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RSA031512.doc - NCRTM

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					Slide 1: SMPID Fiscal Unit Webinar
March 15, 2012

Slide 2: AGENDA
RSA-MIS - New Features and Changes Presenter: David Steele – SMPID Fiscal Unit Chief
Revised SF-425 PD – Overview Presenter: David Steele – SMPID Fiscal Unit Chief
Late Liquidation Requests Presenter: Adrienne Grierson – SMPID Fiscal Unit Specialist
Closeout Process Presenter: Katherine Courtnage-Clay – SMPID Fiscal Unit

Slide 3: RSA-MIS - New Features and Changes David Steele, SMPID Fiscal Unit Chief
David.steele@ed.gov

Slide 4: MIS screen shot.
Log onto the RSA MIS. Select continue to data entry

Slide 5: screen shot.
New features are only applicable to sf-425 forms.
Select sf 425 federal financial report.

Slide 6: screen shot.
Once report is marked as received by SMPID fiscal unit staff the report is publicaly available.

Slide 7: screen shot.
Select submit a request to reopen.

Slide 8: screen shot.
Please allow at least two weeks to process request.

Slide 9: screen shot.

Slide 10: screen shot.

Slide 11: screen shot.

Slide 12: screen shot.
Displays up to 8 columns of previously submitted sf 425 data including the current report.

Slide 13: screen shot.
RSA is tracking the timeliness of report submissions. Agencies are responsible for submitting
timely and accurate reports.
If a report is reopened for correction, once the revised report is saved, the “days late” is
recalculated using the new submission date.
Repeated late submission of reports can lead to compliance findings.

Slide 14: Revised SF-425 PD - Overview
David Steele, SMPID Fiscal unit chief
Slide 15: screen shot. SF-425 Data Entry View

Slide 16:
Final Reports
If the grantee liquidates obligated funds within the 90 day liquidation period, the grantee does
not need to submit an SF-425 report on 9/30 and then another SF-425 report after the funds are
liquidated.
The grantee submits the Final report at the end of the liquidation period.


Slide 17: screen shot.
9. Reporting Period End Date
Data entry may be required for this field if the grantee is submitting a final report. The reporting
period end date entered by default will correspond with the required reporting period (3/31 and
9/30). The period covered is always the beginning date of the grant through the end of the
reporting period.

Slide 18:
9. Reporting Period End Date
When submitting a final SF-425 form:
if all funds are obligated by 9/30 of first year of the award and liquidated within 90 days, the
reporting period end date shall be 9/30 of year one;
if federal funds are carried over for obligation in the succeeding fiscal year, and funds are
obligated by 9/30 of the carryover year and liquidated within 90 days, the reporting period end
date for the final report shall be (9/30) of the carryover year;
if the 3/31 report for the carryover year is the final, the reporting period end date must be
changed to 9/30 of the carryover year.

Slide 19: screen shot.
10a. Federal Cash Receipts
The grantee must enter the net amount on line 10a that the grantee has drawn down from G5.
This amount is obtained by running a G5 External Award Activity Report (https://www.g5.gov)
using date parameters.

Slide 20:
10a. Federal Cash Receipts - Continued
For semi-annual reports, the date parameters will be the start date of the award and the reporting
period end date.
For final reports, the date parameters will be the start date of the award and the date award funds
were liquidated.
The net amount of funds drawn down will be shown on the G5 report and should be entered as
the amount on line 10a of the SF-425 form. Grantees may want to maintain copies of the G5
External Award Activity Reports to verify the accuracy of the amount reported on line 10a.
Slide 21: CAUTION!
RSA will be comparing the amounts reported on line 10a with the G5 drawdown amounts.
Discrepancies resulting from inaccurate reporting may lead to findings of non-compliance.


Slide 22: 10e. Federal Share of Expenditures\. Screen shot.
Grantees using an accrual basis of accounting can now report an amount that is greater that the
amount listed on line 10a.

Slide 23: 10e. Federal Share of Expenditures - Continued
For reports prepared on a cash basis, the agency should report federal fund expenditures as the
sum of cash disbursements for direct charges for goods and services, the amount of indirect
expenses charged, and the amount of payments made to contractors/vendors.
For reports prepared on an accrual basis, grantees should report federal fund expenditures as the
sum of cash disbursements for direct charges for goods and services, the amount of indirect
expenses incurred, and the amount of payments made to contractors/vendors; and the increase or
decrease in the amounts owed by the recipient for goods received and services performed by
employees, contractors/vendors, and other payees.
Do not include federal program income received by the grantee on line 10e.

Slide 24: 10k. Remaining Recipient Share to Be Provided
CMIA, 31 CFR 205.15(d) - mandatory matching of Federal funds states "In programs utilizing
mandatory matching of Federal funds with State funds, a State must not arbitrarily assign its
earliest costs to the Federal government. A State incurs interest liabilities if it draws Federal
funds in advance and/or in excess of the required proportion of agreed upon levels of State
contributions in programs utilizing mandatory matching of Federal funds with State funds."

Slide 25: Caution!
The Department is checking to ensure that funds are being drawn down proportionately.

Slide 26: Section 12. Screen shot.

Slide 27: 12a. Non-Federal Share of Expenditures for Construction …..
Enter the non-federal share of expenditures for construction of facilities for community
rehabilitation program purposes and the establishment of facilities for community rehabilitation
purposes (34 CFR 361.62(b)). Only include those costs for activities that would meet the
definition of construction of a community rehabilitation program at 34 CFR 361.5(b)(12) and
establishment of a facility for a community rehabilitation program at 34 CFR 361.5(b)(18). Do
not include staffing costs or other costs associated with establishment projects. If no funds were
used for this purpose during the reporting period, enter zero on this line.

Slide 28: MOE Impact
The amount reported on line 12a will be subtracted from the agency’s non-federal share when
determining whether the agency met its Maintenance of Effort (MOE) requirement (34 CFR
361.62(b)).
Slide 29: Note
Reports must be submitted electronically through the RSA-MIS. In addition and as done for
other reports submitted to RSA electronically, grantees are responsible for maintaining a
hardcopy of the report, signed by the certifying official, for verification purposes.

Slide 30: Late Liquidation Requests
Adrienne Grierson, SMPID Fiscal Unit Specialist
Adrienne.Grierson@ed.gov

Slide 31: Authority, 1
Education Department General Administrative Regulations, EDGAR
Provides the authority that establishes the time in which states, as grantees, may use federal
funds.
34 CFR 80.23
(a) States that grantees may only charge the award during the funding period or carry over
period.
(b) States that grantees must liquidate all obligations under that award no later than 90 days after
the end of the funding period.

Slide 32: Authority, 2
Provides the ability to obligate federal funds during the carry over period, and states that funds
not used will revert to the Federal Government.
34 CFR 76.709
(a) Allows states to obligate during a carry over year, provided all conditions are met
(b) Requires states to return unobligated federal funds to the Federal Government

Slide 33: RSA Policies
Policy Memorandum dated June 5, 2007

Provides background and requirements for grantees.

Online at www.ed.gov, under
Policy
Grants and Contracts
Grant Policy Memos
Guidance on Late Liquidation of federal Education Funds (9/27/2007)

Slide 34: Grant Period, Carry-Over, Liquidation. Time period chart.

Slide 35: When to Request Late Liquidation
As early as possible
Obligations which will occur beyond the 90-day liquidation period
Lengthy construction projects
More than $10,000
18 months after the carryover year indicates EXTRAORDINRY circumstances
Slide 36: Required Documentation
Letter from VR Director, containing
An Attestation that federal funds will only be used for obligations incurred during the grant
period and will only be used for allowable costs.
Identification of the principle from the June 2007 ED guidance that justify approval of the
request.
An explanation of the inability to liquidate funds timely and a summary of steps taken to prevent
recurrence.
The amount of funds to be drawn (and a statement of awareness of monies remaining in the
award).
The time period needed to complete the drawdowns.

Slide 37: Additional Documentation
Evidence of allowability of obligations
Purchase Orders
Invoices
Dated receipts
Other indicating allowable agency expenses

Slide 38: Other Info We Consider
Information also considered
Other late liquidation requests within the last 5 years
Material Weaknesses identified in A-133 audits in the last 5 years
Whether agency has been designated “high-risk”
Whether the agency operates under “special conditions”
Timeliness of A-133 audits in last 5 years
Does “Yes” mean “No”?

Slide 39: Contents of Letter
Letter from VR Director, containing
An Attestation that federal funds will only be used for obligations incurred during the grant
period and will only be used for allowable costs.
Identification of the principle from the June 2007 ED guidance that justify approval of the
request.
An explanation of the inability to liquidate funds timely and a summary of steps taken to prevent
recurrence.
The amount of funds to be drawn (and a statement of awareness of monies remaining in the
award).
The time period needed to complete the drawdowns.

Slide 40: It’s Submitted. Now What?
RSA will review your request for compliance with regulations and policy.
Once request is approved, your Fiscal Unit Specialist will contact you to verify dates.

Slide 41: Questions and Contacts
If you have questions or need assistance, contact the Fiscal Unit Specialist for your agency.
Slide 42: Closeout Process
Katherine Courtnage-Clay, SMPID Fiscal Unit
Katherine.Courtnage-clay@ed.gov

Slide 42: Closing out Grant Awards
Regulations: 34 CFR 80.50
Requirements on the Federal Financial Reports (SF-269, SF-425)
Deadlines for completing the SF-425 in compliance to grant regulations

Slide 44: Regulations
34 CFR 80.50(a)
The Federal Agency will close out the award when it determines that all applicable
administrative actions and all required work of the grant has been completed

Slide 45: SF-425 Components: Cash Receipts
Line 10a (cash receipts) must equal the amount of award drawdowns from the G5 System (Net
Draws).

Slide 46: SF-425 Components Program Income
Line 10 O (Unexpended Program Income) must be zero, indicating that all program income was
either expended or transferred to another eligible program.

Slide 47: SF-425 Components: Unliquidated Obligations
Lines 10f and 12d (Federal Share Unliquidated Obligations and Recipient Share of Unliquidated
Obligations) must be zero, indicating there are no remaining obligations under this grant award
which have not been paid.

Slide 48:
Line Items on the SF-269
Federal Share of Net Outlays: Line 10j = Net Draws
Undisbursed Program Income: Line 10s = 0
Unliquidated Obligations: Lines 10k, 10l, and
10m = 0

Slide 49:
Final Reports
A Final report must be submitted for an award to be closed in compliance

If any of the items listed are incorrect, the agency’s report cannot be submitted as “final”
1) Total Outlays= G5 draw downs
2) Undisbursed Program Income = 0
3) Total Unliquidated obligations=0
4) Line 6 is marked yes for final
Slide 50: Submissions
According to 34 CFR 80.50 reports are due “within 90 days after the expiration or termination of
the grant, the grantee must submit all financial, performance, and other reports required as a
condition of the grant.”

Slide 51: RSA closes awards according to 34 CFR 80.50
At the end of the grant award period ensure that:
a) Total outlays = G5 drawdowns
 b)Program income=0
c) Unliquidated Obligations = 0
d) A final report is submitted
If all steps are followed the grant will be closed in compliance, but if any of the above are not
correct the grant may be closed in noncompliance

Slide 52: Questions

				
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