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Financial Status Reports

1. 2008 CSREES Administrative Officers Conference Session #62, May 7, 2008, 1:00 pm – 2:15 pm Savannah, Georgia. 1994 Tribal College Endowment Interest By Barry Sims, Staff Accountant, Oversight Section, and Kenneth Keys, Team Leader, Financial Management Section

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Financial Status Reports

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  2. 2008 CSREES Administrative Officers ConferenceSession #62, May 7, 2008, 1:00 pm – 2:15 pm Savannah, Georgia 1994 Tribal College Endowment InterestBy Barry Sims, Staff Accountant, Oversight Section, and Kenneth Keys, Team Leader, Financial Management Section Office of Extramural Programs, CSREES-USDA 2

  3. Financial Status Reports Each 1994 Land-Grant Institution (LGI) is required to submit an SF-269, Financial Status Report (FSR) to account for the Tribal College Endowment Fund interest which it receives. This report should be sent to the Oversight Section (OS) 90 days after September 30th of every year (i.e., December 31st). An Office of Extramural Programs (OEP) staff member will review the FSR to verify that it is completed correctly and contains all required information and signatures. The staff member will contact the 1994 LGI if corrections are needed. If there are no corrections needed, the staff member will reconcile the FSR. Approved 2-6-08 3

  4. There are two Financial Status Report forms (SF 269) available: The 269 (Long Form) The 269a (Short Form) 4

  5. Helpful Hints • Double check to make sure the FSR is completed correctly and contains all required information and signatures. • Have a copy available of the Notice of Award, for this program (for reference purposes). • Have copies of the last reported Financial Status Report (to refer to), if not a new grant. If new, this would be the 1st report. 5

  6. 1994s and Grants ManagementBreakout Session #62Wednesday, May 7, 2008, 1:00-2:15 PM2008 CSREES Administrative Officers’ Conference • On March 15, 2007, One Apple College (a 1994 LGI) received the FY 2007 Distribution Letter (for 1994 LGI Endowment Interest) from the CSREES Oversight Section. One Apple College was awarded $45,238 for the assigned Award No. 2007-38423-06999. Since there is no time limitation for the expenditure of these funds, institutions are required to report (via an SF-269) annually by December 31st for the previous Federal fiscal year until funds are fully expended. Each fiscal year distribution requires a separate SF-269. • During FY 2007, the university expended $25,008.99; during FY 2008, the college expended an additional $5,010.00; and during FY 2009, the college expended an additional $15,219.01 (the remaining funds). Joseph Doe, the business officer at 1994 University, completed the reports on December 15, 2007; December 10, 2008; and April 21, 2009. • The university address is 101 Main Street; Your City, Your State 12345. The College EIN is 99-1234567. Joseph Doe’s number is 999-999-9999 ext 123. The recipient account number for this award is 2000-0107. • Please complete the interim SF-269, Financial Status Report, for the periods ending September 30, 2007 and September 30, 2008, and the final SF-269, Financial Status Report, for this award. 6

  7. Starting with Cell # 1 1. Federal Agency and Organizational Element to Which Report is Submitted: CSREES 7

  8. The first number indicates the Federal fiscal year that the interest was awarded, the next five is Financial Distribution Code, and the last five numbers is your institution’s CSREES payee code 2. Federal Grant or Other Identifying Number Assigned By Federal Agency (this number can be found on Line 3 on your Notice of Award) CSREES 2007-38423-06999 (1994 Endowment) 8

  9. 3. Recipient Organization (Name and complete address, including ZIP code) CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 9

  10. 4. Employer Identification Number CSREES 2007-38423-0699 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 10

  11. 5. Recipient Account Number or Identifying Number This is a block for use by the recipient for identification and tracking purposes.. CSREES 2007-38423-0699(1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 11

  12. 6. Final Report “Yes”should be marked if this is the last report for the budget period with no unliquidated obligations, or the final closeout FSR. “NO”should be marked if this is not the final report for the budget period, or if the FSR contains unliquidated obligations, or is not the final closeout FSR. CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 12

  13. Cash Accounting: CSREES 1994 LGIs who record obligations for goods and services to the general ledger when funds are actually disbursed are reporting on a “CASH” basis. Accrual Accounting: CSREES 1994 LGIs who record obligations to the ledger when they make an order for goods or services that will become owed under the CSREES grant program are reporting on a “ACCRUAL” basis. CSREES 2007-38423-06999 (1994Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 13

  14. 8. Funding/Grant Period (Use Line 9 ‘Project Period’ from your Notice of Award) CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 14

  15. 9. Period Covered by this Report CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 15

  16. Column II (Sec. 10, Line a) The “THIS PERIOD” column should only have expenses reported for the budget period covered in section 9. CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/01/2006 09/30/2007 10/1/2006 9/30/2007 25,008.99 16

  17. Column III (Sec. 10, Line a) The “Cumulative Section” is a collective account of all expenditures for the entire “Funding Period” CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 17

  18. Rebates and Refunds(Sec. 10, Line b) Usually zero but occasionally a 1994 LGI will have a rebate or refund for the project. For this award it will be zero. CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 18

  19. Column II (Sec. 10, Line b) Rebates and refunds should be reported here under “This Period”. CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 0.00 19

  20. Column III (Sec. 10, Line b) Total of refunds and rebates should be reported by the 1994 LGI in the “Cumulative Sections”. CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 0.00 0.00 20

  21. Endowment Interest does not generate program income so this should be zero Column II (Sec. 10, Line c) CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 0.00 0.00 0.00 21

  22. 1994 LGI should show total of all Program Income under “Cumulative Sections “ Column III (Sec. 10, Line c) CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 0.00 0.00 0.00 0.00 22

  23. Net Outlays Column II (Sec. 10, Line d) CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 0.00 0.00 0.00 0.00 23 25,008.99

  24. Column III (Sec. 10, Line d) Subtract Line b & c from Line a in Column III to arrive at the Cumulative ‘Net Outlays’ CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2006 09/30/2007 25,008.99 25,008.99 0.00 0.00 0.00 0.00 24 25,008.99 25,008.99

  25. Recipient Share of Outlays Section 10, Line e through i This is not used for endowment interest. 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25

  26. Column II & III (Sec. 10, Line j) Subtract Line i from Line d in Column III to arrive at the federal share of ‘Net Outlays’ 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25,008.99 25,008.99 26

  27. 1994 LGI should list any expenses incurred for which they used endowment interest but for which they have not yet been billed. (These are expenses owed by the 1994 LGI for program related goods and services that have not been paid) Unliquidated Obligations Column II & III (Sec. 10, Line k) 0.00 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25,008.99 25,008.99 0.00 27

  28. Column II & III (Sec. 10, Line L) 1994 LGI should list the amount of funds they are responsible for paying towards outstanding unliquidated obligations under “Recipient’s Share”, if there are any. 0.00 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25,008.99 25,008.99 28

  29. 1994 LGI should list the amount of funds charged to the endowment interest for any “unliquided obligations” charged as “Federal Share”. Column II & III (Sec. 10, Line m) 0.00 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25,008.99 25,008.99 29

  30. Add the Federal Share from Line j and Line m for the “Total Federal Share” on Line n. Unliquidated obligations incurred in a budget period must be charged or counted against the budget period in which they accrued. No Final FSR is accepted with unliquidated obligations Column II & III (Sec. 10, Line n) 0.00 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25,008.99 25,008.99 25,008.99 30

  31. Federal Funds Authorized Column II & III (Sec. 10, Line o) 1994 LGI should list “Total Federal Funds” available for this budget period here. (Found on Item 16 in the Notice of Award) 0.00 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25,008.99 25,008.99 25,008.99 45,238.00 31

  32. - Unobligated Balance Column II & III (Sec. 10, Line p) Subtract Line n from Line o to find the Unobligated balance (45,238.00 – 25,008.99= 20,229.01) 0.00 25,008.99 25,008.99 0.00 0.00 0.00 0.00 0.00 25,008.99 25,008.99 25,008.99 45,238.00 32 20,229.01

  33. Section 12 Any special comments to the FSR will be noted here by the 1994 LGI. (e.g.- if they had any unliquidated obligations reported- they might comment here.) Joseph Doe, Business Officer (999) 999-9999 December 15, 2007 33

  34. Certification Section should be completely filled out by the 1994 LGI. Section 13 Joseph Doe, Business Officer (999) 999-9999 December 15, 2007 34

  35. Special Note: Each 1994 LGI must submit a ‘FINAL’ FSR for this budget period with no unliquidated obligations before the OS can accept the FSR for this reporting period as “Final”. 35

  36. Previously Reported Section 10, Column I, Line a Add Previous Year here As a “Cumulative Report, since this is the second year FSR, 1994 LGI should report all first year expenditures on this FSR under “Previously Reported” Verify what is being reported (by comparing Line A “Total Outlays” on this report against the first yr Final FSR Line N, Col. III “Total Federal Share”) CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2007 09/30/2008 25,008.99 36

  37. Column II (Sec. 10, Line a) 1994 LGI is required to report current year expenditures for the second year under “ This Period”. Which should reflect the budget period in section 9. CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2007 09/30/2008 25,008.99 5,010.00 37

  38. Column III (Sec. 10, Line a) Add Line a, Column I and Column II to verify the balance recorded in Column III. (25,008.99 + 5,010.00 = 30,018.99) CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2007 09/30/2008 25,008.99 5,010.00 30,018.99 38

  39. Column III (Sec. 10, Line d) Subtract Line b & c from Line a in Column III to arrive at the Cumulative ‘Net Outlays’ CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2007 09/30/2008 25,008.99 5,010.00 30,018.99 0.00 0.00 0.00 0.00 0.00 0.00 25,008.99 5,010.00 30,018.99 39

  40. Section 10, Line e through i This is not used for endowment interest. 25,008.99 5,010.00 30,018.99 0.00 0.00 0.00 0.00 0.00 40

  41. Column III (Sec. 10, Line j) Subtract Line i from Line d in Column III to arrive at the federal share of ‘Net Outlays’ 25,008.99 5,010.00 30,018.99 0.00 0.00 0.00 0.00 0.00 25,008.99 5,010.00 30,018.99 41

  42. + Column III (Sec. 10, Line n) Add the Federal Share from Line j and Line m for the Total Federal Share for the second year 25,008.99 5,010.00 30,018.99 0.00 0.00 0.00 0.00 0.00 25,008.99 40,000.00 30,018.99 0.00 0.00 0.00 30,018.99 42

  43. - Column III (Sec. 10, Line p) Subtract Line n from Line o to find the ‘Unobligated Balance’ (45238.00 – 30,018.99 = 15,219.01) 25,008.99 5,010.00 30,018.99 0.00 0.00 0.00 0.00 0.00 25,008.99 5,010.00 30,018.99 0.00 0.00 0.00 30,018.99 45,238.00 43 15,219.01

  44. Add Previous Years here As a “Cumulative Report”, since this is the third year FSR, 1994 LGI should report all first & second year expenditures on this FSR under “Previously Reported” Previously Reported Section 10, Column I, Line a Verify what is being reported by comparing Line A “Total Outlays” on this report against the first & second yr Final FSR Line N, Col. III “Total Federal Share” CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2008 09/30/2009 30,018.99 44

  45. Column II (Sec. 10, Line a) 1994 LGI is required to report current year expenditures for the third year under “This Period”. This should reflect the budget period in section 9. CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2008 09/30/2009 30,018.99 15,219.01 45

  46. Column III (Sec. 10, Line a) Add Line a, Column I and Column II to verify the balance recorded in Column III. (30,018.99 + 15,219.01 = 45,238.00) CSREES 2007-38423-06999 (1994 Endowment) 9 One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2008 09/30/2009 30,018.99 15,219.01 45,238.00 46

  47. Column III (Sec. 10, Line d) Subtract Line b & c from Line a in Column III to arrive at the Cumulative ‘Net Outlays’ CSREES 2007-38423-06999 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 12345 99-1234567 2000-0107 10/1/2006 09/30/2007 10/1/2008 09/30/2009 30,018.99 15,219.01 45,238.00 0.00 0.00 0.00 0.00 0.00 0.00 30,018.99 15,219.01 45,238.00 47

  48. - Column III (Sec. 10, Line p) Subtract Line n from Line o to find the ‘Unobligated Balance’ (45,238.00 – 45,238.00 = 0.00) 30,018.99 15,219.01 45,238.00 0.00 0.00 0.00 0.00 0.00 30,018.99 15,219.01 45,238.00 0.00 0.00 0.00 45,238.00 45,238.00 48 0.00

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