Federal Financial Reporting (Standard Form SF-425)

1. 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

2. Overview of the SF-425 • 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

3. SF-425 PURPOSE

4. Purpose of the SF-425 • 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

5. SF-425 CHANGES

6. Most Recent changes to the SF-425 • 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.

7. Step by Step Instructions Step by Step Instructions • Instructions For Completing the SF – 425 Form For Per Diem, TIP, and Special Need Payments SF-425 Instructions for Per Diem, Special Need, and TIP

8. Step by Step Instructions • Instructions For Completing the SF -425 Form For Capital Grants and Vans • SF-425 Instructions for Capital and Van Grants

9. COMMON FEDERAL FINANCIAL REPORTING ERRORS

10. Common Reporting Errors Report Type • Not reporting the correct project number • Not capturing the accurate reporting type • Not reporting the accurate reporting period end date

11. 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.

12. Cash on Hand Notable 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

13. Common Reporting Errors Federal Expenditures 10 (e), Not reporting the correct amount of actualdisbursements ( 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

14. Common Reporting Errors Recipient Share 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 disbursements Actual disbursements include all rebates, refunds, or other credits and may include all allowable third party in-kind contributions.

15. PROGRAM INCOME REPORTING ERRORS

16. Common Reporting Errors Program Income • 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.

17. INDIRECT COST RATE REPORTING ERRORS

18. 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).

19. “REMARKS” COMMON REPORTING ERRORS

20. Common Reporting Errors Remarks • Not reporting the correct number of bed days of careand any notable remarks provided during the reporting period. • Examples of Notable Remarks: • Cash on Hand, Unobligated balance of Federal funds, and Unexpected Program Income.

21. DUE DATES FOR REPORTING

22. Reporting Due Dates • 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.

23. WHERE TO SEND THE FORM

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

25. References • 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

26. Questions?