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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
Chapter 13 Updating Reports
Once a Recipient User has entered an initial report, the report can be updated. New
information may become available, requiring an update to a report. A comment may be
made by a Prime Recipient User or Awarding Federal Agency User, requiring a revision
to a submitted report. Any Recipient User who has access to the FRPIN for a given
DUNS Number can submit an updated report for that DUNS number. An ARRA report
for a given Award may be updated multiple times within the reporting period. Updating
of reports is always performed only by Recipient Users. At no time will an Awarding
Federal Agency User who is charged with reviewing reports make any changes or
updates to a report directly.
Recipient Users can choose to update a report by submitting a report by any of the three
methods available within FederalReporting.gov—updating data in the online Web form,
update a report via upload of a new Excel spreadsheet, or update a report via upload of a
new XML file.
This chapter covers the following topics:
• When can reports be updated?
• Updating a report via online report submission
• Updating a report via updated report upload (Excel/XML)
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
13.1 When can updates be made?
Any report which has been entered in either Draft status or Initial Submission status can
be updated. On the 22nd day of the reporting period, all submitted reports are
automatically transitioned to Final Submission Status. Reports in Final Submission Status
are locked unless and until an Awarding Federal Agency User who is reviewing the
report appends a comment to the report. At the point that a comment is added to the
report, that report is unlocked for Recipient response and/or updating.
1 – 10 days after 11 – 21 days after 22 – 29 days after 30 days after
end of Quarter end of Quarter end of Quarter end of
Quarter
Initial Final
Report Status Draft Published
Submission Submission
Report Updateable? Yes Yes Yes No
• Draft—From Days 1-10 after the end of the quarter, any report submitted as
Initial Submission can be updated by submitting a new report.
• Initial Submission—During days 11-21 of the reporting period, any submitted
report can be updated. Reports are not locked during this period.
• Final Submission—At the end of day 21 of the reporting period, all reports enter
Final Submission Status. Reports in Final Submission Status are considered
locked unless and until a Federal Agency User comments on a report. Upon
submission of a comment by a Federal Agency User, the report is unlocked for
commenting and/or updating by the Prime Recipient and/or Sub Recipient.
• Published—The report is considered Published after Day 30. No changes can be
made to the Published report. Updates cannot be made once reports transition to
Published status. Any reporting issues will be addressed in the next reporting
period’s cumulative report.
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
13.2 Updating a report via online data entry and report submission
The Recipient User will access submitted reports via either My Reports or My Work
Queue (when a comment has been appended). Chapter 11 Viewing Reports provides
additional details on how to search filters and view a specific report. Once you identify
the report you need to update, you will click the Award Number of that report to view the
report. Then you can begin to update your report.
Let’s walk through the process of updating reporting data online and submitting a new,
updated report.
A.L.E. Personnel Training received a Sub Recipient award from the Florida Department
of Law Enforcement. A.L.E. Personnel Training submitted a Sub Recipient report
providing its award details. However, during the Prime Recipient review period after
Initial Submission, A.L.E. Personnel became aware of the fact that the Total Subaward
Funds Disbursed amount was incorrectly reported. A.L.E. Personnel needs to update the
data and submit a new report.
From My Reports, click on the award number VA00s0012 to view the report.
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
“80000.00” is entered in the Total Subaward Funds Disbursed. This amount needs to be
updated to reflect the accurate disbursement: $95,000.00. Select the data within the Total
Subaward Funds Disbursed field.
Type in the new data.
Now that the data has been updated, you are ready to submit your new report.
To submit the new report, click the “Submit” button found at both the top and bottom of
the page.
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
It is important for all users to understand that each time a report is submitted, the
previous version of that report is replaced. This applies to both Prime Recipient
reports and the Sub Recipient reports that are included in the Prime report.
By way of example, Prime Recipient Farmview Inc. submits a Prime Recipient report for
its loan award LAVK-187 from the Department of Agriculture. Farmview Inc. delegated
reporting to its two Sub Recipients, Agra-go and SmartSolutions. Both Agra-go and
SmartSolutions submitted Sub Recipient reports. When the Department of Agriculture
commented on the Agra-go Sub Recipient reporting data during the Agency comment
period, a Recipient User saw the comment. The Farmview Recipient User accessed the
report from My Reports, made one change to the Agra-go reporting data (as part of the
Farmview Award report), and clicked “Submit” to submit the new reporting data.
One day later, a Recipient User from Agra-go decided to address the same comment,
making multiple changes to the Excel spreadsheet that he had used to create the original
Sub Recipient report submission. After saving the changes in the Excel spreadsheet, the
Agra-go Recipient User uploads the new spreadsheet and clicks “Submit” to submit the
new report.
The report submitted by Agra-go for his Sub Recipient reporting data will overwrite the
updated Sub Recipient reporting data that was entered by the user from Farmview Inc.,
the Prime organization.
This example reflects the need for communication between Prime and Sub organizations
in understanding reporting responsibilities. Even within an organization, communication
is necessary to ensure that one user for a DUNS organization does not submit an updated
report which is unknowingly replaced by an updated report submitted by a second user.
A user cannot “undo” a new submission or access previous versions of a report.
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
13.3 Updating a report via updated report upload (Excel/XML)
A Recipient User can also upload a new, updated report. The process for uploading a
new, updated report is the same as upload the initial report, as described in Chapter 9 and
Chapter 10 for submission in the Excel template and XML schema, respectively.
Begin by clicking the “Upload Report” button found within the Left Side Bar.
From the Upload Report Page, you will need to choose the appropriate radio buttons for
the Award Type and Recipient Type.
Select the report file to upload. In the File section, click the “Browse” button and select
the appropriate file to upload. File extension should be .xls for Microsoft Excel file. If
multiple versions of a report exist on your system, you will want to use care in selecting
the appropriate, updated file.
You will also see the justification message. As this is not an initial submission entered
after the 10th day of the reporting period (a late submission), but an updated submission,
you will ignore the justification message. Leave that field blank.
In the Submission Acknowledgement section of the Upload page, you will enter the
FRPIN associated with the DUNS number for which you are reporting.
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
Click “Upload Report.” The report will upload and you will receive the Report Submitted
Successfully message.
FederalReporting.gov will send you an email indicating either that your file has been
accepted as a valid submission or whether there are validation errors associated with the
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
file. Only when the file has been accepted as a valid submission will your updated report
be entered into the database.
Once the new report has been accepted as a valid submission, that updated report is
the report of record in the FederalReporting.gov database. Previous versions of the
report are saved for audit purposes only. Previous versions of the report are not viewable.
All comments associated with the report, however, transfer from version to version as
new, updated reports are submitted. See Chapter 12 for more information about report
commenting.
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
A Note Concerning Late Submission Justification
Note that if the updated report is uploaded during days 11-21 of the reporting period,
FederalReporting.gov will ask the user to indicate if the report upload is for an updated
report of a late initial submission. As such, the Justification box is included on the upload
page. If the user is submitting an updated report, simply leave the Justification box blank.
Chapter 13 Updating Reports
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ARRA In-bound Recipient Reporting
FederalReporting.gov
User Guide
During days 22-29 of the reporting period, when reports are in Final Submission status,
only updated reports can be uploaded into the system.
Chapter 13 Updating Reports
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