National Association of Councils on Developmental Disabilities

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National Association of Councils on Developmental
Disabilities
Financial Status Reports September 28,
2004Conference Call
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Financial Requirements Per Federal Regulations
(45 CFR 1386)

• 1386.2 Obligation of Funds
• Within a 2 year period beginning the 1st day of
  the award grant year.
• A grant issued for Federal Fiscal Year 2001
  begins 10/1/00 and must be obligated no later
  than 09/30/02

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Financial Requirements Per Federal Regulations
(45 CFR 1386.2)

• What is an obligation?
• A State incurs an obligation for...
• acquisition of personal property, or
• performance of work
• On the date when
• it makes a binding, legally enforceable written
  commitment, or the
• Council enters into an Interagency Agreement with
  an agency of State government for the acquisition
  of personal property or for the performance of
  work.

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Financial Requirements Per Federal Regulations
(45 CFR 1386.2)

• What is an obligation (continued)
• A State incurs an obligation for...
• personal services,
• for services performed by public utilities,
• for travel, or
• for rental of real or personal property
• On the date when
• it receives the services, or
• its personnel takes the travel, or
• it uses the rented property.

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Financial Requirements Per Federal Regulations
(45 CFR 1386.3)

• Liquidation of Obligations
• Must occur within 3 years beginning the 1st day
  of the award grant year (or, within 2 years of
  the close of the Federal fiscal year for which
  the grant was awarded).
• A grant issued for Federal Fiscal Year 2001
  begins 10/1/00 and must be liquidated not later
  than 09/30/03

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Financial Requirements Per Federal Regulations
(45 CFR 1386.3)

• ADD Commissioner can waive the requirements when
  State law impedes implementation or the amount of
  obligated funds to be liquidated is in dispute.

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Match Requirements
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Match Requirements

• Federal and Non-Federal Share
• Category 1
• Expenditures for projects or activities carried
  out directly by the Council or Council Staff.
• 100 Federal Funds
• 0 Match

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Match Requirements

• Federal and Non-Federal Share
• Category 2
• Expenditures for projects with activities or
  products targeted for urban or rural poverty
  areas, but not carried out directly by the
  Council or Council staff.
• 90 Federal Funds
• 10 Match

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Match Requirements

• Federal and Non-Federal Share
• Category 3
• All other activities not directly carried out by
  the Council and Council staff.
• 75 Federal Funds
• 25 Match

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Match Requirements

• Non-Federal Match
• Must not be other Federal funds
• Must not be used to match any other Federal grant
• Must be used for costs otherwise allowable
• Third Party Match
• May be in cash or in-kind

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Match Requirements

• Matching and Cost Sharing
• Third party in-kind contributions count towards
  satisfying a cost sharing or matching requirement
  ONLY where, if the party receiving the
  contributions were to pay for them, the payments
  would be allowable
• - Reference 45 CFR 92.24(b)

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Financial Reporting
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Financial Reporting

• The Financial Status Report SF-269A
• Required semiannually and due 30 days after the
  close of each reporting period.
• Period ended Mar 31 Due Apr 30
• Period ended Sep 30 Due Oct 30
• Final reports are due 90 days after the
  expiration or termination of the grant, usually
  by December 31st of the 3rd year.

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Financial Reporting

• Regional Office Activities
• Review for
• Accuracy Timeliness of Report
• Obligation Component - End of 2nd Year
• Liquidation Component - End of 3rd Year
• Compliance with Match Requirements
• Make Recommendation to Central Office including
  the recovery of any unliquidated obligations on
  final report.

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Financial Status Report Short Form (SF-269A)
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Financial Status Report Short Form (SF-269A)
Boxes 1 through 9
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Boxes 1 through 4

• Box 1 The Funding Source Administration for
  Children Families
• Box 2 The Unique Number that Identifies an
  Individual Grantee or Recipient G-9901ARBS04
  Found on Grant Award. It changes every year.
• Box 3 Recipient Organization Your
  Information
• Box 4 Employee Identification Number Found
  on Your Grant Award 1-710351145-A1. It remains
  the same unless the DSA changes.

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Boxes 5 through 8

• Box 5 Recipient Account Number Your
  Information.
• Box 6 Final Report.
• Box 7 Basis Are you on Cash or Accrual?
• Box 8 Funding Grant Period Determined by the
  Federal Fiscal Year. Found on your Grant Award
  10/01/2004 through 9/30/2006.

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Box 9

• Box 9 Period Covered by This Report.
  Semi-Annual Basis (10/1/xx 3/31/xx and 4/1/xx
  9/30/xx).
• Quarterly Report Submittal
• 10/1/xx 12/31/xx
• 1/1/xx 3/31/xx
• 4/1/xx 6/30/xx
• 7/1/xx 9/30/xx

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Financial Status Report Short Form (SF-269A)
Box 10
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Box 10

• Three Columns (I) Previously Reported (II)
  This Period and (III) Cumulative.
• Column III equals Column I plus Column II
• 10a Outlays are all funds that have been
  expended for the project.
• 10b Third Party In-Kind Contributions or Cash
  Contributed by Non-Federal Parties Without Charge
  to the Grant Recipient.
• 10c Federal Share of Outlays. 10a 10b.

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Box 10

• 10d Total unliquidated obligations.
• 10e Recipient Share of Unliquidated
  Obligations. How much of 10d are non-Federal
  unliquidated obligations?
• 10f Federal share of Unliquidated Obligations.
  How much of 10d are Federal unliquidated
  obligations?
• 10g Total Federal Share Sum of 10c 10f

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Box 10

• 10h Total Federal funds Authorized for this
  Funding Period. Your Federal Year Allotment
  Found on Grant Award.
• 10i Unobligated Balance of Federal Funds 10h
  10g

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Financial Status Report Short Form (SF-269A)
Boxes 11 through 13
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Boxes 11 - 13

• Box 11 Indirect Cost Rate information.
• Boxes 12 and 13 Self-Explanatory

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SF-269A

• Can be found at http//www.whitehouse.gov/omb/gra
  nts/sf269a.pdf

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SPECIAL THANKS TO Phil Neeley, Financial
Operations Specialist Atlanta Regional Office