Reporting on the Federal Financial Report “SF-425” Presented by HOMELESS GRANT AND PER DIEM PROGRAM and The Financial Service Center 1

Background on the Federal Financial Report “SF- 425 ” Purpose:  The Office of Management and Budget (OMB) established a standardized reporting format where recipients who are awarded Federal dollars are required to submit a Federal financial report (FFR).  Prior to October 1, 2009, recipients were required to report Federal award dollars on FFR standard form, SF-269 and the Federal cash transaction report, SF-272 and SF-272a.  The SF-425 now replaces the previous standard forms identified above. Additional recipients are nowSF-425 required to report any Federal dollars awarded on or after October1, 2009 on a single FFR SF-425.  GPD will use the SF- 425 to monitor the provider’s financial status and determine whether the provider has accurately and timely reported on total cost of veteran care provided during the reporting period. Timeliness Requirements:  As directed by the VA Homeless Grant and Per Diem Program (GPD), recipients will be required to submit on an annual basis the SF-425.  Annual reports shall be submitted by recipients no later than 90 days after the end of the grant period.  GPD may on a case by case request recipients to submit more frequently then the prescribed requirement.  Extensions may be granted to recipients. However, recipients shall be required to submit a written notification prior to 90 days. 2

Part 1: Notable Entry Item Instructions reporting on Grant Information (Blocks 1 - 9) BLOCK #DESCRIPTION OF DATA ENTRIESREMARKS 1Name of the Federal Awarding Agency or Organizational Element 2Federal Grant Number: Recipient Grant Number or Project Number Note: If recipient has multiple Per Diem Grants (PD), GPD requires the recipient to complete and submit a separate SF-425 form to support each single PD grant. 3Recipient Organization and address of the Recipient 4a DUNS #: Data Universal Numbering System Number or Central Contract Registry Number 4bEIN: Employer Identification Number Note: EIN should match EIN as submitted on the original grant application. 5 Recipient Account Number or Identifying Number : Unique account identifier captured in the Recipient's accounting system recording all financial transactions associated with GPD grant funds. Note: The recipient should always designate a unique number to capture all financial transactions associated with the GPD program. 6Report Type: Reporting period being submitted Note: This block should be check marked as "Annual“ or unless this is a final financial report and no further reporting will be required for the grant award. 3

Part 1: Notable Entry Item Instructions reporting on Grant Information (Blocks 1 – 9 ) continuation BLOCK #DESCRIPTION OF DATA ENTRIESREMARKS 7Basis of Accounting: Accounting method used identifying all expenditures. This block indentifies the method used for recording the grant expenditure transactions. Place a checkmark under the required block. Note: 38 CFR prescribes that all entities receiving assistance under this part must use a financial management system that follows generally accepted accounting principals and provides accounting records, including cost accounting records that are supported by documentation. Such cost accounting must be reflected in the entity's fiscal cycle financial statements to the extent that the actual costs can be determined the program which assistance is provided. 8Project or Grant Period: Recipient's Financial Reporting Period This block identifies the beginning date of the grant through the ending of the required reporting period. 9 Reporting Period End Date: Recipient's ending project or program periodRecipient's ending project or program period The ending date for the period of reporting. Same as block 6. 4

Part 1: Notable Entry Item Instructions reporting Federal Expenditures and Unobligated Balance (Block 10) BLOCK # DESCRIPTION OF DATA ENTRIESREMARKS 10 (a, b & c) Federal Cash Not applicable under the GPD Program. Annotate block by indicating “N/A” 10d Total Federal Funds Authorized Enter the total amount of Per Diem funds drawn down during the grant reporting period. 10e Federal Share of Expenditure Enter cumulative Outlays ( GPD disbursements) expended for supporting Total Cost of Veteran Care during the grant reporting period. Note This amount includes eligible GPD outlays expended less Program Income and less Other Sources of Income. 10f Federal Share of Unliquidated Obligations Not applicable under the GPD Program. Annotate block by indicating “N/A”. 10 g Total Federal Share (sum of lines e and f) This amount is not required to be entered, as this block is calculated automatically. 10h Unobligated balance of Federal funds (line d minus g) This amount is not required to be entered, as this block is calculated automatically. 5

Part 1: Notable Entry Item Instructions reporting on Financial Transaction Data ( Block 10- Continuation) BLOCK #DESCRIPTION OF DATA ENTRIESREMARKS 10 iRecipient Share required: Enter cumulative amount of recipient expenditures * plus Other Sources of Income contributed to support Total Cost of Veteran Care. Note: Other Sources of Income consist of other federal, state and local funding. * This amount does not include program income and Per Diem funding. 10jRecipient Share of ExpendituresRecipient Share of Expenditures: Enter only the cumulative amount of other sources of income expended. Note: This amount does not include recipient’s expenditures. The recipient ‘s expenditure is captured on block 10k. 10k Recipient Share: Total Recipient Share required and Remaining recipient share to be provided This amount is not required to be entered, as this block is calculated automatically. Note: This block represents the amount contributed from the recipient’s reserve account. 10l Program Income: Total Federal Program Income Earned Enter the cumulative program income earned (earned & received) during the grant reporting period. Note: OMB A-110, Subpart C, 24, refers to the prescribed standards to account for Program Income. An example of Program Income would be rent or fee payments collected. 6

Part 1: Notable Entry Item Instructions reporting on Financial Transaction Data ( Block 10- Continuation) BLOCK #DESCRIPTION OF DATA ENTRIESREMARKS 10m Program Income: Program Income expended in accordance with the deduction alternative Enter the amount of Program Income expended and used to reduce the Federal share of Total Cost of Veteran Care. 10n Program Income: Program Income expended in accordance with the addition alternative Not applicable under the GPD Program. Annotate block by indicating “N/A”. 10oProgram Income: Unexpended Program Income (line l minus m or n) This amount is not required to be entered, as this block is calculated automatically. 7

Part 2: Notable Entry Item Instructions reporting on Indirect Expense Data ( Block 11) BLOCK #DESCRIPTION OF DATA ENTRIESREMARKS 11 aType Enter the type of indirect cost rate recognized in the Recipient's operation. An example would be if the rate is a Provisional or Final. 11b Rate Enter the rate which has been approved and in effect by the Cognizant or Oversight Agency. Note: If an Indirect Cost Rate has not been approved and GPD is the Cognizant or Oversight Agency, then consult with the GPD program further guidance. 11 cPeriod from and Period to Enter the inception date(s) in which the effective rate began and ended. 11 dBase Enter the initial base rate against the approved interest rate applied. 11 eAmount Charged Enter total amount of the indirect rate charged to the program during the grant reporting period. (Multiply 11b *11d). This block is calculated automatically. 11fFederal Share Enter the GPD share of the amount identified in line 11e. 11fTotal 8

Part 2: Notable Entry Item Instructions reporting on Remarks ( Blocks 12 – 13) continuati on BLOCK # DESCRIPTION OF DATA ENTRIESREMARKS 12Remarks Recipients are required to explain block entries identified below with an explanation which may assist in clarifying any adjustments and/or discrepancies. 1)Financial Status: Block s 10h,10k and 10o 2) Indirect Expenses: Block s 11a – 11g The Recipient should capture whether indirect expenses are charged to the GPD by completing all required fields under block s 11. Note: If recipient is uncertain whether an indirect rate should be charged to GPD then the recipient should consult with the GPD program for guidance. Note: As prescribed by OMB Circular A-122, a recipient that wishes to charge indirect expenses to a Federal award must prepare an indirect cost proposal and submit to the cognizant Federal agency for approval. 3) Additional Entry: Bed Days Recipient should record the # of bed days of care provided for the reporting period. (i.e., 2, 670 bed days of care provided) 13 (a, b, c, d, and e)Remarks Enter the authorized official name, title and signature and date in which report will be submitted as final. Additionally, provide other related information such address and telephone. 9

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Notable References Homeless Grant and Per Diem Program Website: A copy of the SF-425 form can be found on the following link: Federal Register Notice, implementing the execution of SF- 425: Note: We recommend Providers take steps to develop audit trails of electronic transparencies (transparencies consist of all documentation, including reports, s and etc. to support all adjustments or required entries made on the SF- 425) to support the SF-425. Specifically, establishing transparencies from the General Ledger will expedite the task of regenerating reports when financial reviews or questions arise. 11