Appendix B to Part 276 - Financial Reporting Requirements
25:1.0.1.13.107.0.346.18.8 : Appendix B
Appendix B to Part 276 - Financial Reporting Requirements
A. Purpose and scope. This appendix prescribes
requirements for grantee to report financial information to the
Bureau and to request advances and reimbursement when a
letter-of-credit method is not used.
B. Definitions. 1. Accrued expenditures. Accrued
expenditures are the charges incurred by the grantee during a given
period requiring the provision of funds for: (1) Goods and other
tangible property received; (2) services performed by employes,
contractors, subgrantees, and other payees; and (3) amounts
becoming owed under programs for which no current services or
performed are required.
2. Accrued income. Accrued income is the earnings during
a given period which is a source of funds resulting from: (1)
Services performed by the grantee; (2) goods and other tangible
property delivered to purchasers; and (3) amounts becoming owed to
the grantee for which no current services or performance are
required by the grantee.
3. Disbursements. Disbursements are payments in cash or
by check.
4. Bureau funds authorized. Funds authorized represent
the total amount of the Bureau funds authorized for obligations and
establish the ceilings for obligation of Bureau funds. This amount
may include any authorized carryover of unobligated funds from
prior fiscal years.
5. Obligations. Obligations are the amounts of orders
placed, contracts and grants awarded, services received, and
similar transactions during a given period, which will require
payment during the same or a future period.
6. Outlays. Outlays represent charges made to the grant
project or program. Outlays can be reported on a cash or accrued
expenditure basis.
7. Program income. Program income represents earnings by
the grantee realized from the grant-supported activities. Such
earnings exclude interest income and may include, but will not be
limited to, income from service fees, sale of commodities, usage or
rental fees, sale of assets purchased with grant funds, and
royalties on patents and copy-rights. Program income can be
reported on a cash or accrued income basis.
8. Unobligated balance. The unobligated balance is the
portion of the funds authorized by the Bureau which has not been
obligated by the grantee and is determined by deducting the
cumulative obligations from the funds authorized.
9. Unpaid obligations. Unpaid obligations represent the
amout of obligations incurred by the grantee which have not been
paid.
C. Standard forms. 1. Only the following forms will be
authorized for obtaining financial information from grantees for
grant programs:
a. Financial Status Report. (1) The Bureau shall require
grantees to use a standard Financial Status Report to report the
status of funds for all nonconstruction grant programs. The Bureau
may, however, have the option of not requiring a Federal Status
Report when a request for advance or reimbursement (paragraph 2a)
is determined to provide adequate information to meet their needs,
except that a final Financial Status Report shall be required at
the completion of the grant when the Request for Advance or
Reimbursement form is used only for advances.
(2) The Bureau shall prescribe whether the report shall be on a
cash or accrual basis. If the Bureau requires accrual information
and the grantee's accouting records are not normally kept on the
accrual basis, the grantee should develop such information through
an analysis of the documentation on hand or on the basis of best
estimates.
(3) The grant agreement shall determine the frequency of the
Financial Status Report for each grant program considering the size
and complexity of the particular program. However, the report shall
not be required more frequently than quarterly or less frequently
than annually. Also, a final report shall be required at the
completion of the grant.
(4) The original and two copies of the Financial Status Report
shall be submitted 30 days after the end of each specified
reporting period. In addition, final reports shall be submitted 90
days after the end of the grant period or the completion of the
project or program. Extensions to reporting due dates may be
approved when requested by the grantee.
b. Report of federal cash transactions. (1) When funds
are advanced to grantees through letters of credit or with Treasury
checks, each grantee shall submit a report of Federal Cash
Transactions. The Bureau shall use this report to monitor cash
advanced to grantees and to obtain disbursement or outlay
information for each grant or project from the grantees.
(2) The grant agreement may require forecasts of Federal cash
requirement in the Remarks section of the report.
(3) When practical and deemed necessary, the Bureau may require
grantees to report in the Remarks section the amount of cash in
excess of three days' requirements in the hands of subgrantees or
other secondary recipients and to provide short narrative
explanations of actions taken by the grantees to reduce the excess
balances.
(4) The Bureau shall accept the identical information from the
grantees in a machine-usable format in lieu of the Report of
Federal Cash Transactions.
(5) Grantees shall submit the original and two copies of the
Report of Federal Cash Transactions no later than 15 working days
following the end of each quarter. For those grantees receiving
annual grants totalling one million dollars or more, the Bureau
shall require a monthly report.
(6) The Bureau shall waive the requirement for submission of a
Report of Federal Cash Transactions when monthly advances do not
exceed $10,000 per grantee provided that such advances are
monitored through other forms contained in this appendix or the
grantee's accounting controls are adequate to minimize excessive
Federal advances.
2. Except as noted below, only the following forms will be
authorized for the grantees in requesting advances and
reimbursements.
a. Request for advance or reimbursement. (1) The “Request
for Advance or Reimbursement” form is the standard form for all
nonconstruction grant programs when letters of credit or
predetermined automatic advance methods are not used. The Bureau,
however, has the option of using this form for construction
programs in lieu of an “Outlay Report and Request for Reimbursement
for Construction Programs” (paragraph 2b) and shall specify in the
grant agreement.
(2) Grantees shall be authorized to submit requests for advances
or reimbursement at least monthly when letters of credit are not
used. Grantees shall submit the original and two copies of a
Request for Advance or Reimbursement.
b. Outlay Report and Request for Reimbursement for
Construction Program. (1) The “Outlay Report and Request for
Reimbursement for Construction Programs” form is the standard
format to be used for requesting reimbursement for construction
programs. The Bureau may, however, have the option of substituting
a “Request for Advance or Reimbursement” form (paragraph 2a) in
lieu of this form when the Bureau determines that the former
provides adequate information to meet its needs as stated in the
grant agreement.
(2) Grantees shall be authorized to submit requests for
reimbursement at least monthly when letters of credit are not used.
Grantees shall submit the original and two copies of an “Outlay
Report and Request for Reimbursement for Construction Programs”
form.
3. When the Bureau needs additional information in using these
forms, the following shall be observed:
a. When necessary to comply with future legislative
requirements, the Bureau shall issue instructions to require
grantees to submit such information under the Remarks section of
the reports.
b. When necessary to meet specific program needs, the Bureau
shall submit the proposed reporting requirements to the General
Services Administration for approval under the exception provision
of this appendix.
c. The Bureau, in obtaining information as in paragraphs a and b
above, must also comply with report clearance requirements of the
Office of Management and Budget Circular No. A-40, as revised.
[40 FR 51316, Nov. 4, 1975, as amended at 41 FR 5099, Feb. 4, 1976;
43 FR 37447, Aug. 23, 1978]