Federal Financial Reporting (Standard Form SF-425)

How to Complete the SF-425 for the Per Diem, Special Needs, TIP, and Capital Grant Awards

VA Homeless Provider Grant and Per Diem Program Office

• What is the Purpose of Submitting the SF-425• Most Recent Changes to the SF-425 • Instructions For Completing the SF – 425 Form

For Per Diem, TIP, and Special Need Payments • Instructions For Completing the SF -425 Form For

Capital Grants and Vans • Common Reporting Errors• Reporting Due Dates• Where to Send the SF-425

Overview of the SF-425

SF-425 PURPOSE

• The SF-425 form is a required Office of Management and Budget (OMB) financial reporting form to track the status of financial data tied to a particular Federal grant award

Purpose of the SF-425

SF-425 CHANGES

• OMB has changed the SF-425 expiration form date from 10/11/2011 to 2/28/2015

• OMB will allow Grantees to charge a fixed rate to administrative costs to grants (Final Rule will become effective on

December 26, 2014)

Note: The VA GPD Program Office continues to improve on streamlining Federal reporting processes. Any improvements for reporting on the SF-425 form will be featured on

the VA GPD website.

Most Recent changes to the SF-425

Step by Step Instructions

• Instructions For Completing the SF – 425 Form For Per Diem, TIP, and Special Need PaymentsSF-425 Instructions for Per Diem, Special Need, and TIP

Step by Step Instructions

• Instructions For Completing the SF -425 Form For Capital Grants and Vans

• SF-425 Instructions for Capital and Van Grants

Step by Step Instructions

COMMON FEDERAL FINANCIAL REPORTING ERRORS

• Not reporting the correct project number• Not capturing the accurate reporting type• Not reporting the accurate reporting period end

date

Common Reporting Errors Report Type

Common Reporting Errors Federal Cash

• 10 (a), Not reporting the correct amount of the VA GPD funds authorized (received) as of the beginning of the grant reporting period to the reporting period end date

• 10 (b), Not reporting the correct amount of Federal funds disbursed from the start of the award through the reporting period end date

The amount disbursed represents the sum of allowable incurred costs (direct and indirect).Note: The VA GPD program office does not reimburse Indirect Costs under the Capital Grant components of the VA GPD grant.

Cash on HandNotable Reasons for the Net Effect on Cash on Hand:

Positive (Excess) Cash Flow:Per Diem rate may be too high

Negative Cash Flow:Per Diem rate may be too low

Common Reporting Errors Federal Expenditures

• 10 (e), Not reporting the correct amount of actual disbursements ( GPD direct and indirect expenses) charged to the grant as of the reporting period end date – Do not include any Program Income expended. – Indirect Costs are not allowed under the Capital Grant.

• 10 (f), Not reporting all incurred expenses owed (un-liquidated obligations) but not yet recognized

• This section only applies to the Capital Grant• 10 (i), Not reporting the required VA GPD matching share

the total capital project• 10 (j), Not reporting the correct share of actual

disbursementsActual disbursements include all rebates, refunds, or other credits and may include all allowable third party in-kind contributions.

Common Reporting Errors Recipient Share

PROGRAM INCOME REPORTING ERRORS

• This section only applies to the Per Diem Grant.• 10 (l), Not reporting the cumulative amount of program

income received during beginning of the grant reporting period to the reporting period end date

• 10 (m), Not reporting the correct amount of program income expended for VA GPD activities supported under the grant during the reporting period end date.

Common Reporting Errors Program Income

INDIRECT COST RATE REPORTING ERRORS

•

Common Reporting Errors Indirect Cost Rate

• Not reporting under block 11 whether an Indirect Cost Rate was charged to the VA GPD project.

• Grantees cannot charge indirect cost rates to the VA GPD grant unless they have an approved cost allocation plan (CAP) or an approved indirect cost rate (IDCR).

“REMARKS” COMMON REPORTING ERRORS

• Not reporting the correct number of bed days of care and any notable remarks provided during the reporting period.

• Examples of Notable Remarks: – Cash on Hand, Unobligated balance of Federal

funds, and Unexpected Program Income.

Common Reporting Errors Remarks

DUE DATES FOR REPORTING

• Annual reports shall be submitted no later than 90 days after the end of the grantee’s fiscal year.

• Inexperienced or high-risk grantees may be required to submit more frequently during the grant reporting year.

• Final reports shall be submitted no later than 90 days after the project or grant period end date.

Reporting Due Dates

WHERE TO SEND THE FORM

• All SF-425 forms should be submitted to the following VA GPD email address: VHATAMGrantandPerdiem@va.gov

Where to Send the SF-425 Form

• VA Grant/Per Diem Regulations– Published on February 23, 2013

• Financial Reporting Requirements– 38 CFR Part 61.66 & 2 CFR 215.52

• Program Income– 38 CFR Part 61.81 & 2 CFR Part 215.24

• Indirect Cost Rate (IDCR) • VA GPD’s IDCR Guide website

www.va.gov/homeless/GPDProviderWebsite.asp

References

Questions?