Reporting on the Federal Financial Report“SF-425”

Presented by

HOMELESS GRANT AND PER DIEM PROGRAM and

The Financial Service Center

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Background on the Federal Financial Report

“SF- 425” Purpose:

The Office of Management and Budget (OMB) established a standardized reporting format where recipients who are awarded Federal dollars are required to submit a Federal financial report (FFR).

Prior to October 1, 2009, recipients were required to report Federal award dollars on FFR standard form, SF-269 and the Federal cash transaction report, SF-272 and SF-272a.

The SF-425 now replaces the previous standard forms identified above. Additional recipients are now required to report any Federal dollars awarded on or after October1, 2009 on a single FFR SF-425.

GPD will use the SF- 425 to monitor the provider’s financial status and determine whether the provider has accurately and timely reported on total cost of veteran care provided during the reporting period.

Timeliness Requirements:

As directed by the VA Homeless Grant and Per Diem Program (GPD), recipients will be required to submit on an annual basis the SF-425.

Annual reports shall be submitted by recipients no later than 90 days after the end of the grant period.

GPD may on a case by case request recipients to submit more frequently then the prescribed requirement.

Extensions may be granted to recipients. However, recipients shall be required to submit a written notification prior to 90 days.

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Part 1:Notable Entry Item Instructions reporting on Grant Information

(Blocks 1 - 9) BLOCK # DESCRIPTION OF DATA ENTRIES REMARKS

1 Name of the Federal Awarding Agency or Organizational Element  

2 Federal Grant Number: Recipient Grant Number or Project Number

Note: If recipient has multiple Per Diem Grants (PD), GPD requires the recipient to complete and submit a separate SF-425 form to support each single PD grant.

3 Recipient Organization and address of the Recipient 

4a

DUNS #: Data Universal Numbering System Number or Central Contract Registry Number  

4b EIN: Employer Identification Number Note: EIN should match EIN as submitted on the original grant application.

5

Recipient Account Number or Identifying Number :

Unique account identifier captured in the Recipient's accounting system recording all financial transactions associated with GPD grant funds.

Note: The recipient should always designate a unique number to capture all financial transactions associated with the GPD program.

6 Report Type: Reporting period being submitted

Note: This block should be check marked as "Annual“ or unless this is a final financial report and no further reporting will be required for the grant award.

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Part 1:Notable Entry Item Instructions reporting on Grant Information

(Blocks 1 – 9 ) continuationBLOCK # DESCRIPTION OF DATA ENTRIES REMARKS

7 Basis of Accounting: Accounting method used identifying all expenditures.

This block indentifies the method used for recording the grant expenditure transactions. Place a checkmark under the required block.

Note: 38 CFR 61.66 prescribes that all entities receiving assistance under this part must use a financial management system that follows generally accepted accounting principals and provides accounting records, including cost accounting records that are supported by documentation. Such cost accounting must be reflected in the entity's fiscal cycle financial statements to the extent that the actual costs can be determined the program which assistance is provided.

8 Project or Grant Period: Recipient's Financial Reporting PeriodThis block identifies the beginning date of the grant through the ending of the required reporting period.

9Reporting Period End Date: Recipient's ending project or program period

The ending date for the period of reporting. Same as block 6.

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Part 1:Notable Entry Item Instructions reporting Federal Expenditures and

Unobligated Balance (Block 10)

BLOCK # DESCRIPTION OF DATA ENTRIES REMARKS

10 (a, b & c) Federal CashNot applicable under the GPD Program. Annotate block by indicating “N/A”

10d Total Federal Funds AuthorizedEnter the total amount of Per Diem funds drawn down during the grant reporting period.

10e Federal Share of ExpenditureEnter cumulative Outlays ( GPD disbursements) expended for supporting Total Cost of Veteran Care during the grant reporting period.

Note This amount includes eligible GPD outlays expended less Program Income and less Other Sources of Income .

10f Federal Share of Unliquidated ObligationsNot applicable under the GPD Program. Annotate block by indicating “N/A”.

10 g Total Federal Share (sum of lines e and f)This amount is not required to be entered, as this block is calculated automatically.

10h Unobligated balance of Federal funds (line d minus g)This amount is not required to be entered, as this block is calculated automatically.

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Part 1:Notable Entry Item Instructions reporting on Financial

Transaction Data ( Block 10- Continuation) BLOCK # DESCRIPTION OF DATA ENTRIES REMARKS

10 i Recipient Share required:

Enter cumulative amount of recipient expenditures * plus Other Sources of Income contributed to support Total Cost of Veteran Care. Note: Other Sources of Income consist of other federal, state and local funding .* This amount does not include program income and Per Diem funding.

10j Recipient Share of Expenditures:

Enter only the cumulative amount of other sources of income expended. Note: This amount does not include recipient’s expenditures. The recipient ‘s expenditure is captured on block 10k.

10kRecipient Share: Total Recipient Share required and Remaining recipient share to be provided

This amount is not required to be entered, as this block is calculated automatically.Note: This block represents the amount contributed from the recipient’s reserve account.

10lProgram Income: Total Federal Program Income Earned

Enter the cumulative program income earned (earned & received) during the grant reporting period. Note: OMB A-110, Subpart C, 24, refers to the prescribed standards to account for Program Income. An example of Program Income would be rent or fee payments collected.

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Part 1:Notable Entry Item Instructions reporting on Financial

Transaction Data ( Block 10- Continuation)

BLOCK # DESCRIPTION OF DATA ENTRIES REMARKS

10mProgram Income: Program Income expended in accordance with the deduction alternative

Enter the amount of Program Income expended and used to reduce the Federal share of Total Cost of Veteran Care.

10n Program Income: Program Income expended in accordance with the addition alternative

Not applicable under the GPD Program. Annotate block by indicating “N/A”.

10o Program Income: Unexpended Program Income (line l minus m or n)

This amount is not required to be entered, as this block is calculated automatically.

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Part 2: Notable Entry Item Instructions reporting on Indirect Expense

Data ( Block 11) BLOCK # DESCRIPTION OF DATA ENTRIES REMARKS

11 a Type

Enter the type of indirect cost rate recognized in the Recipient's operation. An example would be if the rate is a Provisional or Final.

11b Rate

Enter the rate which has been approved and in effect by the Cognizant or Oversight Agency. Note: If an Indirect Cost Rate has not been approved and GPD is the Cognizant or Oversight Agency, then consult with the GPD program further guidance.

11 c Period from and Period toEnter the inception date(s) in which the effective rate began and ended.

11 d Base Enter the initial base rate against the approved interest rate applied.

11 e Amount Charged

Enter total amount of the indirect rate charged to the program during the grant reporting period. (Multiply 11b *11d). This block is calculated automatically.

11f Federal ShareEnter the GPD share of the amount identified in line 11e.

11f Total

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Part 2:Notable Entry Item Instructions reporting on Remarks

( Blocks 12 – 13) continuation

BLOCK #DESCRIPTION OF DATA

ENTRIES REMARKS

12 RemarksRecipients are required to explain block entries identified below with an explanation which may assist in clarifying any adjustments and/or discrepancies.

1) Financial Status: Block s 10h ,10k and 10o 2) Indirect Expenses: Block s 11a – 11gThe Recipient should capture whether indirect expenses are charged to the GPD by completing all required fields under block s 11. Note: If recipient is uncertain whether an indirect rate should be charged to GPD then the recipient should consult with the GPD program for guidance. Note: As prescribed by OMB Circular A-122, a recipient that wishes to charge indirect expenses to a Federal award must prepare an indirect cost proposal and submit to the cognizant Federal agency for approval.

3) Additional Entry: Bed Days Recipient should record the # of bed days of care provided for the reporting period. (i.e., 2, 670 bed days of care provided)

13 (a, b, c, d, and e) Remarks

Enter the authorized official name, title and signature and date in which report will be submitted as final. Additionally, provide other related information such email address and telephone.

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1. Federal Agency and Organizational Element 2. Federal Grant or Other Identifying Number Assigned by Federal Agency Page of

to Which Report is Submitted 1

pages

6. Report Type 7. Basis of Accounting

8. Project/Grant Period 9. Reporting Period End Date

10. Transactions

(Use lines a-c for single or multiple grant reporting)

Federal Cash

a. Cash Receipts

b. Cash Disbursements

c. Cash on Hand (line a minus b)

(Use lines d-o for single grant reporting)

Federal Expenditures and Unobligated Balance:

d. Total Federal funds authorized (Indicate the amount received from the VA)

e. Federal share of expenditures (Total cost (minus) Program Income (minus) Other Sources of Income)

f. Federal share of unliquidated obligations

g. Total Federal share (sum of lines e and f) (auto filled, same as e)

h. Unobligated balance of Federal funds (line d minus g) (auto filled)

Recipient Share:

i. Total recipient share required (All other sources of funding except program income and PD)

j. Recipient share of expenditures (Other Federal, State and/or local funding )

k. Remaining recipient share to be provided (line i minus j) (Represents funds from reserve sources)

Program Income:

l. Total Federal program income earned (Rent from the Veterans)

m. Program income expended in accordance with the deduction alternative

n. Program income expended in accordance with the addition alternative

o. Unexpended program income (line l minus line m or line n)

a. Type b. Rate c. Period From Period To d. Base e. Amount Charged f. Federal Share11. Indirect

Expense

g. Totals:

13. Certification: By signing this report, I certify that it is true, complete, and accurate to the best of my knowledge. I am aware that

any false, fictitious, or fraudulent information may subject me to criminal, civil, or administrative penalities. (U.S. Code, Title 218, Section 1001)

c. Telephone (Area code, number and extension)

b. Signature of Authorized Certifying Official

0.00

a. Typed or Printed Name and Title of Authorized Certifying Official

12. Remarks: Attach any explanations deemed necessary or information required by Federal sponsoring agency in compliance with governing legislation:

0

BED DAYS OF CARE:

3. Recipient Organization (Name and complete address including Zip code)

1

0

$0.00N/A

$0.00

FEDERAL FINANCIAL REPORT(Follow form instructions)

N/AN/A

Department of Veterans Affairs Grant and Per Diem Program

10770 N. 46th Street, Ste C-200, Tampa, FL 33617

(Month, Day, Year)

4b. EIN 5. Recipient Account Number or Identifying Number

□ Quarterly

□ Semi-Annual

□ Annual

□ Final

□ Cash

□ Accrual

(auto calculated based on lines g, i and m)

From: (Month, Day, Year) To: (Month, Day, Year)

4a. DUNS Number

$0.00

N/A

N/A

$0.00

Cumulative

DO NOT USE a, b, or c.

e. Date Report Submitted (Month, Day, Year)

d. Email address

TOTAL COST OF VETERAN CARE: $0.00

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Notable References

Homeless Grant and Per Diem Program Website: http://www.va.gov/HOMELESS/GPD.asp

A copy of the SF-425 form can be found on the following link:

Federal Register Notice, implementing the execution of SF- 425:

http://www.gpo.gov/fdsys/pkg/FR-2011-07-28/pdf/2011-19120.pdf

Note: We recommend Providers take steps to develop audit trails of electronic transparencies (transparencies consist of all documentation, including reports, emails and etc. to support all adjustments or required entries made on the SF- 425) to support the SF-425. Specifically, establishing transparencies from the General Ledger will expedite the task of regenerating reports when financial reviews or questions arise.

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