor/consultant and NACDD. Email completed form to email@example.com.
Point of contact is David Doyle.
Amended Agreement Request Form (word): Requests for agreement changes to a signed agreement between a vendor/consultant and NACDD. Email completed form to firstname.lastname@example.org.
Point of contact is David Doyle.
Calendar Event Submission Form (website online form): This form must be completed in order to have an event or meeting placed
on the CDC/NACDD Joint Chronic Disease Calendar.
Carryforward/ No Cost Extension/ Redirect Request Form:
Provides required information to complete carryforward request, no cost extension, and redirect requests. Email all below completed forms to email@example.com. Based on experience, this process takes at least 30 days for OFR approval. Point of contact is David Doyle.
Carryforward Request (excel)- This is a request to spend funds from a prior year which were reported as unobligated (unspent and not encumbered) in a submitted federal financial report. OFR approval is required.
No Cost Extension Request for a vendor (word) - This is a request for additional time to complete scope of work for vendor without providing additional funds. Requesting additional time for a vendor is also requesting additional time for the program. OFR approval is required.
Redirect Request (word)- This is a request to spend current grant year funds for a purpose that is contrary to what was initially approved. OFR approval is required.
Internship Request form (pdf-type into):
A form to request the services of a compensated or non-compensated intern by consultant or staff for a period of time. We will post internship position on website. CEO approval is required. The consultants must email the completed form to the Manager of Operations who will be responsible for obtaining the CEO's signature.
Meeting Request form (website online form): Provides meeting planning information to the Lead Event Planner (LEP). This form must be completed for all events requiring the LEP’s assistance. Upon submission, the form will be sent to the Lead Event Planner (
firstname.lastname@example.org). The LEP will contact the submitter within three business days to setup a meeting time to discuss specifics. View information about the facilities available at the Task Force buildings.
RFP and RFA Process (PDF): This form communicates the steps needed to complete a RFP/RFA. Please allow 6 days to process request. The completed form should be emailed to email@example.com.
Shared Conference number calendar (website online form): This calendar should be used to reserve a day and time to use the NACDD conference number.
Speaker Notification Form (doc): The purpose of the form is to advise NACDD about speakers prior to a webinar or event. Please allow 30 days for approval. The completed form should be emailed to firstname.lastname@example.org.
Survey Request Form (website online form): Use this form to submit any survey request for review and distribution to members.
NACDD's goal is to have a coordinated approach of managing surveys.
COMMUNICATIONS FORMS AND TIP SHEETS:
These forms and tip sheets are designed to help consultants, Members, partners, and other parties submit Communications needs to the Department. For more information on how to use these forms and tip sheets, please visit the
Communications webpage. Below are some of the most commonly used tools and resources.
Communications Guide: The Communications
Department works to make sure that NACDD speaks with a unified voice and consistent style and tone. Review this guide and share it with freelance writers to promote the correct use of terminology and to find commonly used reference items (such as
the official names of State Health Departments, chronic disease definitions, etc...).
Additional Online Communications Tools and Resources: The
Communications Department has compiled a list of royalty-free or open-source graphics, images, and audio databases and resources to support your communications projects.
Communications Department Ticket Submission Form: The Communications Department oversees
the promotion of NACDD’s work by providing full-service development and review of publications, newsletters, fliers, brochures, videos, and other creative products. Use this form to receive support for a new project or to submit a completed project
for review prior to distribution, and support for outreach to the media. View the Communications Department Submission FAQs for information
about how to get started with a project or learn how to work with the Communications Department on a media request.
Graphic tools: Resources
such as NACDD's branding guide, stock image gallery and the Communications Guide can be found under graphic tools.
Impact Brief Submission Form: The Impact Brief is the official newsletter for the National Association of Chronic Disease Directors.
It is distributed monthly to more than 5,000 NACDD Members, partners, and stakeholders. View the submission guidelines and 2019-2020 Consultant editorial calendar for the Impact Brief.
Logo Use and Branding: NACDD’s Logo Use Policy outlines the requirements for appropriate use of the Association’s Logo and a tip sheet provides more details on how branding materials may and may not be used. Review
and download materials from the Logo Kit or review the Association's quick branding guide.
Release Forms: In some circumstances, NACDD requires
the use of Release Forms for photos, videos, or quotes of our partners and program participants. View a tip sheet on when
and how to complete the Release Form. Use the Feedback Form for meetings and events where partners are willing to provide testimonials about NACDD's value and programming for that event or more broadly.
Approved Vendor List: View our list of communications services vendors who provide high-quality and high-value service, alongside estimated rate sheets.
Approved Vendor Application Form: Do you have a graphic designer, photographer, printer or other communications-focused vendor that you would recommend to other consultants and staff? Encourage them to apply for NACDD Approved Vendor status.
Branded Giveaways: There are a number of NACDD-branded giveaways that Consultants and staff can hand out during meetings and events. Using giveaways during events helps Members and partners recognize the Association’s brand. NACDD-branded items are a wonderful way to promote the work that the Association does on a daily basis and are intended to drive Members and partners back to the Association's website to learn more about chronic disease prevention and control. Fill out our Communications Department Ticket Submission Form to request Giveaways and view a list of available items.
Documentation Equipment Loans: Consultants and staff can check equipment out from the Communications Department for NACDD-related events. View the full list of available equipment and accessories available for check out. Read NACDD's Equipment Check Out Tip Sheet on how to properly care for equipment while it is in your possession. Contact the Communications Department for more information.
Zoom Online Event Consulting (guide
): Provides information on booking a Zoom online consultant for online event such as webinar or livestream. Booking must be made two weeks in advance of event with Zoom Account Executive
ACH Authorization Form (pdf): The purpose of the form is to provide the Finance team with information to process payment via ACH. The completed form should be sent to email@example.com. Point of contact is Charles Williams.
Contractor Budget Template and Guidance Document (exceland pdf): The
guidance document identifies what information is required for "contracts/grants” budget line item/category. Consultant should provide this template to institutions, companies, or organizations, etc. if they need to provide NACDD with a budget. This
is the budget detail for amounts shown in the "contracts/grants” budget line item/category.
Carryforward-Redirection budget template (excel): This form will help to prepare a budget for carryforward and redirect request funds. Email completed form to firstname.lastname@example.org.
Consultant Registration Notification (pdf type into): This form must be used when a consultant wants to be reimbursed for registration fees. Registration fees will not be reimbursed until after the event occurs. The event must be explicitly stated in the approved budget.
Grant Application Budget Template and Instructions (excel and pdf):
This form will assist with preparing a budget for a federal grant application or a nonfederal grant application or proposals. Unless advised otherwise, please email completed information to email@example.com.Budgets
for proposals and grant applications must be approved by the CEO, Senior Director of Programs, and Director of Finance prior to submission.
Indirect Rate/Management Fee Schedule (pdf): This document provides guidance about the indirect rate or management fee rate to include in budgets for grant applications and proposals to nonprofit organizations, states, or corporations. Point of contact is Marti Macchi.
Invoice template (excel) (word):
Provides invoice template with required information. The invoice template may be in a different format, but it must have the required information (invoice date, description of service, period worked, amount, finance code, name and mailing address). This template may be given to speakers/facilitators or vendors for usage. Submission of a signed presenter’s confirmation letter can be used in lieu of an invoice.
OFR Submission Deadlines (PDF):
Provides current fiscal year deadline date to submit redirect and carryforward requests to firstname.lastname@example.org for federally funded projects. Point of contact is Crystal E. Doxie.
Stipend-Honoraria form (pdf-type into): Provides
notification to Finance of who will receive the funds. The form must be submitted 30 days prior to each event. You must allow time for CEO approval. The staff accountant will submit for CEO approval.
Email completed form to email@example.com. Note that the recipient must submit a completed W9 form to firstname.lastname@example.org before payment
will be made.
Stipend Payment Confirmation (pdf): This form should
be given to an individual whose stipend is being funded by the same federal program/project in which their employer is receiving funds. This form should be completed at least 30 days prior to each event. The individual and their employer must complete this document to confirm that payment of the stipend/honorarium is allowable and in compliance of federal regulations. The completed form should be submitted to email@example.com.
Presenter’s Confirmation Letter Template (word):
Serves as a template for preparing a confirmation letter for speakers/facilitators. Consultant must update letter as appropriate and provide to firstname.lastname@example.org, who will obtain the CEO’s signature, retain a copy, and mail/email signed letters to the consultant.
Vendor Update Change Form (word): This form is to communicate a:
- Change from an Assigned NACDD Consultant/ Other Contractor to another NACDD Consultant/Other Contractor.
Please also includea CV/resume for the newly assigned NACDD Consultant.
- Change from “TBD” to an Assigned Consultant/Vendor
OFR must be notified of this change. Point of contact is David Doyle.
W9 tax form (pdf): Provides information to Finance so that taxable income can be reported to the IRS. All vendors/consultants must complete this form and send to
email@example.com. Vendors must ensure that a signed W9 is on file with NACDD.
Travel Approval Process Infographic (pdf): Provides a visual presentation of the travel approval process. Point of contact is Charles Williams.
Travel Guidelines (pdf): Communicates NACDD travel policies and procedures for all
individuals to support the organization's goals to provide effective, efficient, and economical means of travel. Consultants should provide this document to individuals who are traveling for their respective meeting/events to avoid any misunderstandings. Point of contact is Keith Williams.
Travel Reimbursement form (Updated 1/14/20: excel): Requests
for reimbursement of travel expenses for approved NACDD event. Consultants should provide this to individuals who are traveling for their respective meeting/events with the appropriate 8 digit finance code (Program#, Project#, and Grant Year). If
it is funded by a nonfederal program, the grant year is "0”. This form and supporting required documents should be emailed to firstname.lastname@example.org or mailed to the NACDD address.
Travel Reimbursement checklist (pdf): Highlights "key" travel policies and procedures for travelers. This checklist does not preclude a traveler’s review of the NACDD’s detail travel policies. Consultants should provide this to individuals who are traveling for their respective meeting/event.
Travel Approval Form (excel): Requests for permission to travel using
the NACDD travel agent; Must identify individuals, meeting date, location, finance code, and purpose. Email completed form to email@example.com. If approved, NACDD will contact the submitter
of the request and the travel agent so that the booking process can begin. If not approved, NACDD will contact the submitter of the request to explain the reason for disapproval. Point of contact is Charles Williams.
Travel Encumbrance Calculation Worksheet (excel):
Helps consultants determine the amount of travel related funds needed for an event that will occur three months after the grant year if it is not the last year of the grant. This calculation is to be submitted in
the last month of a grant year and primarily will be used for federally funded programs. Note these funds will be communicated as "obligated/encumbered" to PGO. The form should be sent to firstname.lastname@example.org.
Member Engagement Participation Report (website online form): Use this mechanism to upload meeting participation report for all member engagement types.
Progress Reports: Consultant will provide updates as directed by the Program Evaluator using the provided evaluation tool. Contractors who
are not NACDD consultants will provide quarterly or periodic progress reports as stated in their agreement and must submit it to email@example.com. The contractor’s agreement will indicate
what must be included in the quarterly progress reports.
Progress Report (non-CDC projects) template (word): This template should be used for non-CDC projects when the client does indicate a reporting format. This form should be submitted based on the deadline communicated by Finance. The progress report will be submitted with the invoice to the client per the revenue agreement. The point of contact is Anissa Hackett.
Project Closure Report (PCR) (word document): This
document should be completed when the program will not be funded in the next grant year. We recommend that this document be reviewed 90 days prior to the end of the grant year.
Project Closure Report Overview (pdf): This
overview provides a step by step documentation of what is required to close out a program which will not be funded in the next grant year.
Consultant Completion Checklist (pdf): This checklist will help the Lead Consultant with project administration when another consultant will no longer be working on his/her project. The checklist is to ensure that all relevant information has been communicated and that all tasks have been completed prior to the last working day of the non-lead consultant.
NACDD Staff Responsibilities (Jan. 2020) (pdf):
This document details the responsibilities of each member of the NACDD Staff.