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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 Office of Extramural Programs, CSREES-USDA 2

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 30 th of every year (i.e., December 31 st ). 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

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

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 1 st report. 5

1994s and Grants Management Breakout Session #62 Wednesday, May 7, 2008, 1:00-2:15 PM 2008 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 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, (the remaining funds). Joseph Doe, the business officer at 1994 University, completed the reports on December 15, 2007; December 10, 2008; and April 21, The university address is 101 Main Street; Your City, Your State The College EIN is Joseph Doe’s number is ext 123. The recipient account number for this award is 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

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

CSREES 2. Federal Grant or Other Identifying Number Assigned By Federal Agency (this number can be found on Line 3 on your Notice of Award) (1994 Endowment) 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 8

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

CSREES (1994 Endowment ) One Apple College101 Main Street, Show Me, MD Employer Identification Number

CSREES (1994 Endowment ) One Apple College101 Main Street, Show Me, MD Recipient Account Number or Identifying Number This is a block for use by the recipient for identification and tracking purposes

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD 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 (1994Endowment) One Apple College 101 Main Street, Show Me, MD 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 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD Funding/Grant Period (Use Line 9 ‘Project Period’ from your Notice of Award) 10/1/200609/30/

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/ Period Covered by this Report 10/1/200609/30/

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /01/200609/30/200710/1/20069/30/2007 Column II (Sec. 10, Line a) The “THIS PERIOD” column should only have expenses reported for the budget period covered in section 9. 25,

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200609/30/ , Column III (Sec. 10, Line a) The “Cumulative Section” is a collective account of all expenditures for the entire “Funding Period” 25,

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200609/30/ , 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 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200609/30/ , Column II (Sec. 10, Line b) Rebates and refunds should be reported here under “This Period”

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200609/30/ , Column III (Sec. 10, Line b) Total of refunds and rebates should be reported by the 1994 LGI in the “Cumulative Sections”

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200609/30/ , Column II (Sec. 10, Line c) Endowment Interest does not generate program income so this should be zero

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200609/30/ , Column III (Sec. 10, Line c) LGI should show total of all Program Income under “Cumulative Sections “

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200609/30/ , Column II (Sec. 10, Line d) Net Outlays 25,

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/ /1/200609/30/ , , Column III (Sec. 10, Line d) Subtract Line b & c from Line a in Column III to arrive at the Cumulative ‘Net Outlays’ 25,

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

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

0.0025, , Unliquidated Obligations Column II & III (Sec. 10, Line k) 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) ,

0.0025, , 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. 25,

0.0025, , Column II & III (Sec. 10, Line m) 1994 LGI should list the amount of funds charged to the endowment interest for any “unliquided obligations” charged as “Federal Share”. 25,

0.0025, , Column II & III (Sec. 10, Line n) 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 25,

0.0025, , 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) 25, ,

0.0025, , Unobligated Balance Column II & III (Sec. 10, Line p) Subtract Line n from Line o to find the Unobligated balance (45, – 25,008.99= 20,229.01) - 25, , ,

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) December 15,

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

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

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200709/30/2008 Previously Reported Section 10, Column I, Line a 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” Add Previous Year here 25, 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 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200709/30/ , 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. 5,

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200709/30/ , , Column III (Sec. 10, Line a) Add Line a, Column I and Column II to verify the balance recorded in Column III. (25, , = 30,018.99) 30,

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200709/30/ , , , , , Column III (Sec. 10, Line d) Subtract Line b & c from Line a in Column III to arrive at the Cumulative ‘Net Outlays’ 30,

Section 10, Line e through i 25, , , This is not used for endowment interest

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

40, , , , , 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 + 30,

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

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200809/30/2009 Previously Reported Section 10, Column I, Line a 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” Add Previous Years here 30, 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 (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200809/30/ , 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. 15,

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200809/30/ , , Column III (Sec. 10, Line a) Add Line a, Column I and Column II to verify the balance recorded in Column III. (30, , = 45,238.00) 45,

CSREES (1994 Endowment) One Apple College 101 Main Street, Show Me, MD /1/200609/30/200710/1/200809/30/ , , , , , Column III (Sec. 10, Line d) Subtract Line b & c from Line a in Column III to arrive at the Cumulative ‘Net Outlays’ 45,

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

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