and FY 2014 CloseOut Report Requirements Training for the FY 2016 THPO HPF Grant Application will be provided in a separate session once Congress passes the fiscal year 2016 budget as many changes have been made to Federal grants requirements that affect the THPO HPF Grants ID: 727501
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Slide1
Review of FY 2015 THPO Annual Report and FY 2014 Close-Out Report RequirementsSlide2
Training for the FY 2016 THPO HPF Grant Application will be provided in a separate session (once Congress passes the fiscal year 2016 budget) as many changes have been made to Federal grants requirements that affect the THPO HPF Grants.Slide3
HPF Grant ReportsAt the end of each fiscal year, THPOs must submit an Annual Report package
for the HPF grant that is still active (fiscal year 2015 grant).
THPOs must also submit a
Close-Out Report package
for the grant that just expired (fiscal year 2014 grant).
3Slide4
HPF Grant ReportsAll report forms and instruction can be
Downloaded from the NPS THPO Grant Reports page:
http://www.nps.gov/thpo/grants/report-forms.html
4Slide5
Grant Annual ReportsThe grant annual report package summarizes the tribe’s
accomplishments
,
expenses and obligations incurred
and
equipment purchased in the first year of the grant (October 1, 2014 – September 30, 2015)
Reports are due to NPS no later than December 31, 2015
5Slide6
FY 2015 Grant Annual ReportsThe FY 2015 Annual Report package must include the following reports:
Annual Accomplishments Report
Grants Product Summary Report
SF425, Federal Financial Report
SF428A, Annual Tangible Personal Property Report
See Chapter 7 of the THPO HPF Grants Quick Guide for instructions, samples and guidance for where to find forms.
6Slide7
The Annual Significant Preservation Accomplishments Report provides a framework for NPS to evaluate actual results achieved by the THPO during the first Federal Fiscal Year of the grant. At a minimum, the report must provide:
A description of the additional properties surveyed and added to the Tribe's inventory;
A description of the Federal undertakings reviewed pursuant to Section 106 of the Act, and;
A description of any educational activities and programs carried out
.
Annual Accomplishments Report
7Slide8
For THPOs that accept HPF grant funds to support their activities, these accomplishments will be compared to the activities specified in the Tribe’s Anticipated Activities Reports (aka Workplans) approved as part of your grant applications submitted in both FY 2015 and 2014, as both grants cover costs associated with the fiscal year on which you are reporting.
The narrative must explain how each reported project or activity is linked to identifying, evaluating, documenting, designating, preserving, or protecting significant historic and archeological properties.
Detailed instructions and a sample report are in Chapter 7 of the THPO HPF Grants Quick Guide.
Annual Accomplishments Report
8Slide9
The Grants Product Summary Report is used to report statistical data regarding:
Section 106 Reviews
National Register Nominations
Areas/Properties Surveyed
Educational Activities
Other Consultations
Grants Product Summary Report
9Slide10
Only activities funded or administered with HPF grant monies or used as allowable matching share should be reported on the form.
Detailed instructions for completing the form are in Chapter 7 of the THPO HPF Grant Quick Guide.
Grants Product Summary Report
10Slide11
SF425, Federal Financial ReportThe
SF425,
Federal Financial Report
, is used to show the status of a grantee’s obligations and expenditures under a grant for a specified period of time.
The form can be downloaded from the NPS THPO
grants website
http://
www.nps.gov/thpo/grants/report-forms.html
11Slide12
National Park Service
P12AF000999
1
Recipient Organization A, 123 Main Street,
Anytown
, XX 12345
123456789
12-3456789
x
x
Enter National Park Service
Enter the Grant Agreement # assigned by the Federal Agency
Enter the number of pages included in the report – usually one.
Enter the Tribe’s name and address.
Enter the Tribe’s DUNS # and the EIN.
This is the start date of grant agreement.
Indicate the report type.
Indicate the recipient’s basis of
accounting.
This field is optional and for the recipient’s use only.
This is the end date of the grant agreement.
The reporting period end date must be September 30..
SF425 – Instructions (Fields 1 - 9)
12
10/01/2014
09/30/2016
09/30/2015Slide13
Single award reporting is required by the National Park Service as is the completion of all lines in section 10. Enter cumulative amounts from date of inception of the award through the end date of the reporting period specified in line 9.
Enter the cumulative amount of actual cash received from the NPS as of the reporting period end date. This should match the ASAP draw down amount.
Enter the cumulative amount of Federal fund disbursements as of the reporting period end date.
Enter the amount of line 10a minus line 10b. This amount represents immediate cash needs. If more than three business days of cash are on hand, the NPS may request a written explanation detailing the reason for the excess cash.
PLEASE NOTE:
All fields in section 10
are cumulative from the date of the inception of the award through the reporting period end date specified in line 9.
500,000.00
500,000.00
0.00
SF425 – Instructions (Fields 10a -10c)
13Slide14
800,000.00
500,000.00
100,000.00
600,000.00
200,000.00
Field d - Total grant award amount.
For cash basis, the sum of cash disbursements under the grant.
For accrual basis, the sum of cash disbursements and the sum of expenditures incurred and recorded but not yet paid related to the grant.
For cash basis, the sum of expenditures incurred but not yet paid out.
For accrual basis, the sum of expenditures incurred but for which an entry has not yet been made.
The sum of lines 10e and 10f. This amount represents the sum of grant award expenditures.
The amount of Line 10d minus 10g. This amount represents the amount of Federal funds authorized by the NPS but not expended by the recipient.
SF425 – Instructions (Fields 10d - 10h)
14Slide15
200,000.00
125,000.00
75,000.00
For all THPO HPF Grants, this is $0 as no match is required.
If the THPO offers match, enter the recipient share of actual cash disbursements or outlays, including the value of allowable in-kind contributions, for the reporting period.
This will always be $0 as THPO HPF grants do not require match.
SF425 – Instructions (Fields 10i -10k)
15Slide16
Enter the amount of Federal program income earned excluding any program income that is being allocated as part of the recipient’s cost sharing amount included in line 10j.
Program income is gross income earned by the recipient that is directly generated by a supported activity or earned as a result of the award and is not the Federal funding received via financial assistance award. Program income is a rare occurrence and is therefore frequently zero.
Enter the amount of program income that was used to reduce the Federal share of the total project costs.
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.
Enter the amount of line 10l minus line 10m or 10n. This amount equals the program income that has been earned but not expended, as of the reporting period end date.
0.00
0.00
0.00
0.00
SF425 – Instructions (Fields 10l – 10o)
16Slide17
Final
20%
Jan 2011
Dec 2012
Total Fed Direct Exp
133,333.33
133,333.33
133,333.33
133,333.33
State whether the indirect cost rate is provisional, predetermined, final or fixed.
Enter the indirect cost rate in effect during the reporting period.
Enter the beginning and ending effective dates for the rate.
Enter the base against which the rate was applied (ex. Total Federal Direct Expenses, Total Salaries and Benefits, etc.)
Multiply 11b times 11d. This is the amount of indirect costs charged during the time period specified.
Enter the Federal share of the amount in 11e. This is usually equal to 11e.
SF425 – Instructions (Section 11)
17Slide18
Mr. John Smith, Executive Director
X Recipient Organization Signature
(303) 123-4567
John.smith@recipientorganization.org
01/31/2012
ATR Signature & CO Signature
Enter any explanations or additional information required by the NPS including regarding excess cash as stated in line 10c.
Complete information regarding recipient organization authorized certifying official. The recipient organization certifying official must sign where indicated.
SF425 – Instructions (Fields 12 - 14)
18Slide19
Annual Tangible Property Report
19
THPOs that purchase equipment (items costing
$5,000 or more per unit) during the first year
of their grant must complete an SF428A,
Annual Tangible Personal Property report.
THPOs that have not purchased equipment still
m
ust submit an SF428A, but may simply complete
t
he top section and then write
“No Equipment Purchased” in the body of
t
he form.Slide20
Annual Tangible Property Report
20
The form provides information on each item
p
urchased, it’s acquisition cost and date of
p
urchase.
THPOs must have received prior written
approval to purchase the equipment prior to
having purchased it.
Equipment not approved prior to purchase
is not eligible for reimbursement under
t
he THPO HPF grant.
The form can be downloaded from the NPS THPO
grants website:
http://www.nps.gov/thpo/grants/report-forms.htmlSlide21
FY 2014 Grant Close-Out Reports
THPOs must submit the following close-out reports for their fiscal year 2014 THPO HPF grant by
December 31, 2015
:
Final SF425, Federal Financial Report
, showing total expenditures (full 2-years of grant)
Final Budget Breakdown on an SF424a (completed same as application budget but showing actual, not planned, budget)
SF428B, Final Tangible Personal Property Report
See Chapter 7 of the THPO HPF Grants Quick Guide for instructions, samples and guidance on where to find forms.
21Slide22
FY 2014 Final Budget (SF424A)
Non-Construction costs must be broken out into 3 columns, separating expenses for:
1.
Administration
,
2.
Operations
and
3.
Contractual
activities/expenses
22Slide23
Final Tangible Property Reports
23
An SF428B,
Final Tangible
Personal Property
Report
m
ust be submitted with the Grant Close-Out Report to
provide a final list of property purchased (or not) under the grant.
The report also allows recipients to request specific
disposition instructions for equipment that was
p
urchased and is no longer needed (and has a value
o
f $5,000 or more per unit).Slide24
Final Tangible Property Reports
24
THPOs who do not purchase any equipment
Under their grant must submit an SF428B but
s
hould write “No Equipment Purchased” in the
b
ody of the form.
The
form can be downloaded from the NPS THPO
grants website:
http://www.nps.gov/thpo/grants/report-forms.htmlSlide25
FY 2014 Grant Final Payment Requests
Final Expenditures
- All grant funds must have been expended and/or obligated through contracts or purchase orders, and all work completed, by September 30, 2015.
No grant extensions are allowed and no funds may be carried over
.
Final Payment Drawdowns
and/or payment requests must be completed by
December
31 2015
.
25Slide26
Grant Regulations - Audits
The
Office of Management and Budget (OMB)
requires
that all non-Federal entities that expend
over a certain amount of Federal funds (from all sources) within their fiscal year
must undergo a Single Audit or program-specific audit for that year. Fiscal Years ending prior to December 26, 2014
– Report if tribe expended $500,000 or more in their fiscal year and
f
ollow OMB Circular A-133
Fiscal Years ending after December 26, 2014
– Report if tribe expended $750,000 or more in their fiscal year and follow OMB Circular 2 CFR 200.500 -200.520
l
26Slide27
Grant Regulations - Audits
The completed SF-SAC and Single Agency Audit reporting package must be submitted electronically to the
Federal Audit Clearinghouse
within 30 days after receipt of the auditor's report or 9 months after the end of the THPO's fiscal year, whichever is earlier.
Extensions
are no longer granted for Single Audit submissions
.No new grant will be issued if audit reports are late.
27Slide28
Federal Funding Accountability and Transparency Act (FFATA)
THPOs must enter all
subawards
(
this does not include contracts for program work
) of $25,000 or more, into the FFATA Subaward Reporting System (FSRS) within 30 days of award.
https
://www.fsrs.gov/
28Slide29
NPS THPO HPF FY 2015 Annual Report Checklist
29Slide30
NPS THPO HPF FY 2014 Grant Close-Out Checklist
30