FEDERAL GRANTS CATALOG (SABRs REPORTING)September 2013 Grant Brown Bag Session

By: Tracy Morkunas, CPA

September 17, 2013

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

2

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 requests3

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

4

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

5

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

6

SCREEN PRINT OF SABRS REPORTING

7

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

8

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

9

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

10

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

11

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

12

QUESTION & COMMENTARY PERIOD

13