CDC Recipient Reporting FAQs (Updated 6-22-2010)

Shared by: NiceTime

Tags

Recovery Act, PowerPoint Presentation, Free Book, educational documents, Ebook Free, creative documents, business documents, Search Books, free legal documents, technology documents

Stats

views:: 1
posted:: 7/5/2010
language:: English
pages:: 15

Public Domain

Document Sample

CDC Recipient Reporting FAQs
Table of Contents
Introduction
General Information
 Registration
 Reporting Options and General Requirements
 Prime Recipients, Sub-recipients and Vendors
 Data Review and Correction
 CDC Codes
Section 1512 Data Elements
 Quarterly and Cumulative Reporting
 Jobs
 Vendor Payments and Sub awards
 Invoice/Draw Down and Obligations/Expenditures
 Congressional District
 Project Status
 Project Specific
 Other
Performance Measure Reporting
 Project Specific
Glossary of Terms
Recipient Reporting Resources

Introduction
The following FAQs are based on questions received from CDC grantees. Where possible,
answers are intended to specifically apply to CDC grantees. The Recipient Reporting
Resources section includes links to OMB and HHS resources that provide the basis for CDC’s
answers.

General Information
Registration
1. Question: Who is required to register on www.FederalReporting.gov?
Answer: All prime recipients should register. If a prime recipient delegates reporting to sub-
recipients - the sub-recipient should also register.

1
CDC Recipient Reporting FAQs

2. Question: Does www.FederalReporting.gov limit the number of people who can register?
Answer: No.
3. Question: Who can update/alter reports on FederalReporting.gov?
Answer: Anyone registered with FederalReporting.gov can update the reports for their
organization.
4. Question: What is the deadline for recipients to register with FederalReporting.gov for the
next reporting quarter?
Answer: There is no deadline for registration. Recipients should register as early as
possible. Prime recipients and their applicable sub-recipients must be registered in time to
submit their reports by the reporting deadline.
5. Question: Can a potential recipient register for FederalReporting.gov before they receive a
funding award?
Answer: Yes.
6. Question: After a prime recipient awards a grant, how long will sub-recipients have to obtain
identification numbers and register for FederalReporting.gov?
Answer: They should register immediately. Recipients do not need to wait to register until
they receive the award. It may take longer to complete registration once the reporting
period begins due to high traffic.
7. Question: What is a FRPIN number and when should recipients use one?
Answer: The Federal Reporting PIN (FRPIN) is a 9-digit number created by
FederalReporting.gov. The FRPIN authorizes the user to report for the DUNS number on
FederalReporting.gov. It is important to note that a user can be authorized to report for
awards associated with more than one DUNS number.
The FRPIN is provided to the organization Point of Contact (POC) as listed in the Central
Contractor Registration (CCR) database-specifically, the individual(s) listed as the
Government Business Primary Point of Contact and Electronic Business Primary Point of
Contact. It is the responsibility of the POC to approve or deny user requests for FRPIN. The
POC can share that responsibility with the DUNS Administrator.
Please see Chapter 3 of the FederalReporting.gov User Guide, accessible at
https://www.federalreporting.gov/federalreporting/downloads.do, for more information.
8. Question: Should a State Health Department have a FRPIN?
Answer: Yes, but recipients should check with their state’s central ARRA office to find out if
one already exists.
9. Question: If someone who is registered for FederalReporting.gov moves on from their
current role, does someone else from their organization need to register?
Answer: The grantee itself will maintain its registration; however a reviewer will need to
register in place of the individual who left if they do not have logon credentials for
FederalReporting.gov.

2
CDC Recipient Reporting FAQs
Reporting Options and General Requirements
10. Question: Please explain the difference between Section 1512 reporting requirements and
performance measures reporting.
Answer: Below are the major differences:
 Performance measures are reported directly to CDC; Section 1512 data are reported
directly to FederalReporting.gov. Recipients will work directly with their project officer.
 All recipient Section 1512 data are publicly available on Recovery.gov; only aggregate
performance measure data for the program are publicly available on Recovery.gov.
 For some CDC ARRA programs, not all performance measure information is reported on
a quarterly basis.
11. Question: What are the FederalReporting.gov recipient reporting options?
Answer: Three reporting options are available to recipients:
 Online Form – Recipients can enter data directly into the FederalReporting.gov
application.
 Excel Tool – Recipients can download, from FederalReporting.gov, an Excel reporting
spreadsheet. Recipients will populate the required data fields and upload the report to
FederalReporting.gov. CDC cooperative agreement recipients should use the
grants/loans template. The file and instructions for submission can be found at
https://www.federalreporting.gov/federalreporting/downloads.do .
 XML Schema – The XML Schema provides a standard structure to transfer data from
system to system.
12. Question: During the reporting period window do we have to submit the whole report or can
it be completed/saved as you go along?
Answer: You are able to save the report as a draft on FederalReporting.gov, so you are not
required to complete the report in one sitting. You are able to access the report prior to the
end of the initial submission phase to complete any missing information.
13. Question: Is the data model/data dictionary available online for reference?
Answer: Yes, please visit: https://www.federalreporting.gov/federalreporting/downloads.do
14. Question: What is the copy forward function on federalreporting.gov? Should I use it?
 Returning Reporters should use the function when submitting new reports. Recipients
can copy a report from the previous quarter to the current quarter or copy a report within
current quarter.

Copy_forward_quick
_reference_guide.pdf
Copy Forward Quick Reference:
 Recipients should ensure they have the correct Award number, TAS, and CFDA,
Awarding Agency Code, and Funding Agency Code before copying a report forward.
Refer to your NGA or the HHS Recipient Readiness Tool
http://taggs.hhs.gov/ReadinessTool/index.cfm for your correct Award number and CDC

3
CDC Recipient Reporting FAQs
codes. You will also find “CDC Codes for ARRA Grants” on CDC’s Recovery Act web
site - http://www.cdc.gov/fmo/topic/Recovery_Act/index.html.
15. Question: If a recipient receives multiple awards from CDC, can they consolidate reporting
or are they required to report on each award separately?
Answer: No, recipients must submit one report for each Notice of Grant Award
received with an award issue date on the last day of the quarter (June 30, September 30),
or earlier.
16. Question: If a recipient receives an award, but does not take any action against the award
(drawing down funds, obligating funds, etc.), are they still required to report for the quarter?
Answer: A recipient who receives an award (s), with an award issue date on the last day of
the quarter (June 30, September 30), or earlier, must submit one report for each award.
17. Question: If a funding opportunity has an award issue date on the last day of the quarter,
but the recipient does not receive the award until the following month, is the recipient still
required to report?
Answer: Yes, recipients should report for each award received with an award issue date on
the last day of the quarter or earlier on their Notice of Grant Award.
18. Question: If we incur a cost between now and the end of the quarter, but have not received
an invoice from a sub-recipient – do we report this cost during the next quarter?
Answer: Yes, you will report this cost during the next quarter if you have not received an
invoice by the end of the quarter.
19. Question: Should recipients use accrual or cash basis accounting?
Answer: In general, the preferred method of accounting is the accrual method (i.e. if you will
be paying an expense, you count it). This is consistent with the approach for calculating jobs
created/retained.
20. Question: If the prime and sub-recipient are on different work schedules, how do we report
total number of hours?
Answer: If the prime is reporting centrally, calculate the number of jobs based on the sub-
recipient’s schedule. If the prime is not reporting centrally, add the sub-recipient’s number
of jobs to the prime recipient’s total.
21. Question: What are the reporting requirements for direct assistance (DA) ARRA funds?

Answer: Reporting will be handled on a case-by-case basis. Please contact CDC for more
information.
22. Question: Where can recipients view the information they submitted for previous reporting
quarters?
Answer: www.Recovery.gov. During the continuous review period, recipients can also view
their reports from previous quarters at www.federalreporting.gov.
23. Question: Is the recipient account number required for recipient reports?
Answer: No, it is not a required field.
24. Question: Which recipients are required to report data on “Highly Compensated Officers?

4
CDC Recipient Reporting FAQs
Answer: All prime and sub-recipients must report their top five “Highly Compensated
Officers,” if their respective organization meets all of the following criteria:
 In the previous fiscal year, the recipient received 80% or more of gross funding from the
federal government;
 In the previous fiscal year, the recipient received $25 million or more in gross revenue
from federal contracts, loans, grants, and cooperative agreements; and,
 The public does not have access to senior executive compensation.
25. Question: Will reporting requirements (i.e. deadlines) be modified to account for weekends,
holidays, etc?
Answer: OMB may or may not extend reporting deadlines for weekends and holidays.
Recipients will receive updated reporting timelines prior to the start of each reporting period.

Prime Recipients, Sub-recipients and Vendors
26. Question: Can a prime recipient delegate reporting to sub-recipients, contractors, and
vendors?
Answer: Prime recipients can only delegate reporting to their sub-recipients. Prime
recipients cannot delegate reporting to vendors. Vendors are not subject to ARRA reporting
requirements. Contractors report according to Federal Acquisition Regulation (FAR) 52.204-
11. Prime recipients must report for vendors. (see the glossary for the prime recipient
definition)
27. Question: If a sub-recipient has been delegated reporting responsibilities, what is the
appropriate division of labor between what the prime reports on versus the sub-recipient?
Answer: The prime should either report all the sub-recipient information or the sub-recipient
should enter all the information.
28. Question: What is the difference between a contractor, vendor and sub-recipient?
Answer: Please refer to the glossary for prime recipient, sub-recipient, vendor, and
contractor definitions.
29. Question: What is the FAR clause and what impact does it have on recipients of ARRA
funding?
Answer: FAR stands for Federal Acquisition Regulation and is relevant only to recipients of
federal contract awards. It has no impact on recipients of grants. More information can be
found here - https://www.acquisition.gov/far/current/html/52_200_206.html#wp1144992 .
30. Question: If the prime recipient delegates reporting responsibility to their sub-recipients, will
the sub-recipients submit their own report on FederalReporting.gov or enter information into
the prime’s report?
Answer: The sub-recipient will submit their own, separate, report to federalreporting.gov.
31. Question: If CDC identifies an error on a sub-recipient report, who will they contact?
Answer: CDC will contact the prime recipient. It is their responsibility to ensure the sub-
recipient addresses the error.
32. A. Question: If a state partnered with several businesses on their ARRA funding
application, are the businesses considered sub-recipients or vendors?
5
CDC Recipient Reporting FAQs
Answer: It depends on the nature of the partnerships. Do the partnerships directly execute
the mission? If so, then the partner businesses would be a sub-recipient. If the partner
businesses provide goods or services that indirectly support the mission, then they would be
vendors.
B. Question: Are local health department (LHD) considered vendors?
Answer: If a LHD contracts with a prime or sub-recipient for supplies or services, then it
would be a vendor. For example, a LHD may be awarded a contract to provide laboratory
services for the grantee, which it won via a competitive bid.
26. Question: How many layers of sub-recipients are required to report? If a sub-recipient
awards funding to additional grantees, are they required to report?
Answer: If sub-recipients award grants, their grantees are not required to report; however,
sub-recipients must report vendor payments quarterly. Prime and sub-recipients must report
vendor payments greater than $25k in the vendor reporting section (tab on the Excel
spreadsheet). Prime recipients will cumulatively report payments under $25k in the Award
Information section on the prime recipient tab. Sub-recipients do not have to report vendor
awards under $25k.
27. Question: If a prime recipient delegates reporting to sub-recipients, does the prime recipient
then need to incorporate the sub-recipient data into their report?
Answer: No, except for jobs data. Prime recipients are required to generate estimates of job
impact by directly collecting specific data from sub-recipients and vendors
(http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf, p.19). All other sub-
recipient information will be included in their report to federalreporting.gov.
28. Question: Many recipients already work with a CDC project officer on non-ARRA activities.
Will they work with that project officer for their ARRA activities?
Answer: In general, there will be dedicated ARRA project officers, but it may not be the
same as their current project officer.
29. Question: How is the sub-recipient award number created?
Answer: The prime recipient assigns the sub-recipient award number. It is the number the
prime recipient uses to track the award.

Data Review and Correction
30. Question: Can recipients assume that if CDC did not inform them of a specific error with
their last report submission, the report does not contain any errors?
Answer: No. CDC will continue to review reports and contact recipients as additional errors
are identified. OMB is now allowing for a continuous review period after the close of the
reporting cycle. The continuous review period allows recipients to correct reporting errors
which will be published on a bi-weekly basis.
31. Question: Who will contact grantees if CDC identifies reporting errors?
Answer: The CDC project officer or program lead will contact either: 1) the person who
submitted the report, as denoted in the system; or 2) the program manager/coordinator.

6
CDC Recipient Reporting FAQs
CDC Codes for ARRA Grants
32. Question: What codes will I use for my report?
Answer: Click on the CDC ARRA Codes for Grants link on the CDC ARRA internet sit via
the following link: http://www.cdc.gov/fmo/topic/Recovery_Act/index.html. Recipients can
also locate reporting codes on the HHS’ Recipient Readiness Tool – via the following link:
http://taggs.hhs.gov/ReadinessTool/index.cfm.

Section 1512 Data Elements
Quarterly and Cumulative Reporting
1. Question: Which data fields are reported cumulatively and which ones are reported
quarterly?
Answer:

Quarterly Cumulative
Jobs (created/retained) Total Federal Amount of ARRA
Expenditure
Total Federal Amount of ARRA
Received/Invoiced
Total Number of Payments to Vendors
less than $25,000/award
Quarterly Activities/Project Total Amount of Payments to Vendors
Description less than $25,000/award
Total Number of Sub Awards less
than $25,000/award
Total Amount of Sub Awards less than
$25,000/award
2. Question: What data should recipients use to populate “Total Federal Amount ARRA Funds
Received/Invoiced?” Should recipients report data cumulatively?
Answer: Recipients should enter the amount of Recovery Act funds received through draw-
down from the Payment Management System. This data should be reported cumulatively
across quarters.
3. Question: What data (obligations or expenditures) should be used to populate the “Total
Federal Amount of ARRA Expenditure” field?
Answer: If possible, recipients should report obligated funds used to pay for projects or
activities, including payments made to sub-recipients and vendors on an accrual basis which
matches how jobs are created/retained are calculated. If necessary, recipients can report
on a cash basis.
 Cash basis - the sum of actual cash disbursements for direct costs for goods and
services, the amount of indirect expense charged, the value of in-kind contributions
applied, and the amount of cash advances and payments made to sub-recipients.
 Accrual basis - the sum of actual cash disbursements for direct charges for goods and
services, the amount of indirect expense incurred, the value of in-kind contributions
applied, and the net increase or decrease in the amounts owed by the recipient for
7
CDC Recipient Reporting FAQs
goods and other property received, for services performed by employees, contractors,
sub-recipients and other payees, and other amounts becoming owed under programs for
which no current services or performances are required, such as annuities, insurance
claims, and other benefit payments.
4. Example Scenario: A recipient’s payroll period includes a partial number of days that will
not be compensated until the following quarter due to the recipient’s payroll structure and
timeline. If an employee starts sometime within this time period, they would work hours
during the reporting period, but the actual expense is not incurred until the next quarter.
 Question: How should they handle this situation for reporting purposes?
Answer: They recipient should report the expenditure for the reporting period as defined
in Sect. 5.2 of OMB’s December 18th Jobs guidance
(http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf) (see page 21), a
funded job is one in which the wages or salaries are either paid for or will be reimbursed
with Recovery Act funding. Therefore, employees hired before the end of the quarter, but
not yet paid may be reported as jobs created or retained if Recovery Act dollars will be
used to reimburse job creation/retention.
5. Question: How should recipients differentiate between funds "drawn down" versus those
"expended?"
Answer: Recipients should report the total amount of funds drawn down in cell F30-31
(Total Federal Amount ARRA Funds Received/Invoiced) and the amount actually expended
(obligated) in cell C47-48 (Total Federal Amount of ARRA Expenditure) if using the Excel
template. Other differences have been addressed in previous questions.

Jobs (http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf.)
6. Question: Should recipients populate the jobs created/retained field with the total
anticipated jobs the grant will create, or the jobs created/retained to date?
Answer: No, recipients should only report jobs created or retained with ARRA dollars in the
quarter (http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf).
Cumulative job reporting (across quarters) is no longer required.
7. Question: The calculation example CDC provided for jobs created/retained shows a
maximum of 520 hours in the denominator. Should recipients double this number if reporting
two positions created, and so on?
Answer: No. The denominator represents the maximum hours available in a recipient’s full
time schedule. It does not change based on the number of positions created. Please refer to
the formula on p. 13 of OMB’s Dec. 18 Job Guidance
http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf.
8. Question: Guidance from OMB uses a full time equivalent (FTE) work schedule as 40 hours
per week. If the recipient definition varies, which version should be used?
Answer: Recipients should use their own full-time schedule.
http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf.
9. Question: Does the OMB job calculation for a full-time employee schedule account for time
off (sick leave, PTO, etc.)?
Answer: Yes.

8
CDC Recipient Reporting FAQs
10. Question: If recipients hire contractors, do they include them in job creation/retention
estimates? How does a recipient determine if the contractor is providing an indirect job?
11. Answer: Yes, as long as they are hired with Recovery Act dollars, meet the definition of a
sub-recipient or vendor, and are not considered materials suppliers or central service
providers (indirect jobs). See Section 5.2.7-8 in OMB’s December 18th Jobs guidance.
Question: The FederalReporting.gov reporting template only has one data field for jobs; it
doesn’t differentiate between jobs created and retained. Do recipients need to report the
disaggregated information elsewhere?
Answer: No, recipients do not need to report jobs information elsewhere. Recipients must
report two types of data related to jobs: 1) number of jobs; 2) description of jobs created or
retained. A job CANNOT be created and retained. Per OMB’s Dec. 18 jobs guidance
(http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf), report one number
for jobs in the Number of jobs field, and describe the employment impact in the jobs
description field (Sect. 5.2.8).
12. Question: Are temporary positions treated any differently from full-time or time-limited
positions?
Answer: No, as long as Recovery Act dollars are being used for those positions and they
meet the definition of jobs created or retained. The OMB jobs guidance from December 18
provides more information and the calculations for the full-time and time-limited positions
(http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf), (see pages 23, 24).
Example Scenario: A recipient has an employee that was already working for them, but is
reassigned to work part-time on an ARRA project (50%).
Question: How should they handle this, from a job reporting stance?
Answer: Per OMB’s December 18th Jobs guidance, this may be considered a job
created or retained, depending on the nature of the position. If it is determined that the
position meets Recovery Act jobs criteria, then the calculations would account for the
part time work. For updated guidance for calculating part-time jobs see the OMB jobs
guidance from December 18,
(http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf), (see pages
23-24).
Example Scenario: A recipient is planning to hire an employee, but because of accounting
issues, they cannot pay the employee with ARRA funds yet. The employee is already
working, but is paid from another funding category – with the plan to transfer the ARRA
funds when they are available. This recipient reports zero jobs created/retained for the
current reporting cycle.
Question: Can they amend their report in the next quarter to reflect the hours worked
by this employee?
Answer: Per Section 5.9 of the December 18th OMB Jobs guidance
(http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf), a job that is
paid initially with non-Recovery Act dollars may be reported as created or retained (in
the current report) as long as it will eventually be reimbursed with Recovery Act funds.
Recipients can correct reported data during the continuous reporting period, which
occurs on a bi-weekly basis after the end of the current reporting period (after day 30).

9
CDC Recipient Reporting FAQs
Example Scenario: A recipient was planning to furlough employees one day a week, but
the ARRA funds allowed them to maintain a full work schedule (4 days paid with regular
funds; 1 day paid with ARRA funds).
Question: How will they report jobs created/retained?
Answer: Please refer to Attachment A of OMB’s December 18th Jobs guidance for
calculating jobs with partial funding -
http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf .
Example Scenario: Because of state budget cuts, a recipient eliminated positions a month
ago. The CDC ARRA funds allow them to bring back the positions.
Question: Are these positions created or retained?
Answer: Since the position was already eliminated, the job is considered a newly
created job.
Example Scenario: A recipient hires a new ARRA-funded employee on with only a few
weeks left in the quarter.
Question: Since there are only a few weeks left in the reporting period, should the
recipient still use the job formula with 520 hours as the default denominator? Or should
the denominator shift to account for the time left in the quarter?
Answer: The recipient should use the default denominator of 520 hours if they have a
40 hour full time work week. Otherwise, the recipient should calculate the denominator
per the total hours available in the full time work week, as defined by the organization.
13. Question: Should recipients just report jobs the quarter they are created, or each quarter?
Answer: Recipients should report a job each quarter it is funded with ARRA dollars, using
the formula in Attachment A of OMB’s December 18th Jobs guidance –
(http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf), (pages 23-24). As
a reminder, the jobs reported are specific to the current quarter and are not cumulative
calculations across the reporting periods.
14. Question: Should recipients report “filled” positions even if the person has not started yet?
Answer: No, because the employee hasn’t worked any hours.
15. Question: If a sub-recipient is funding half of a new position created due to ARRA funds –
how do we count this job?
Answer: They should only count the hours worked.

Vendor Payments and Sub awards
16. Question: If a prime recipient has not issued any sub awards to individuals or for less than
$25k, should they report zero in the “Total Number of Sub Awards” field?
Answer: Yes.
17. Question: In the data fields “Total Number of Payments to Vendors Less than $25,000”
and “Total Amount of Sub Awards Less than $25,000/award,” should recipients report
cumulatively or the total for the quarter? Also, should recipients interpret “total” as the total
for the quarter, or the total across the life of the award?

10
CDC Recipient Reporting FAQs
Answer: Recipients should submit cumulative data for the “Total Number of Payments to
Vendors Less than $25,000” and “Total Amount of Sub Awards Less than $25,000/award”.
18. Question: Are sub recipients required to register for a CCR, if they submit invoices to the
prime recipient for payment?
Answer: Yes.
19. Example Scenario: A prime recipient makes awards to 45 local health jurisdictions and
splits those awards across two contract years. Some awards are over $25,000 for one year
and some are over $25,000 for the two years.
Question: Since they are new contracts each year, should the prime recipient only
report the sub awards that exceed $25,000 within a contract year on the sub-recipient
tab? Should they aggregate sub awards less than $25,000 and reported them on the
Prime Recipient tab?
Answer: Each contract will have a unique award number, effectively distinguishing
each individual contract from one year to the next. For awards that exceed $25k, the
prime recipient will report on the sub-recipient tab if they are reporting for the sub-
recipient; otherwise, the sub-recipient will report to federalreporting.gov. All sub awards
less than $25k will be reported by the prime recipient in the Prime Recipient tab, as
awards less than $25k are not required to report.
20. Question: If a recipient purchases airline tickets from a vendor (Continental Airlines, Delta,
travel agent, etc.), is that considered a vendor payment?
Answer: Yes.
21. Example Scenario: A recipient makes a vendor payment for less than $25,000 on Day 22
of the last month before the end of the quarter, by credit card. However, the expenditure
was not liquidated by Day 31.
Question: According to ARRA, is this an expenditure that should be reported for the
next reporting period?
Answer: Yes.
22. Question: Should recipients be drawing down money on a monthly or quarterly basis?
Answer: The frequency in which you draw down money is solely up to the recipient;
however, once a draw down has been made the funds must be spent within 3 days.

Congressional District
23. Question: All recipients are required to provide their Congressional District. In some cases,
the work is actually performed in a different district than the prime recipient’s primary
address. Which district should recipients report?
Answer: Both. Recipients will report the Congressional District twice. The recipient will
need to report the Congressional District for the organizations address and the primary
place of performance (where the project is actually performed) for the project.
24. Question: If a prime recipient reports for their sub-recipient, whose Congressional District
code should they use on the sub-recipient’s report?
Answer: The prime should report the sub-recipient’s Congressional District code on the
sub-recipient report. Congressional District must match the sub-recipient’s zip code + 4.
11
CDC Recipient Reporting FAQs
25. Question: If the primary place of performance changes during the reporting period (i.e. work
is performed in more than one county or work moves from one county to another) – how
should recipients report their Congressional District?
Answer: They should change their place of performance, using the copy forward feature to
submit their report.

Project Status
26. Question: Where should prime recipients report project progress?
Answer: In the project status field.
27. Question: What option should recipients select for project status if they have not drawn
down any funds?
Answer: If you are reporting expenditures, select “Less than 50%”; if you do not have any
expenditures, select “Not Started” and provide a brief explanation as part of your Quarterly
Activities.
Example Scenario: A recipient has expenditures, but there is a lag time in draw downs at
the state level.
Question: In that situation, should the recipient report “Not Started” for the project
status, even though actions have taken place?
Answer: If the recipient cannot report expenditures, then they should select “Not
Started” and provide a brief explanation in the Quarterly Activities sections.
28. Question: If prime recipients use the online reporting system or the Excel spreadsheet
option, where will they report sub-recipients who receive more than $25,000?
Answer: The “Sub Recipient” form/tab, but only if they are reporting for their sub-recipients
rather than delegating reporting responsibility to their sub-recipients.

Program Specific

Communities Putting Prevention to Work
29. Question: The Communities Putting Prevention to Work (CPPW) funding introduces the
possibility of communities receiving funding for up to three separate components/activities.
Would recipients report on each component separately, or submit one consolidate report?
Answer: Recipients are required to submit one report for each award. CPPW State
grantees received separate awards for each component awarded; therefore, the states will
need to submit a report for each component award received.
30. Question: Many states will fund the same sub-recipient for CPPW activities. Will the sub-
recipient report for each award? How should they handle the jobs created/retained data
field?
Answer: If the prime recipient delegates reporting responsibility to the sub-recipient, then
the sub-recipient will submit a report to federalreporting.gov for each award. If the prime
recipient will be reporting for the sub-recipient, it is up to the prime recipient to determine
how it will receive and verify the information from the sub-recipient.

12
CDC Recipient Reporting FAQs
For jobs, the prime recipient needs to collect this information from each of their sub-
recipients. Using the formula in Attachment A of OMB’s December 18th jobs guidance, the
prime recipient will add the FTEs reported by each sub-recipient and include the sum with
any additional jobs data for the prime recipient. After checking for any instances of double-
counting, one jobs figure will be reported for “Number of jobs”.

Other
31. Question: What information should recipients include in the award description text
field?
Answer: For most programs, recipients should populate this data element with info from the
executive summary section of their application. For CPPW, recipients should utilize the
instructions below.

http://www.hhs.gov/recovery/programs/cppw/granteesbystate.html

Performance Measure Reporting
1. Question: How will CDC collect data for performance measure reporting, and will the
information be available to the public?
Answer: For all CPPW ARRA projects, data collection on performance measures will occur
during the monthly project officer/recipient progress calls. The CDC programs will
consolidate the data quarterly for internal senior leader reviews; selected measures will be
reported as external public reporting. Program performance measure data is due to CDC no
later than 60 days after the end of the quarter. Individual recipient level performance
measure data will not be made available to the public.
2. Question: Will program performance measure reporting follow the same timeline as Section
1512 reporting?
Answer: CDC programs will provide updated performance data to CDC’s Recovery Act
Coordination unit within 60 days after the end of the quarter (or on an adjusted schedule as
determined by your program contacts) for internal senior leader reviews and external public
reporting as appropriate. Your program contacts will discuss the process and timeline for
performance measure reporting.

Project Specific

Communities Putting Prevention to Work
3. Question: The required performance measure reporting does not appear to be tailored to
the specific MAPP strategies. Is that correct?
Answer: No, the performance measures are aligned with the MAPP strategies, for CPPW.
The core performance measures are: (1) output measure –% of recipient activities for their
MAPPS strategies which are on time/schedule; (2) outcome measure – status of the policy
change or environmental change that is expected to result from the strategy(ies).
4. Question: Will CPPW recipients who receive funding for several components submit
consolidated reports for their performance measures, or report each separately?
Answer: This is still being finalized. Program will provide more information in the near
future.
13
CDC Recipient Reporting FAQs
5. Question: The CPPW State and Territory title provided by CDC instructs recipients to
populate with the template with their state name. How should tribes populate the title
template?
Answer: They should insert their tribe instead of a state.

Glossary of Terms
PRIME RECIPIENT: A non-federal entity that receives Recovery Act funding in the form of a
grant or loan directly from the government.
SUB-RECIPIENT: A non-federal entity awarded Recovery funding through a legal instrument
from a Prime Recipient. Sub-recipients do not receive Recovery dollars directly from the federal
government. They typically receive a contract, grant, or loan from the Prime Recipient to support
performance of any portion of a project or program funded with Recovery dollars. Sub-recipient
activities directly execute the mission.
VENDOR: A dealer, distributor, merchant or seller providing goods or services needed to carry
out a project. They provide products or services that indirectly support the mission. Vendors are
not awarded funds by the same means as sub-recipients and are not subject to the terms and
conditions of the federal financial assistance award. A vendor:
 Provides the goods and services within normal business operations;
 Provides similar goods or services to many different purchasers;
 Operates in a competitive environment;
 Provides goods or services that are ancillary to the operation of the Federal program;
and,
 Is not subject to compliance requirements of the Federal program.
CONTRACTOR: a non-federal entity who receives funds directly from the federal government
as indicated by a legal contract. Contractors report on their awards and activities per the
requirements of FAR 52.204-11.
EXPENDITURES: Funds that a prime recipient of a grant or cooperative has paid out or
disbursed to satisfy an obligation. It includes total program outlays less any rebates, refunds, or
other credits.
OBLIGATED: A binding agreement that requires the government or a prime recipient to make
payments.

Recipient Reporting Resources
CDC.gov: http://www.cdc.gov/fmo/topic/Recovery_Act/
 CDC Webinar Training Presentations
 CDC ARRA Codes for Grantees and Contractors
 Sample Reports
 Frequently Asked Questions

14
CDC Recipient Reporting FAQs
Federalreporting.gov
 Grant FAQs: https://www.federalreporting.gov/federalreporting/faq.do
 Downloads (Data Dictionary, XLM Schema, Excel Spreadsheets):
https://www.federalreporting.gov/federalreporting/downloads.do
 Training Webinars:
https://www.federalreporting.gov/federalreporting/downloads.do#webinars
HHS.gov
 Recipient Reporting Readiness Tool: http://taggs.hhs.gov/ReadinessTool/index.cfm
 Sample CDC Grants Recipient Reports:
http://www.hhs.gov/recovery/reports/reportsbyagency.html
OMB.gov
 Updated Guidance on the American Recovery and Reinvestment Act – Data Quality,
Non-Reporting Recipients, and Reporting of Job Estimates:
http://www.whitehouse.gov/omb/assets/memoranda_2010/m10-08.pdf
 Contract FAQs: www.whitehouse.gov/omb/recovery_faqs_contractors/
Recovery.gov
 FAQs and Resources: www.recovery.gov/FAQ/Pages/FAQ.aspx
Whitehouse.gov
 FAQs: http://www.whitehouse.gov/omb/recovery_faqs/
CDC Recovery Act Unit Points of Contact
 Blake Davage, Deloitte Contractor, got3@cdc.gov
 Jon Altizer, Deloitte Contractor, fzi5@cdc.gov