Federal Assistance Manual Chapter 5-60R

CHAPTER 5-60R REGULATORY GRANT PROGRAM PERFORMANCE AND FINANCIAL REPORTING

• 5-60R-00 Purpose
  
• 5-60R-10 OSM Policy
  
• 5-60R-20 Financial and Programmatic Reporting

5-60R-00 PURPOSE

1. The requirements for submission of performance and financial reports are established in the Grants Management Common Rule.

2. This chapter establishes procedures and provides instructions for reporting the expenditures and performance of OSM regulatory grants and cooperative agreements.

5-60R-10 OSM POLICY

ALL OSM financial reports shall be submitted on a cash basis.

5-60R-20 FINANClAL AND PROGRAMMATIC REPORTING

This section provides the requirements for the Narrative Performance Report, OSM-SI, and the Financial Status Report, SF 269 or SF 269A.

1. General
   1. Grant recipients shall submit one signed original and two copies of financial and performance reports.

   2. Timing of Submittals. Grants/cooperative agreements - Interim performance and financial reports (OSM 51 and SF 269 or SF 269A) shall be submitted semi-annually, 30 days after the end of the reporting period. The reporting period is determined by the effective date of the grant/cooperative agreement. The final performance/financial reports (OSM 51 and SF 269 or SF 269A) shall be submitted 90 days after the end of the performance period.

2. Reporting Package. Except as qualified in Exhibit X5-60R-1, a complete reporting package for a nonconstruction grant consists of:
   • Financial Status Report, Form SF 269 (for programs with program income) or 269A (for programs that do not generate program income)

   • Performance Report, Form OSM 51

3. Review of Reports. When a State submits a Narrative Performance Report, OSM-5I, and an Expenditure Report, SF 269 or SF 269A, the RCC/FO shall review the reports to determine that the recipient has complied with the following basic requirements:
   1. Authorization Signature - Forms submitted must be signed by the recipient's authorized representative.

   2. Timelv Reporting - Forms are to be submitted on the reporting dates established.

   3. Accuracy of Reporting - The RCC/FO must verify each form submitted by the State for mathematical accuracy, make corrections when necessary and inform the recipient of changes.

   4. Compliance with State Plan and Federal Regulations- All claims for Federal financial participation in OSM programs must be in compliance with the State plan and Federal regulations.

   5. Supported by Accounting Records - All claims for Federal financial participation in OSM programs must be supported by and can be reconciled to the recipient's accounting records.

   6. Compares Established and Actual Accomplishments- The narrative performance report must provide a comparison of actual accomplishments and expenditures to the goals established for the period; if applicable, the reasons why the established goals were not met, and other pertinent information.

4. Final Actions. When the RCC/FO receives a Narrative Performance Report, OSM-5I, and an Expenditure Report, SF 269 or SF 269A:
   1. The RCC/FO shall immediately submit one copy of the SF269 or SF 269A to the DFM.

   2. The RCC/FO office shall review and evaluate the report, making any pertinent comments or recommendations and taking any necessary follow-up actions.

Financial Status Report (Long Form), SF 269

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INSTRUCTIONS FOR COMPLETING FINANCIAL STATUS REPORT (LONG FORM), SF 269

1, 2, and 3. Self-explanatory.

4. Enter the employer identification number assigned by the U.S. Internal Revenue Service.

5. Space reserved for an account number or other identifying number assigned by the recipient.

6. Check yes only if this is the last report for the period shown in item 8.

7. Self-explanatory.

8. Unless you have received other instructions from the awarding agency, enter the beginning and ending dates of the current funding period. If this is a multi-year program, the Federal agency might require cumulative reporting through consecutive funding periods. In that case, enter the beginning and ending dates of the grant period, and in the rest of these instructions, substitute the term "grant period" for "funding period."

9. Self-explanatory.

10. The purpose of columns I, II and III is to show the effect of this reporting period's transactions on cumulative financial status. The amounts entered in column I will normally be the same as those in column III of the previous report in the same funding period. If this is the first or only report of the funding period, leave columns I and II blank. If you need to adjust amounts entered on previous reports, foot note the column I entry on this report and attach an explanation.

10a. Enter total gross program outlays. Include disbursements of cash realized as program income if that income will also be shown on lines 10c or 10g. Do not include program income that will be shown on lines 10r or 10s. For reports prepared on a cash basis, outlays are 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 payments made to subrecipients. For reports prepared on an accrual basis, outlays are 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 goods and other property received, for services performed by employees, contractors, subgrantees 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.

10b. Enter any recipients related to outlays reported on the form that are being treated as a reduction of expenditure rather than income, and were not already netted out of the ammount shown as outlays on line 10a.

10c. Enter the amount of program income that was used in accordance with the deduction alternative. Note: Program income used in accordance with other alternatives is entered on lines q, r and s. Recipients reporting on a cash basis should enter the amount of cash income received; on an accrual basis, enter the program income earned. Program income may or may not have been included in an application budget and/or a budget on the award document. If actual income is from a different source or is significantly different in amount, attach an explanation or use the remarks section.

10d, e, g, h, i and j. Self-explanatory.

10k. Enter the total amount of unliquidated obligations, including unliquidated obligations to subgrantees and subcontractors. Unliquidated obligations on a cash basis are obligations incurred, but not yet paid. On an accrual basis, they are obligations incurred, but for which an outlay has not yet been recorded. Do not include any amounts on line 10k that have been included on lines 10a and 10j. On the final report, line 10k must be zero.

10l. Self-explanatory.

10m. On the final report, line 10m must also be zero

10n, o, p, q, r, s and t. Self-explanatory.

11a. Self-explanatory.

11b. Enter the indirect cost rate in effect during the reporting period.

11c. Enter the amount of the base against which the rate was applied.

11d. Enter the total amount of indirect costs charged during the report period.

11e. Enter the Federal share of the amount in 11d. Note: If more than one rate was in effect during the period shown in item 8, attach a schedule showing the bases against which the different rates were applied, the respective rates, the calendar periods they were in effect, amounts of indirect expense charged to the project, and the Federal share ofindirect expense charged to the project to date.

Financial Status Report (Short Form), SF 269A

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INSTRUCTIONS FOR COMPLETING FINANCIAL STATUS REPORT (SHORT FORM), SF 269A

1, 2, and 3. Self-explanatory.

4. Enter the employer identification number assigned by the U.S. Internal Revenue Service.

5. Space reserved for an account number or other identifying number assigned by the recipient.

6. Check yes only if this is the last report for the period shown in item 8.

7. Self-explanatory.

8. Unless you have received other instructions from the awarding agency, enter the beginning and ending dates of the current funding period. If this is a multi-year program, the Federal agency might require cumulative reporting through consecutive funding periods. In that case, enter the beginning and ending dates of the grant period, and in the rest of these instructions, substitute the term "grant period" for "funding period."

9. Self-explanatory.

10. The purpose of columns I, II and III is to show the effect of this reporting period's transactions on cumulative financial status. The amounts entered in column I will normally be the same as those in column III of the previous report in the same funding period. If this is the first or only report of the funding period, leave columns I and II blank. If you need to adjust amounts entered on previous reports, foot note the column I entry on this report and attach an explanation.

10a. Enter total gross program outlays. Include disbursements of cash realized as program income if that income will also be shown on lines 10c or 10g. Do not include program income that will be shown on lines 10r or 10s. For reports prepared on a cash basis, outlays are 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 payments made to subrecipients. For reports prepared on an accrual basis, outlays are 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 goods and other property received, for services performed by employees, contractors, subgrantees 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.

10b. Self-explanatory.

10c. Self-explanatory.

10d. Enter the amount of unliquidated obligations, including unliquidated obligations to subgrantees and contractors. Unliquidated obligations on a cash basis are obligations incurred, but not yet paid. On an accrual basis, they are obligations incurred, but for which any outlay has not yet been recorded. Do not include any amounts on line 10d that have been included on lines 10a, b or c. On the final report, line 10d must be zero.

10e, f, g, h, and i. Self-explanatory.