Federal Grant Reporting 101 & Lessons Learned

Transcript:Federal Grant Reporting 101 & Lessons Learned:
Federal Grant Reporting 101 & Lessons Learned Office of the Chief Financial Officer Jill Martin Jill.Martin@ks.gov (785) 296-2909 Roger Basinger Roger.Basinger@ks.gov (785) 296-8083 2 Federal Grant Reporting 101 Time & Effort Reporting Subrecipient vs. Contractor Pass Through Responsibilities Risk Assessments (What other States are Doing) Other Issues/Questions 3 Federal Grant Reporting 101 Each state agency is responsible for identifying the federal awards received and expended. This includes the Catalog of Federal Domestic Assistance (CFDA) number and name, award number and name, name of the federal agency, and applicable compliance requirements. This information is needed to complete the Schedule of Expenditures of Federal Awards (SEFA). The schedule lists all federal awards by federal agency, the dollar amount of expenditures, and the amount of funds passed through to subrecipient entities. 4 Federal Grant Reporting 101 Main Issues with Reporting Federal Expenditures: Using incorrect account codes Treating contractual expenditures as a subrecipient relationship and vice versa Transfers between state agencies not being reported correctly More than just the Federal portion of grant reported (state dollars also included) 5 Federal Grant Reporting 101 Adding a New Federal Grant/CFDA Number: A special revenue fund must be established to track federal grant expenditures. The agency wanting to establish the fund will need to get spending authority through the Division of Budget. The new fund (usually a 3000 series fund) should then be established through the Central Responsibilities Team within our office. Ideally, each CFDA number should be tied to its own fund. 6 Federal Grant Reporting 101 Drawing Down and Passing Through of Federal Funds State agency is a direct recipient of a federal agency-When receipting funds directly from the federal government, the appropriate account code to use would be 440100 (federal grant operating). State agency is a subrecipient of a non-state agency-If the agency is receiving funds from a non-state or non-federal entity, the appropriate account code to use would be 440300 (Federal subgrant from non-state organization). 7 Federal Grant Reporting 101 Drawing Down and Passing Through of Federal Funds State agency is a subrecipient of another state agency- If receiving funds from another state agency as a subrecipient, these funds would be recorded under account code 766050 (federal subgrant transfer in). Only the Federal portion of the funds should be reported. State agency is sub-granting to another state agency- Funds passed through to another agency as a subrecipient would be reported as a transfer