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#385 Schedule of Federal Assistance
Function
This supplement is designed to enable you to maintain contract master files for all grants and contracts that you administer. It will also permit you to print out the Schedule of Federal Financial Assistance in a format required for most audit reports.
Things You Should Know
Document Attachments
The system gives you the ability to attach an external document to a specific Contract/Grants file. An example of an attached document is a pdf image of the contract cover page or funding source approval document. To accomplish this, once the Contracts/Grants tab is displayed for an existing contract or grant, click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to Schedule of Federal Assistance. The Doc# fields will also automatically be populated. Click on the >> symbol to the right of the File Name field and select the document to be attached. Once the document name is selected, click on Save.
Once a document is attached, it will appear on the File List tab. Should you wish to view a document already attached, simply click on it from the list shown and click on the View File button.
Should you wish to add additional documents to the Contracts/Grants form, once the grid appears with the currently attached document(s) click on the New button on the bottom of the form and repeat the attachment process.
Should you wish to “un-attach” a document, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the Contracts/Grants form.
Instructions for Establishing the Setup Files Fed/State/Local FN Tab
From this tab you can set up your federal, state, local and footnote codes. As many codes as desired may be set up.
Fed Agency Code
Code: Enter a number between 1 and 99999. You may choose a 40000 number that corresponds to a revenue code in the accounting system or a number that relates to the CDFA # for the particular federal agency.
Agency Name: Enter the official agency name as you want it to appear on the Schedule of Federal Assistance.
State/Local Agency Code
Code: Enter a number between 1 and 99999. You may choose a 40000 number that corresponds to a revenue code in the accounting system or a number that relates to the CDFA # for the particular state or local agency.
Agency Name: Enter the official agency name as you want it to appear on the Schedule of Federal Assistance.
Footnotes
Code: Enter a number between 1 and 99999 to be assigned to the footnote.
Description: Enter the description for your footnote. Only the first 28 characters of this description will print on the report.
Contracts/Grants Tab Rec #
The program will automatically number records. To review a previously entered contract master file, select Prev, Next or Find.
Contract
Enter the appropriate contract number. Up to 35 spaces are available.
CFDA#
Enter the appropriate CFDA# in the prescribed format.
Title
Enter the title of the grant or contract, i.e., Home Energy Assistance Program. Up to 50 spaces are available for this title.
Major
This box is checked by default. If this is not a major program, you’ll need to uncheck the box.
Active
This box is checked by default. When the grant or contract is no longer active, you’ll want
to uncheck this box.
FN#
Select from the combo box the footnote number that is to be printed on the Schedule of Federal Assistance. If a footnote is not necessary for a particular contract, leave this field blank.
Fed Code
Select or enter the federal agency code number. The description will be displayed. If the contract is from state or local funds, leave this field blank.
State/Local
Select or enter the state or local agency code number if the contract has state or local funds or has federal dollars passed through a state department.
Note: If a contract is federally funded but the funds are passed through a state agency, you must enter both a federal agency code and the state agency code that the money passes through. When codes are entered in both the federal and state/local fields, the Schedule of Federal Assistance will automatically print “Pass Through” for the specified state agency.
Award Amt
Enter the grant/contract award amount. You may wish to contact your auditor to discuss if local match should be included here.
Award Date
Enter the date that the contract was awarded.
From & to
Enter the beginning and ending contract period dates.
Project
Include, if desired, the 30000 project numbers that are set up for this contract. This field is informational and will not be printed on the Schedule of Federal Assistance.
Match Required
Enter the contract provision for required match, i.e., 25% cash match or 10% in-kind match. This is for informational purposes only.
Reports
Enter the contract provisions for reporting requirement, i.e., Quarterly financial and Progress reports.
Other Comments
One hundred spaces are available for any notes or contract provisions that you wish to
include in the contract master file.
Contact, Address, Phone
Enter the name, address and telephone number of the contact person at the grantor agency.
Amended
Enter contract amendment dates here.
Monitored
Enter monitoring dates here.
Beg A/R (+) Defer (-)
Enter the dollar amount, if there was a receivable due at the beginning of the contract period (i.e., 2500.00) or, if there was deferred revenue at the beginning of the contract period (i.e., -1000.00).
Fed Rec
Enter the amount of federal revenue received for the fiscal year.
Fed Exp
Enter the amount of federal expenditures for the fiscal year. In most cases the amount is the same as the federal revenue earned.
Note: For Performance Based Contracts, this amount would represent the federal funds earned based on units of service provided.
Other Exp
Enter the dollar amount of non-federal expenditures. In most cases this would be the total expenditures less federal expenditures.
End A/R (+) Defer (-)
The program will automatically take the difference between federal receipts this year and federal expended and display the result in this field. If the result is a receivable, a positive number will be displayed (no sign). If the result is deferred revenue, a negative number will be displayed preceded by a minus sign.
Total Exp
The program will automatically add the amounts entered in federal and other expended this year and display the total in this field.
Operating Instructions
Print Reports Tab
Print Current Year Worksheet
Prior to closing out all grants and contracts at the end of the fiscal year, you may print a current year worksheet to fill in calculated dollar amounts for federal receipts, federal expenditures, and other expenditures. Use this worksheet to simplify data entry into contract master files.
Prior to printing, you will need to enter the Period Beginning and Ending Dates. The worksheet will automatically default to include All Contract/Grant, All Federal Agency, All State Pass Thru, and All CFDA. Should you wish to exclude any of these, simply select the appropriate tab and remove the checkmark in the box to the left of the selection.
Note: The program will review all contract master files for contract beginning and ending dates. The worksheet will include all contracts that begin or end within the dates specified.
Schedule of Federal Assistance
Refer to paragraph 2 of “Print Current Year Worksheet” for the appropriate response instructions.
Note: This will print in landscape format.
Print Contract/Grant Profiles
Refer to paragraph 2 of “Print Current Year Worksheet” for the appropriate response instructions. In addition to these, you’ll also need to select the Order. Options available are Code, CFDA, or Contract number
Roll Forward/Reverse tab
Roll Forward
When this button is selected, you will be asked “Are you sure you want to roll forward the balance?” Answering Yes will cause all ending accounts receivable and deferred revenue amounts to be moved to the beginning accounts receivable and deferred revenue field, zeroing out current year receipts and expenditures for active contracts.
Reverse Roll Forward
When this button is selected, you will be asked “Are you sure you want to reverse the balance?” Answering Yes will reverse the process discussed in “Roll Forward” immediately above.
This supplement is designed to enable you to maintain contract master files for all grants and contracts that you administer. It will also permit you to print out the Schedule of Federal Financial Assistance in a format required for most audit reports.
Things You Should Know
- Before entering Contract/Grant Master Files, you must establish federal, state and local codes. Footnotes may also be established at this time.
- Other features of this supplement include:
- Current year worksheet
- Print contract/grant profiles
- Quick edit routine for changing dollar amounts
- Ability to enter footnotes for the Schedule of Federal Financial Assistance
- Ability to roll forward ending balances - Many grant and contract agreements do not state the true source of the funds (i.e., federal, state or local) or the CFDA (Catalog of Federal Domestic Assistance) number. Some grants and/or contracts specify “state” funds, when, in fact, they are federal dollars that are passed through a state agency. You should contact grantor agencies and inquire as to the true origin of funds. Request the CFDA# if it is not included in the grant or contract agreement.
Document Attachments
The system gives you the ability to attach an external document to a specific Contract/Grants file. An example of an attached document is a pdf image of the contract cover page or funding source approval document. To accomplish this, once the Contracts/Grants tab is displayed for an existing contract or grant, click on the Documents button on the tool bar across the top of your screen. A New Document form will appear with the Source combo box defaulted to Schedule of Federal Assistance. The Doc# fields will also automatically be populated. Click on the >> symbol to the right of the File Name field and select the document to be attached. Once the document name is selected, click on Save.
Once a document is attached, it will appear on the File List tab. Should you wish to view a document already attached, simply click on it from the list shown and click on the View File button.
Should you wish to add additional documents to the Contracts/Grants form, once the grid appears with the currently attached document(s) click on the New button on the bottom of the form and repeat the attachment process.
Should you wish to “un-attach” a document, highlight the existing file name and click on the Delete button on the bottom. Note: this step does not delete the document, it merely “un-attaches” it from the Contracts/Grants form.
Instructions for Establishing the Setup Files Fed/State/Local FN Tab
From this tab you can set up your federal, state, local and footnote codes. As many codes as desired may be set up.
Fed Agency Code
Code: Enter a number between 1 and 99999. You may choose a 40000 number that corresponds to a revenue code in the accounting system or a number that relates to the CDFA # for the particular federal agency.
Agency Name: Enter the official agency name as you want it to appear on the Schedule of Federal Assistance.
State/Local Agency Code
Code: Enter a number between 1 and 99999. You may choose a 40000 number that corresponds to a revenue code in the accounting system or a number that relates to the CDFA # for the particular state or local agency.
Agency Name: Enter the official agency name as you want it to appear on the Schedule of Federal Assistance.
Footnotes
Code: Enter a number between 1 and 99999 to be assigned to the footnote.
Description: Enter the description for your footnote. Only the first 28 characters of this description will print on the report.
Contracts/Grants Tab Rec #
The program will automatically number records. To review a previously entered contract master file, select Prev, Next or Find.
Contract
Enter the appropriate contract number. Up to 35 spaces are available.
CFDA#
Enter the appropriate CFDA# in the prescribed format.
Title
Enter the title of the grant or contract, i.e., Home Energy Assistance Program. Up to 50 spaces are available for this title.
Major
This box is checked by default. If this is not a major program, you’ll need to uncheck the box.
Active
This box is checked by default. When the grant or contract is no longer active, you’ll want
to uncheck this box.
FN#
Select from the combo box the footnote number that is to be printed on the Schedule of Federal Assistance. If a footnote is not necessary for a particular contract, leave this field blank.
Fed Code
Select or enter the federal agency code number. The description will be displayed. If the contract is from state or local funds, leave this field blank.
State/Local
Select or enter the state or local agency code number if the contract has state or local funds or has federal dollars passed through a state department.
Note: If a contract is federally funded but the funds are passed through a state agency, you must enter both a federal agency code and the state agency code that the money passes through. When codes are entered in both the federal and state/local fields, the Schedule of Federal Assistance will automatically print “Pass Through” for the specified state agency.
Award Amt
Enter the grant/contract award amount. You may wish to contact your auditor to discuss if local match should be included here.
Award Date
Enter the date that the contract was awarded.
From & to
Enter the beginning and ending contract period dates.
Project
Include, if desired, the 30000 project numbers that are set up for this contract. This field is informational and will not be printed on the Schedule of Federal Assistance.
Match Required
Enter the contract provision for required match, i.e., 25% cash match or 10% in-kind match. This is for informational purposes only.
Reports
Enter the contract provisions for reporting requirement, i.e., Quarterly financial and Progress reports.
Other Comments
One hundred spaces are available for any notes or contract provisions that you wish to
include in the contract master file.
Contact, Address, Phone
Enter the name, address and telephone number of the contact person at the grantor agency.
Amended
Enter contract amendment dates here.
Monitored
Enter monitoring dates here.
Beg A/R (+) Defer (-)
Enter the dollar amount, if there was a receivable due at the beginning of the contract period (i.e., 2500.00) or, if there was deferred revenue at the beginning of the contract period (i.e., -1000.00).
Fed Rec
Enter the amount of federal revenue received for the fiscal year.
Fed Exp
Enter the amount of federal expenditures for the fiscal year. In most cases the amount is the same as the federal revenue earned.
Note: For Performance Based Contracts, this amount would represent the federal funds earned based on units of service provided.
Other Exp
Enter the dollar amount of non-federal expenditures. In most cases this would be the total expenditures less federal expenditures.
End A/R (+) Defer (-)
The program will automatically take the difference between federal receipts this year and federal expended and display the result in this field. If the result is a receivable, a positive number will be displayed (no sign). If the result is deferred revenue, a negative number will be displayed preceded by a minus sign.
Total Exp
The program will automatically add the amounts entered in federal and other expended this year and display the total in this field.
Operating Instructions
Print Reports Tab
Print Current Year Worksheet
Prior to closing out all grants and contracts at the end of the fiscal year, you may print a current year worksheet to fill in calculated dollar amounts for federal receipts, federal expenditures, and other expenditures. Use this worksheet to simplify data entry into contract master files.
Prior to printing, you will need to enter the Period Beginning and Ending Dates. The worksheet will automatically default to include All Contract/Grant, All Federal Agency, All State Pass Thru, and All CFDA. Should you wish to exclude any of these, simply select the appropriate tab and remove the checkmark in the box to the left of the selection.
Note: The program will review all contract master files for contract beginning and ending dates. The worksheet will include all contracts that begin or end within the dates specified.
Schedule of Federal Assistance
Refer to paragraph 2 of “Print Current Year Worksheet” for the appropriate response instructions.
Note: This will print in landscape format.
Print Contract/Grant Profiles
Refer to paragraph 2 of “Print Current Year Worksheet” for the appropriate response instructions. In addition to these, you’ll also need to select the Order. Options available are Code, CFDA, or Contract number
Roll Forward/Reverse tab
Roll Forward
When this button is selected, you will be asked “Are you sure you want to roll forward the balance?” Answering Yes will cause all ending accounts receivable and deferred revenue amounts to be moved to the beginning accounts receivable and deferred revenue field, zeroing out current year receipts and expenditures for active contracts.
Reverse Roll Forward
When this button is selected, you will be asked “Are you sure you want to reverse the balance?” Answering Yes will reverse the process discussed in “Roll Forward” immediately above.