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Federal Grants Reporting Guidelines for State Agencies

Learn about the new reporting requirements for Federal grants, including data entry into the SABRs system and updating quarterly. Understand the impact of Sequestration on CCRI grants and the reporting obligations for Grant Directors.

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Federal Grants Reporting Guidelines for State Agencies

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  1. September 2013 Grant Brown Bag Session Federal Grants Catalog (sabrs reporting) By: Tracy Morkunas, CPA September 17, 2013

  2. New Reporting On Federal Grants • On July 31, 2013, a memo from the Dept. of Administration, Office of Management & Budget (Peter Marino) was sent to all State Agency Directors • State Agencies asked to enter information about all Federal awards including budget amounts • The information was to improve federal fund transparency and will assist both OMB & agencies in responding to federal policy changes & directives • Data to be entered into the SABRs system • Updated Quarterly – first submission due October 1, 2013

  3. Where Did This Request Come From? • Due to Sequestration (Effective March 1, 2013) • RI Governor’s Office was requested to demonstrate the impact of the cuts • Found they did not have a good handle on Federally Funded Grants • New reporting intended to streamline any future information requests

  4. Which CCRI Grants are Impacted? CCRI Reports On: • EOC • ETS • ACCESS • ACCESS Newport • TAACCCT (PACE) • Electric Power • Geology Textbook May Receive Questions On: • EPSCoR • AST • RIECE • DLT Trade • Connect2College • STEM Plus • Career Pathways • GED to College • Transition to College • REACH

  5. Reporting Requirements • Must upload all Grant Award Notifications, Terms & Conditions, any subsequent changes • Identify each Direct Federal Grant & provide: • Award # / Amendment # (if applicable) • Federal Awarding Agency • Begin Date, End Date, Liquidation Date • Current Award Amount, Cumulative Award Amount • Amount of Award Budgeted for current State FY • Amount of Award Budgeted for next State FY

  6. Reporting Requirements, continued • Program Purpose • Brief description of the program purpose (700 character max) • Match required (if applicable) • Administrative Set Aside Percent/Amount (if applicable) • Indirect cost rate assessed to the Award

  7. Screen Print of SABRS Reporting

  8. What do Grant Directors Need to DO? • Send Program Purpose to Chief Accountant (Tracy) • Brief description of the program (700 character max) simple enough to be understood by the taxpayer • CANNOT use any abbreviations, i.e. Dept. or CCRI • Write out Department and Community College of Rhode Island • Copy of the Terms & Conditions • Also send to Tracy • Anytime you receive a new Grant Award Notification or Amendment/modification  Send to Tracy

  9. GD’s Responsibilities, continued • Help determine the Amount of Funds to be Budgeted in Current and Next STATE Fiscal Year • For this round, we (Controller’s and Business Office) are using the Budget Projections that were prepared in August 2013 • Communicate any major changes within the grant to the Chief Accountant (Tracy) • Be ready to answer any questions that may arise from this reporting

  10. What Questions will they ask? • We’re not entirely sure yet! • Only 1 example was given: • If spending is far from the budget provided, they may ask why • They might ask questions if: • Budgeted spend is much higher/lower than the current year’s grant award • If a cut/increase in grant funding, may want to know the employment & participant’s impact

  11. Reporting Frequency • SABRs reporting is updated quarterly • First report is due October 1, 2013 • After the initial report, maintenance should be minimal • Primary changes will be at the close of the State’s Fiscal Year (June 30) and when Amendments, Modifications, and new grant years are initiated

  12. Summary • Dept. of Administration (OMB) is requesting information on Direct Federal Grants • First reporting due 10/1/13 & quarterly updates • Grant Directors need to prepare: • Brief Program Purpose statements • Forward Copies of Terms & Conditions • Send all new materials to Chief Accountant • Help with current & future grant budget (State’s FY) • Be ready to answer OMB’s questions

  13. Question & Commentary Period

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