Tribal Fiscal Training Overview: SF-425 Reporting and Due Dates
Explore the comprehensive tribal fiscal training session covering SF-425 reporting essentials, due dates, equipment approval, financial resources, and more. Understand the purpose of SF-425, financial reporting deadlines, and the significance of timely submissions. Gain insights into PMS trainings and potential repercussions for delayed reports. Stay updated on essential fiscal responsibilities for grants.
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Presentation Transcript
Tribal Fiscal Training Title Slide Option A Older Americans Act Title VI SF-425 Training Alice Kelsey, AOA Fiscal Policy Specialist ACL/AOA February 10, 2021
Agenda SF-425 Reporting Overview and Due Dates Equipment Prior Approval Requirement Financial Resources Question & Answers 2
Purpose of the SF-425 The SF-425 is also known as the Federal Financial Report (FFR) Required reporting form that tracks the status of financial data (obligations and disbursements) to a grant Shows funds drawn down and remaining balance at the end of the reporting period Separate SF-425 required for each grant 4
Financial Reporting Due Dates Annual SF425 Grant FINAL SF425 6/30/2021 Project Period If NCE*: 2017-2019 Title 6** 4/1/2017-3/31/2021 2020, 2021, 2022 Title 6** 6/30/21, 6/30/22 7/30/2023 4/1/2020-3/31/2023 If NCE*: 2019 MIPPA 12/28/2021 9/30/2019-9/29/2021 2020 MIPPA 11/30/2021 9/1/2020-8/31/2021 FFCRA (NAC2) 4/30/2021 12/30/2021 3/20/2020- 9/30/2021*** 4/1/2020-9/30/2021*** CARES Act (NAC3) 4/30/2021 12/30/2021 Nutrition Supp. (NAC5) 6/30/21, 6/30/22 1/31/2023 12/27/2020-9/30/2022 *NCE = No Cost Extension **Title VI Part A/B, Part C, and NSIP *** Grantees may incur pre-award costs without prior approval for FFCRA and CARES Act grants dating back to January 20, 2020 5
SF-425 Reporting in PMS Trainings PMS will be conducting 4 repeat trainings for grantees that submit the SF425 reports trainings will be held: Wednesday 2/17/21, 10am-12pm ET; Thursday 2/18/21, 2pm- 4pm ET; Wednesday 3/17/21, 10am-12pm ET; Thursday 3/18/21, 2pm- 4pm ET You only need to attend one session Only attend if you will actually be submitting the report, program liaisons do not need to attend unless they will be submitting the report 6
SF425 Reporting in PMS All SF425 reports for tribes will be reported in the PMS system One exception is the 2019 MIPPA grant Should be submitted to the MIPPA mailbox: MIPPA.Grants@acl.hhs.gov 2020 MIPPA Grant will have report due in PMS Delinquent financial and/or program reports may result in suspension of grant awards 7
SF425 Reports Plain Talk NO REPORT. NO MONEY. 8
SF-425, Section 10 Federal Cash Line a Cash Receipts Cumulative amount of actual Federal funds received as of reporting period end date. 9
SF-425, Section 10 Federal Cash Line b Cash Disbursements Cumulative amount of disbursements made by grantee as of period end date. 10
SF-425, Section 10 Federal Cash Line c Cash on Hand Line 10a minus Line 10b Negative balance represents immediate Cash needs 11
SF-425, Section 10 Transactions Line d Total Federal Funds Authorized - Cumulative (awarded) amount of federal funds Total Amount listed on your Notice of Award For 3-year awards (Title VI Part A/B, Part C and NSIP), award amounts will be: 12 months for the first year of reporting; 24 months for the second year of reporting; 36 months for the end of the three-year project period. For Supplemental COVID funds, the amounts are the full award amount listed on your Notice of Award 12
SF-425, Section 10 Transactions Line e Federal share of expenditures usually the same as Line (b) Enter the expenditures for the period for which the report is ending (coming up that is 3/31/2021) Cash Basis: sum of direct expenses, indirect expenses, payments made to sub-recipients. Accrual Basis: sum of direct expenses, indirect expenses, payments made to sub-recipients, payments to sub- recipients, accrued amounts incurred. 13
SF-425, Section 10 Transactions Line f Unliquidated obligations Usually $0 Cash basis: obligations incurred but not yet paid as of reporting period end date. Accrual basis: obligations incurred but not yet recorded as of end of reporting period. Do not include any amounts that are already included in Line 10E. Do not include amounts in Line 10F that is for a future commitment, i.e. for which an obligation or expense has not been incurred. 14
SF-425, Section 10 Transactions Line g Line (e) + Line (f) 15
SF-425, Section 10 Transactions Line h Line (d) Line (g) = the amount of federal funds remaining that have not been obligated 16
SF-425, Section 10 Recipient Share Line 10-i-k Since there is no cost share or match required for any Title VI grant, Lines (i), (j) and (k) should be marked 0 17
SF-425, Section 10 Program Income Line 10-l-o Nonfederal share expenditures Report program income/voluntary contributions and tribal funds here Do not report any Title III (from state or AAA) funds here If nothing to report, Lines (l), (m), (n) and (o) should be marked $0 For all others: l. Amount of income earned as a result of this grant m. Not allowed under Title VI n. Addition Alternative Only allowable use, to expand the service o. Line (l) line (m) or (n) as applicable 18
SF-425, Section 11 Indirect Expenses This section must be completed if recipient is charging indirect costs, otherwise put $0 Line a. Type of indirect cost rate (Provisional, Predetermined, Final, Fixed, 10% De Minimis) Line b. Rate (%) in effect during the reporting period Line c. Beginning and ending dates for the effective rate Line d. Amount of the base against which the rate was applied. Example: If the agreement provides for indirect costs and the rate negotiated was using salaries and wages only, then the rate may only be applied to the amount paid for salaries and wages (not to travel or other direct costs etc.) Line e. Multiply 11(b) x 11(d) Line f. 11(f) = 11(e) unless charging the government less than the indirect costs incurred Line g. Enter totals for columns 11(d), 11(e) and 11(f) 19
EQUIPMENT PRIOR APPROVAL PROCESS 20
Equipment Prior Approval Purchases of equipment and supplies that exceed a $5,000 unit cost must receive prior approval from ACL prior to purchase. 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. Supplies are defined as all tangible personal property other than those described in Equipment. Per 45CFR75.320(a)(2) a grantee may not encumber property without approval of the HHS awarding agency. 21
Equipment Prior Approval Do not purchase the equipment until written approval is received from ACL Once prior approval is received, follow your tribal organization s procurement policies Required information for ACL review: https://olderindians.acl.gov/sites/default/files/upload s/docs/Large%20Purchase%20Policy%20v1.3.doc x Submit the request and any attachments (bids) to your ACL Regional Administrator 22
Equipment Prior Approval Required Information for Approval: Date, Tribal Organization, Tribal Contact and Email Grant number Three bids Intended use of the equipment Amount of Title VI funds used as a percentage of the cost Estimated percentage of time the equipment will be used by the Title VI program Can the equipment be purchased with other funding sources other than Title VI Analysis of lease and purchase alternatives Buy American Requirement 23
Equipment Prior Approval Plain Talk If you buy lots of little stuff which adds up to over $5,000 you don t need permission. If you buy ONE ITEM which costs over $5,000, you need permission. There is information you need to give ACL. The item you buy has to be Made in the USA. DON T buy the item until you have APPROVAL. 24
COVID Supplemental Funding Resources FFCRA & CARES Act Title VI FAQ: https://acl.gov/sites/default/files/common/FAQ %20for%20Title%20VI%20Grantees- %20May%2011%202020.pdf Program Reporting Guidance for Title VI: https://acl.gov/sites/default/files/common/5- 26%20COVID- 19%20Reporting%20for%20Title%20VI%20P art%20A-B-C%20programs-FINAL.docx 26
Financial Resources Older Indians Website: https://olderindians.acl.gov/ Older Americans Act: https://www.acl.gov/about-acl/authorizing- statutes/older-americans-act Code of Federal Regulations: http://www.ecfr.gov Federal Funding Accountability and Transparency Act (FFATA or Transparency Act): www.usaspending.gov 27
Financial Resources Continued Uniform Administrative Requirements, Cost Principles, and Audit Requirements for HHS Awards: 45 CFR 75 http://www.ecfr.gov/cgi-bin/text- idx?SID=2d6c8627615f5cae897115a9e9d7e19f&mc= true&node=pt45.1.75&rgn=div5 ACL Program Instructions https://www.acl.gov/about-acl/administration-aging- program-instructions AGID (Aging Integrated Database) https://agid.acl.gov/ 28
Questions 29
