Financial Form SF-425
Independent Living Unit
Rehabilitation Services Administration
Office of Special Education and Rehabilitative Services (OSERS)
1
The purpose of this presentation is
to:
1.
2.
Introduce the SF-425 fiscal reporting
requirements for the IL Part C program.
Provide helpful guidance.
2
?? What is it?
• The SF-425 is a financial reporting form required
by the Office of Management and Budget (OMB)
to track actual expenditures related to federal
grant awards.
• RSA will use the SF-425 to monitor grantees’
financial status and compliance under Title VII,
Chapter 1, Part C, of the Rehabilitation Act of
1973, as amended (the Act) and applicable
federal regulations.
3
?? Who must submit it?
• Part C-funded centers for independent living
(CILs)
• Designated state units that receive IL Part C
funds under section 723 of the Act (currently
Minnesota and Massachusetts)
4
? ? How will I submit it?
• The SF-425 is submitted on-line through the
RSA Management Information System (MIS).
• Enter data at http://rsa.ed.gov.
5
??
When is it due?
• Final report is due 90 days after the end of
each Part C grant period.
• For 10/1/2011 – 9/30/12, the due date is
December 31, 2012.
• The final report serves as the annual report.
6
?? When is it due? (continued)
• Note: Funds must be liquidated within 90 days
from the end of the budget period, unless your
CIL has submitted, and RSA approved, a late
liquidation extension request.
• If a late liquidation request is approved, the 425
is due within 90 days after the Part C funds have
been liquidated or 90 days after the approved
deadline for liquidation has expired.
7
ARRA Part C Reporting
• Grantees must complete a separate SF-425
for their IL Part C ARRA grants, in addition to
each of their regular continuation Part C
grants.
• Instructions on ARRA grants will be provided
separately.
8
SF 425 in Detail
1. Federal Agency and Organizational Element to Which Report is Submitted
2. Federal Grant or Other Identifying Number Assigned by Federal Agency (To report multiple grants, use FFR Attachment)
Page
of
1
pages
3. Recipient Organization (Name and complete address including Zip code)
4a. DUNS Number
4b. EIN
5. Recipient Account Number or Identifying Number (To report multiple grants, use FFR
Attachment)
8. Project/Grant Period (Month, Day, Year)
Report Type
7. Basis of Accounting
9. Reporting Period End Date (Month, Day, Year)
Federal Cash
From:
10. Transactions
To:
Cumulative
(Use lines a-c for single or multiple grant reporting)
Federal Cash (To report multiple grants, also use FFR Attachment):
Federal Expenditures and
Unobligated Balance
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
e. Federal share of expenditures
Recipient Share
f. Federal share of unliquidated obligations
g. Total Federal share (sum of lines e and f)
h. Unobligated balance of Federal funds (line d minus g)
Recipient Share:
Program Income
i. Total recipient share required
j. Recipient share of expenditures
k. Remaining recipient share to be provided (line i minus j)
Program Income:
l. Total Federal program income earned
m. Program income expended in accordance with the deduction alternative
Indirect Cost Rate
n. Program income expended in accordance with the addition alternative
o. Unexpended program income (line l minus line m or line n)
11. Indirect Expense
a. Type
b. Rate
c. Period From
Period To
d. Base
e. Amount Charged
f. Federal Share
9
First: The easy part
10
Much of the data is entered and
calculated by the MIS
1. Federal Agency and Organizational Element to Which Report is Submitted
2. Federal Grant or Other Identifying Number Assigned by Federal
Agency (To report multiple grants, use FFR Attachment)
RSA default
Grant award number comes
from Grant Award (GAN)
3. Recipient Organization (Name and complete address including Zip code)
Page
1
of
pa
ge
s
Comes from Box 1 of GAN
4a. DUNS Number
4b. EIN
Comes from Box 8 of GAN
From
G-5
5. Recipient Account Number or Identifying
Number (To report multiple grants, use FFR
Attachment)
8. Project/Grant Period (Month, Day, Year)
7. Basis of
Accounting
9. Reporting Period End Date
Comes from Box 6 of GAN.
(Month, Day, Year)
From:
10. Transactions
(Use lines a-c for single or multiple grant reporting)
Federal Cash (To report multiple grants, also use FFR Attachment):
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
e. Federal share of expenditures
f. Federal share of unliquidated obligations
g. Total Federal share (sum of lines e and f)
h. Unobligated balance of Federal funds (line d minus g)
Recipient Share:
i. Total recipient share required
j. Recipient share of expenditures
k. Remaining recipient share to be provided (line i minus j)
Program Income:
l. Total Federal program income earned
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)
11. Indirect Expense
Report Type
9/30/xx
To:
Cumulative
MIS Calculates
MIS Calculates
MIS Calculates
MIS Calculates
MIS Calculates
a. Type
b. Rate
c. Period From
Period To
d. Base
MIS Calculates
e. Amount Charged
f.
Feder
al
Share
MIS Calculates
g. Totals:
12. Remarks: Attach any explanations deemed necessary or information required by Federal sponsoring agency in compliance with governing legislation:
MIS
Cal.
0
0
11
Lines 1-9: Most information
(in red) is already entered
1. Federal Agency and Organizational
Element to Which Report is Submitted
RSA
2. Federal Grant or Other Identifying Number
Assigned by Federal Agency (To report
multiple grants, use FFR Attachment)
Grant award number comes
from Grant Award (GAN
box 5)
default
3. Recipient Organization (Name and complete address including Zip code)
4a. DUNS Number
4b. EIN
Comes from Box 8 of
GAN
Tax
I.D.
from
G-5
One
Year
5. Recipient
Account Number or
Identifying Number (To
report multiple grants,
use FFR Attachment)
8. Project/Grant Period (Month, Day, Year)
From:
10/1/11
Page
1
of
pa
ges
Comes from Box 1 of GAN
6. Report Type
Already set as
“Final.”
7. Basis of
Accounting
Choose
Cash or
Accrual
Select
Cash or
Accrual
9. Reporting Period End
Date (Month, Day, Year)
To:
9/30/12
9/30/12
12
The tricky part
m
13
Section 10 A - C: Federal cash is used to enter
grant data for:
1. Cash Receipts (amounts drawn down)
2. Cash disbursements (amounts disbursed).
Enter total
amount of
grant funds
drawn down
Federal Cash
a. Cash Receipts
b. Cash Disbursements
Enter total
amount of grant
funds expended
c. Cash on Hand (line a minus b)
MIS calculates – if
more than three
business days are on
hand, provide reason
in section 12.
14
Line 10A: Cash Receipts
• Cash receipts represent the cumulative
amount drawn down from G5 by your CIL
during the grant period.
• This amount can be found in the G5 Reports
function, under Payments -> External Award
Activity. Be sure to select 10/2011 for the
Start Date and 09/2012 for the End Date.
15
Line 10B: Cash Disbursements
Cash disbursements represent the cumulative
amount actually expended by your CIL during
the grant period.
16
Section 10D - H: Federal Expenditures and
Unobligated Balances:
Federal Expenditures and Unobligated Balance:
(e.g., $500,000)
d. Total Federal funds authorized
MIS enters
e. Federal share of expenditures
Enter total of cash
Total grant award.
disbursements made
(do not include program income)
f. Federal share of unliquidated obligations
Enter total federal
expenses not yet paid for.
g. Total Federal share ( line e plus f)
MIS calculates!
h. Unobligated balance of Federal funds (line
d minus g)
MIS calculates!
Unobligated
Balance
Line E plus F.
Amount awarded but not drawn down.
17
Line 10F: Federal Share of
Unliquidated Obligations:
• Unliquidated obligations are the direct and indirect
expenses for goods and services incurred by the
grantee, but not yet paid or charged to the grant
award.
• Enter “0”in 10f, except in very rare circumstances
(for example, if a CIL submitted an approved late
liquidation extension request but was unable to
liquidate the funds by the extended deadline).
• CILs must submit a written request for late
liquidation if they expect to be unable to liquidate
the Part C funds for the grant period by 12/31/12.
18
10F: Unliquidated obligations (continued)
•
•
•
•
Written late liquidation requests should be submitted
within 30 days after the end of the grant period.
The request must justify the reasons for the delay and
include documentation that the expenses are
allowable and were obligated during the grant period.
The remaining balance on the grant cannot be
liquidated after the end of the liquidation period
unless RSA approves the late liquidation request.
The CIL must file a final SF-425 within 90 days after the
end of the award period or 90 days after the end of
the approved late liquidation period.
19
Lines 10I, J, K: Recipient Share
• Enter ‘’0’’ for 10i, 10j, and 10k.
• CILs do not report recipient share amounts in 10ik, because the there is no matching requirement in
the IL Part C program.
20
Lines 10L - O: Program Income
• “Program income means gross income received by a
grantee under title VII of the Act that is directly generated
by an activity supported under 34 CFR part 365, 366, or
367.” (34 CFR 364.5)
• Examples include direct Social Security Administration or
Workers’ Compensation payments; fees for services to
defray part or all costs of services provided to particular
individuals; insurance company payments or
reimbursements for consumer services, etc.
21
Program Income
Specify Deductive or Addition Method,
Enter total
in Line m or Line 2
Program Income:
l. Total Federal program income earned
m. Program income expended in accordance with the
deductive alternative
(If no program income was expended enter zero)
n. Program income expended in accordance with the
addition alternative
(If no program income was expended enter zero)
o. Unexpended program income (line l minus line m or
line n)
program
income
earned
Enter total program
income earned
Deduction = Program
income used to
reduce the amount of
the grant. (Means
these grant funds will
need to be returned
to RSA).
Addition = Program
Enter
income used to
actual
supplement the
disburse
Federal Share.
MIS calculates! -ments
22
Lines 11A - F: Indirect Costs
• Indirect costs are those that have been incurred
for common, or organization-wide, objectives
and cannot be readily identified with a particular
grant award.
• Examples may include portions of facility rent
and maintenance costs, executive officer salaries,
general administration and accounting costs, etc.
23
CAP,
IDCR
Indirect Costs (continued)
• Grantees cannot charge indirect costs to their Part C
grant unless they have a cost allocation plan (CAP)
or indirect cost rate (IDCR) approved by the U.S.
Department of Education.
• CAP or IDCR proposals are submitted to the
Department's Indirect Cost Group for approval.
• OMB Circular A-122, Attachment A, Paragraph D,
governs indirect cost rates for non-profit
organizations.
• Part C CILs are addressed in Commissioner’s
Memorandum CM 04 (May, 2004).
24
Indirect Costs Rate (Continued)
11.
Indirect
Expense
a. Type
b. Rate
If IDCR, enter “Final,”
“Predetermined,”
“Provisional” or
“Fixed.” If CAP, enter
“CAP.” If none, leave
blank.
c. Period From
If IDCR, enter
the approved
indirect cost
rate . If CAP,
enter “100”
(for 100
percent).
Period To
g. Totals:
MIS
Calculates!
d. Base
0
e. Amount
Charged
f. Federal Share
MIS
calculates!
MIS
calculates!
If ICDR, enter
approved base
amount.
If CAP,
enter
0
0
total indirect costs
amount.
25
CAP or
IDCR
Cost Allocation Plans
or Indirect Cost Rates
If a grantee does not have a approved Cost Allocation
Plan or Indirect Cost Rate, it must contact ED’s Indirect
Cost Group. A list of Indirect Cost Group contacts by
state is available at:
http://www2.ed.gov/about/offices/list/ocfo/fipao/icgre
ps.html
26
Lines 13A - E: Certification
• Certify that the SF-425 is true, complete
and accurate and that the CIL will
maintain a signed hard copy.
• Include the certifying official’s name,
title, telephone and email.
• Select “Yes” for “Signed” in 13b.
• Indicate the report submittal date.
27
Final Steps
• Click “Validate” to identify any
omissions or errors before submitting.
• Print and sign the completed SF-425.
• Click “Mark as Complete and Submit to
RSA.”
28
Reminders and Tips
• Numbers entered must be a positive or a
neutral integer except for percentages (e.g.
0.1).
• If there is nothing to report in a required
field, you must enter a zero.
• The SF-425 for regular Part C and ARRA Part C
must be filed separately.
29
To enter the 425 on-line:
• Visit http://RSA.ed.gov
• If you have a user ID: Log in, click Help and select
Technical Support. Then open the “I Need to Enter
Data on a Form that Isn’t Listed on my Data Entry
Screen” option, and follow the prompts.
• If you don’t have a user ID: Open Help, select Info
for New Users.
• If you have forgotten your ID or password: Click on
Log On, click on the New User? link, and select
“Click Here if you Have any Problems Logging In.”
30
Requirements Regarding
Part C Expenditures
Federal regulations at 34 CFR 74.21(b) require
CILs to have written procedures to:
• minimize the time between the drawdown of
federal funds and the expenditure of those;
and
• ensure the reasonableness, allocability, and
allowability of expenditures in accordance
the federal cost principles and the terms and
conditions of the award.
31
Requirements Regarding
Expenditures (continued)
According to 34 CFR 75.731 and OMB Circular
A-122, RSA may disallow expenditures that lack
adequate supporting documentation.
32
Additional Resources
• RSA MIS Help link: http://rsa.ed.gov or
RSAMIS.Technical.Support@ed.gov
• CIL Program SF-425 Policy Directive:
http://www2.ed.gov/policy/speced/guid/rsa/pd/2
011/index,html
• Model cost allocation plan for CILs:
http://www2.ed.gov/programs/cil/costplan.pdf
• OMB Circular A-122:
http://www.whitehouse.gov/omb/circulars_a122_
2004
• For additional questions, contact your assigned IL
unit representative at RSA.
33