Home > Enrollment > Grants Management > Create SF-425 > Overview > Step 4 - Enter Grant Info
Purpose of Step
The purpose of this step is to gather the grant’s financial information, which will be used to complete the Transactions section, box 10, of the Federal Financial Report (FFR) SF-425 form.
Actions for this Step
Enter Transactions amounts for the grant account.
Enter cumulative amounts from date of the inception of the award through the end date of the reporting period specified in line 9. Line 9 is the last field of the prior screen, Step 3.
Use Lines 10a through 10c, Lines 10d through 10o, or Lines 10a through 10o, as specified by the Federal agency, when reporting on single grants.
Use Line 12, Remarks, to provide any information deemed necessary to support or explain FFR data.
If you have Cash Receipts and Disbursements to report, enter amount values for:
You must enter cumulative amount values, from the date of inception of the grant through the SF-425 Reporting Period End Date, for a. and b.
a. Cash Receipts
Enter the cumulative amount of actual cash received from the Federal agency as of the reporting period end date.
b. Cash Disbursements
Enter the cumulative amount of Federal fund disbursements by the grantee (such as cash or checks) as of the reporting period end date. Disbursements are the sum of actual cash disbursements (of Federally authorized funds) for direct charges for goods and services, the amount of indirect expenses charged to the award, and the amount of cash advances and payments (of Federally authorized funds) made to subrecipients and contractors.
c. Cash on Hand will be calculated by the ASAP.gov application.
Enter the amount of Line 10a minus Line 10b. This amount represents immediate cash needs.
Use of Aggregated Amounts of Disbursements and Advances. A recipient must compute the amount of Federal Cash on Hand due to undisbursed advance payments using the same basis that it uses in requesting the advances. Therefore, in doing the computation, a recipient may only aggregate the amounts of its advance payments received and disbursements of Federal funds under multiple awards only if it is authorized to aggregate its requests for advance payments in the same manner. The following examples should help to illustrate what is permissible:
· If a recipient is authorized to consolidate its requests for advance payment for a group of awards—i.e., it requests a single amount to cover its anticipated cash needs for the awards in the aggregate, then it may similarly compute the Cash on Hand by subtracting the aggregated amount of disbursements from the aggregated amount of the advances received for those awards.
· If the same recipient is required to request payment individually for other Federal awards, it must compute the Cash on Hand for each of those awards on an award by award basis and correspondingly report these awards on separate FFRs.
Exclusion of Negative Balances of Cash on Hand. In computing the total amount of Cash on Hand for its Federal awards in the aggregate, a recipient must exclude any negative balance of Federal Cash on Hand for an individual award or for a group of awards paid through a consolidated payment request.
This includes each award paid by the reimbursement method and any award using the advance method that has disbursements in excess of advances received to date. The computation must include only positive balances of cash on hand.
If more than three business days of cash are on hand, the Federal agency may require an explanation on Line 12, Remarks, explaining why the drawdown was made prematurely or other reasons for the excess cash.
If you have either Federal Expenditures and Unobligated Balance, Recipient Share or Program Income to report, each block in which you enter amounts must be completed in full. If a block does not apply, you may leave the fields blank. If you leave a block blank, the system will fill in “N/A” for these fields on the completed form.
You must enter cumulative amount values, from the date of inception of the grant through the SF-425 Reporting Period End Date, for d., e., f, i., j., l. and m. or n.
Federal Expenditures and Unobligated Balance
d. Total Federal funds authorized
Enter the total Federal funds authorized as of the reporting period end date.
e. Federal share of expenditures
Enter the amount of Federal fund expenditures. For reports prepared on a cash basis, expenditures are the sum of cash disbursements for direct charges for property and services; the amount of indirect expense charged; and the amount of cash advance payments and payments made to subrecipients. For reports prepared on an accrual basis, expenditures are the sum of cash disbursements for direct charges for property and services; the amount of indirect expense incurred; and the net increase or decrease in the amounts owed by the recipient for (1) goods and other property received; (2) services performed by employees, contractors, subrecipients, and other payees; and (3) programs for which no current services or performance are required. Do not include program income expended in accordance with the deduction alternative, rebates, refunds, or other credits. (Program income expended in accordance with the deduction alternative should be reported separately on Line 10m.)
f. Federal share of unliquidated obligations
Unliquidated obligations on a cash basis are obligations of Federally authorized funds which are incurred, but not yet paid as of the end of the reporting period. On an accrual basis, they are obligations of Federally authorized funds which have been incurred, but for which an expenditure has not yet been recorded, as of the end of the reporting period. Enter the amount of unliquidated obligations of Federally authorized funds. Those obligations include direct and indirect expenses incurred but not yet paid or charged to the award, including amounts due to subrecipients and contractors. On the final report, this line should be zero unless the awarding agency has provided other instructions.
Do not include any amount in Line 10f that has been reported in Line 10e. Do not include any amount in Line 10f for a future commitment of funds (such as a long-term contract) for which an obligation or expense has not been incurred.
g. Total Federal share will be calculated by the ASAP.gov application.
The sum of Lines 10e and 10f.
h. Unobligated balance of Federal funds will be calculated by the ASAP.gov application.
The amount of Line 10d minus Line 10g.
Recipient Share
i. Total recipient share required
Enter the total required recipient share for reporting period specified in line 9. The required recipient share should include all matching and cost sharing provided by recipients and third-party providers to meet the level required by the Federal agency. This amount should not include cost sharing and match amounts in excess of the amount required by the Federal agency (for example, cost overruns for which the recipient incurs additional expenses and, therefore, contributes a greater level of cost sharing or match than the level required by the Federal agency).
j. Recipient share of expenditures
Enter the recipient share of actual cash disbursements or outlays (less any rebates, refunds, or other credits) including payments to subrecipients and contractors. This amount may include the value of allowable third party in-kind contributions and recipient share of program income used to finance the non-Federal share of the project or program. Note: On the final report this line should be equal to or greater than the amount of Line 10i.
k. Remaining recipient share to be provided will be calculated by the ASAP.gov application.
Enter the amount of Line 10i minus Line 10j. If recipient share in Line 10j is greater than the required match amount in Line 10i, enter zero.
Program Income
l. Total Federal share of program income earned
Enter the amount of the Federal share of program income earned. Do not report any program income here that is being allocated as part of the recipient's cost sharing amount included in Line10j.
m. Program income expended in accordance with the deduction alternative
Enter the amount of program income that was used to reduce the Federal share of the total project costs.
n. Program income expended in accordance with the addition alternative
Enter the amount of program income that was added to funds committed to the total project costs and expended to further eligible project or program activities.
o. Unexpended program income will be calculated by the ASAP.gov application.
Enter the amount of Line 10l minus Line 10m or Line 10n. This amount equals the program income that has been earned but not expended, as of the reporting period end date.
Menu Items and Buttons
· The Home menu item will return you to the home page of ASAP.gov.
Note: If you want to save the data entered on this screen so that you may return to work on this form at a later time, you must Save before exiting.
· Click Continue to save this data and move to the next step.
· If you would like to view or correct data on the previous screen(s), click Back.
· If you would like to save partial work on this screen, click Save.