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
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 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
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 1st 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. 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 991234567. 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
Starting with Cell # 1
1. Federal Agency and Organizational Element to Which Report is Submitted:
CSREES
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2. Federal Grant or Other Identifying Number Assigned By Federal Agency
(this number can be found on Line 3 on your Notice of Award)
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
CSREES
2007-38423-06999 (1994 Endowment)
8
3. Recipient Organization (Name and complete address, including ZIP code)
CSREES
One Apple College
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
9
4. Employer Identification Number
CSREES
One Apple College
2007-38423-0699 (1994 Endowment)
101 Main Street, Show Me, MD 12345
99-1234567
10
5. Recipient Account Number or Identifying Number
This is a block for use by the recipient for identification and tracking
purposes..
CSREES
One Apple College
99-1234567
2007-38423-0699 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
11
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
One Apple College
99-1234567
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
12
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
One Apple College
99-1234567
2007-38423-06999 (1994Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
13
8. Funding/Grant Period
(Use Line 9 ‘Project Period’ from your Notice of Award)
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
14
9. Period Covered by this Report
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
15
Column II (Sec. 10, Line a)
The “THIS PERIOD” column should only have
expenses reported for the budget period covered
in section 9.
CSREES
One Apple College
99-1234567
10/01/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
9/30/2007
25,008.99
16
Column III (Sec. 10, Line a)
The “Cumulative Section” is a
collective account of all
expenditures for the entire
“Funding Period”
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
25,008.99
09/30/2007
25,008.99
17
Rebates and Refunds
(Sec. 10, Line b)
CSREES
One Apple College
99-1234567
10/1/2006
Usually zero but occasionally a 1994 LGI
will have a rebate or refund for the project.
For this award it will be zero.
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
25,008.99
25,008.99
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Column II (Sec. 10, Line b)
Rebates and refunds should be reported
here under “This Period”.
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
25,008.99
25,008.99
0.00
19
Column III (Sec. 10, Line b)
Total of refunds and rebates should be reported by
the 1994 LGI in the “Cumulative Sections”.
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
25,008.99
25,008.99
0.00
0.00
20
Endowment Interest does not generate
program income so this should be zero
CSREES
One Apple College
99-1234567
10/1/2006
Column II (Sec. 10, Line c)
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
25,008.99
25,008.99
0.00
0.00
0.00
21
1994 LGI should show total of all
Program Income under
“Cumulative Sections “
CSREES
One Apple College
99-1234567
10/1/2006
Column III (Sec. 10, Line c)
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
25,008.99
25,008.99
0.00
0.00
0.00
0.00
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Net Outlays
CSREES
One Apple College
99-1234567
10/1/2006
Column II (Sec. 10, Line d)
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
25,008.99
25,008.99
0.00
0.00
0.00
0.00
25,008.99
23
Column III (Sec. 10, Line d)
Subtract Line b & c from Line a in
Column III to arrive at the Cumulative
‘Net Outlays’
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2006
09/30/2007
25,008.99
25,008.99
0.00
0.00
0.00
0.00
25,008.99
25,008.99
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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
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
1994 LGI should list any expenses incurred for which they
used endowment interest but for which they have not yet
been billed.
Unliquidated Obligations
Column II & III (Sec. 10,
Line k)
(These are expenses owed by the 1994 LGI for program related
goods and services that have not been paid)
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
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
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”.
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
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
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
Federal Funds Authorized
Column II & III (Sec. 10, 1994 LGI should list “Total Federal Funds” available for this
Line o)
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
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
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
Certification Section should be completely filled out by the 1994 LGI.
Section 13
Joseph Doe, Business Officer
(999) 999-9999
December 15, 2007
34
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
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”
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”)
2007-38423-06999 (1994 Endowment)
CSREES
One Apple College
99-1234567
10/1/2006
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
Add Previous Year here
10/1/2007
09/30/2008
25,008.99
36
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
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2007
25,008.99
09/30/2008
5,010.00
37
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
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2007
25,008.99
5,010.00
09/30/2008
30,018.99
38
Column III (Sec. 10, Line d)
Subtract Line b & c from Line a in Column III
to arrive at the Cumulative ‘Net Outlays’
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2007
25,008.99
09/30/2008
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
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
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
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
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
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”
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”
Previously Reported
Section 10, Column
I, Line a
2007-38423-06999 (1994 Endowment)
CSREES
One Apple College
99-1234567
10/1/2006
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
Add Previous Years here
10/1/2008
09/30/2009
30,018.99
44
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
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2008
30,018.99
09/30/2009
15,219.01
45
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
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
9
101 Main Street, Show Me, MD 12345
2000-0107
09/30/2007
10/1/2008
30,018.99
15,219.01
09/30/2009
45,238.00
46
Column III (Sec. 10, Line d)
Subtract Line b & c from Line a in Column III
to arrive at the Cumulative ‘Net Outlays’
CSREES
One Apple College
99-1234567
10/1/2006
2007-38423-06999 (1994 Endowment)
101 Main Street, Show Me, MD 12345
2000-0107
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
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
0.00
48
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