UNIVERSITY OF GEORGIA
IMPLEMENTING GUIDANCE FOR THE REPORTS ON USE OF
FUNDS PURSUANT TO THE AMERICAN RECOVERY AND
REINVESTMENT ACT OF 2009
Contract & Grants
Topics
 First Time Reports - Overview
 Quarterly Reporting During Term of
Project
 Pass Through Responsibilities
 Lessons Learned
 Procedures for Consistency
 Final Reports
Quarterly Reports
 Department will provide data for technical fields –
including job impact, sub contract and vendor info,
by completing ARRA Grant Reporting Worksheet
 Contracts & Grants (C&G) will complete financial
fields and upload templates to FederalReporting.gov
(FR.gov)
Prime Recipient Responsibilities
 Implement and follow appropriate data
collection and reporting procedures to
ensure that Section 1512 responsibilities
are met in a timely and effective manner
 Conduct data quality reviews to prevent
material omissions and/or significant
reporting errors
 Address any corrections in a timely and
effective manner
PI/Department Responsibilities
 Maintain close contact with all
subrecipients, and any vendors who receive
a single payment exceeding $25,000
 Collect as much information regarding job
impact data as soon as possible
 Keep supporting documentation in case
reports are questioned by awarding agency
 Complete ARRA Grant Reporting Worksheet
by quarterly deadline, typically 5 days after
quarter ends
C&G Responsibilities
 Create and maintain control sheet for
reports due
 Review department provided data,
and obtain clarification if necessary
 Complete financial fields
 Register with and upload templates to
FR.gov
 Follow-up on any items noted during
review period
Data Quality
 Accurate, Complete
and Timely Reporting
 Must avoid material
omissions and
significant reporting
errors
 Public should be fully
informed
 Public should not be
misled or confused
Due Dates
 Technical Data due to C&G by the 5th day
after quarter end close
 C&G will upload prior to FR.gov deadline –
typically 10 days after quarter end
 Calendar Quarters: March, June,
September and December
 Dates may have to be adjusted depending
upon FR.gov performance and Recovery
Board guidance
Q&A
? My award date is prior to 12/31/2009, but
my budget period begins after 12/31/2009.
Do I have a report due?
A Yes, a zero report will be required.
? My total award is less than $25,000. Is a
report due?
A No, if we are the prime. If we are a sub,
we have to comply with individual contract
terms.
Quarterly Reporting During Term of
Project
 Reports are cumulative, except job data
(current quarter only)
 Review comments from agency and adjust
as necessary
 Make certain you incorporate any previous
agency comments for data that remains
constant
 Use C&G FTE Calculation Worksheet for
consistency (second tab on ARRA Grant
Reporting Worksheet)
Pass Through Responsibilities
 If we receive pass-through ARRA funds, we
must comply with the reporting terms in
the contract.
 Currently, most require us to forward our
reports to the prime
 Approximatley 25% delegate the authority
to us for uploading to FR.gov as a
subrecipient
 Information requested is the same, but in
different formats
Timing of Sub Reporting
 When UGA is the prime – report sub
activity in the quarter invoices are
paid
 When UGA is the sub – Prime
determines timing. Most contracts
require monthly reporting, as
contracts were issued before FR.gov
and Recovery Board guidance was
finalized.
Lessons Learned
Late Awards
 For the quarter ending 9/30/2009,
several awards were discovered on
the readiness tools, as accounts had
yet to be created. Only two were due
to delays within UGA. Most were
awarded by the agency in the last few
days of September. Reports were
required for these late awards.
Procedures for Consistency
 Naming convention for ARRA Worksheet:
ARRA_4 digit quarter_account number
Ex: ARRA_0610_1021RU033001
 NIH e-mail to Jane Magrino
jmagrino@uga.edu
 NSF e-mail to JoyHirsch jdhirsch@uga.edu
 All Others e-mail to Sims Little
simsl@uga.edu
Q&A
? Where do I report job impact data for a
subrecipient, or vendor who received a
single payment in excess of $25,000?
A Job impact data for subs and vendors has
to be combined with the prime data. The
sum is reported on the prime tab – see row
32 on Federal reporting template. Agencies
are backing down from the inclusion of
vendor job impact data. Example: Shared
Instrumentation awards are excluded from
having to report job impact for vendors.
Q&A
? What is the difference between
FederalReporting.gov and Recovery.gov?
A FederalReporting.gov is an inbound solution
for data collection. Award recipients and
agencies provide the data mandated by
ARRA. Recovery.gov is a public site. Data
from FR.gov rolls into Recovery.gov as
early as the due date of our quarterly
reports. Coverage maps and standard
reports will be available on Recovery.gov.
Q&A
? Can I view FederalReporting.gov
without a User ID and Password?
A Yes. You can view messages
regarding due dates; download
templates, data models, OMB
webinars, and other reference
material; and the FAQ’s.
Q&A
? What if I receive a “mailbox full”
message when I send my ARRA Grant
Reporting Worksheet to C&G?
A Alternate mailboxes: tebert@uga.edu
cgadmin@uga.edu pamray@uga.edu
Final Reporting
 Recipients are no longer required to
submit reports when:
 The award period has ended, and
 All Recovery funds are received (drawdown, reimbursement or invoice); or
 The award has been terminated or
cancelled
Contracts & Grants
Contact Information:
Tammy Ebert, Associate Director
706 227 5390
tebert@uga.edu