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1 of 85 Health Resources and Services Administration (HRSA) Federal Financial Reports (FFR) Overview FFR Overview.

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Presentation on theme: "1 of 85 Health Resources and Services Administration (HRSA) Federal Financial Reports (FFR) Overview FFR Overview."— Presentation transcript:

1 1 of 85 Health Resources and Services Administration (HRSA) Federal Financial Reports (FFR) Overview FFR Overview

2 2 of 85 Agenda  Purpose and Goals  FFR Overview  Walkthrough of FFR  Resources  FAQs FFR Overview

3 3 of 85 Purpose and Goals  To provide technical assistance to grantees for accessing, completing, and successfully submitting the FFR  To communicate the resources available to grantees for submitting the FFR  To provide grantees with the answers to frequently asked questions about the FFR FFR Overview

4 4 of 85 New User Interface  Changes to the navigation and appearance of the EHBs  FFR will look different, but information entered remains the same  You can access instructional videos on the EHBs Home Page in the “What’s New Section” FFR Overview

5 5 of 85 EHB System Notes  Internet Explorer 8.0 and above is the recommended browser for accessing the EHBs.  Ensure that your browser settings allow for pop-ups.  The FFR does not have to be completed in one sitting; you can work on the report in parts, save it online and return to complete it later  Save your work periodically in the EHBs to avoid losing data  HRSA EHBs have two views: “data entry” and “review” FFR Overview

6 6 of 85 FFR Process Overview  The FFR will be available one day after the start of the budget period.  Grantee users with approved privileges will complete and submit the FFR online.  Grantees report cumulative grant expenditures for a document on the FFR.  Grantees who wish to carryover an unobligated balance must submit a separate Prior Approval request. FFR Overview

7 7 of 85 FFR Process Overview  The FFR must submitted by the deadline specified on the Notice of Award (NoA).  Grantees will receive an notification reminding them to submit the FFR 30 days before the due date.  If the FFR is not submitted by the due date, grantees will receive three reminders to submit before the FFR is marked ‘Delinquent.’  FFRs that are returned to the grantee for changes must be resubmitted to be considered complete. FFR Overview

8 8 of 85 New FFR Submission Schedule BUDGET YEAR END DATE+90 DAYS TO LIQUIDATE OBLIGATIONS ANNUAL REPORT DUE Jan. 30, Apr. 30, July 30, or Oct. 30 (Same as PMS Reporting Dates) August 31November 30January 30 September 30December 30January 30 October 31January 30 November 30February 28/29April 30 December 31March 30April 30 January 31April 30 February 28/29May 30July 30 March 31June 30July 30 April 30July 30 May 31August 30October 30 June 30September 30October 30 July 31October 30 FFR Overview

9 9 of 85 Financial Reporting Administrator Role  Grantees responsible for submitting the FFR to HRSA must register as the Financial Reporting Administrator (FRA)  You will need your organization’s account number and PIN from the Payment Management System (PMS) to verify your identity as the FRA.  There can be multiple FRAs for an organization; the FRA approves permissions to individuals on a grant by grant basis. FFR Overview

10 10 of 85 FFR Security Model PrivilegeCapabilities Admin FFR Administer user access to Financial Reports for the grant View FFR Access the read-only version of the FFR Access read-only submitted versions of the FFR for previous budget periods Edit FFR Enter and save the data in the electronic forms View the reviewer change requests and comments Submit FFR Submit the report once the data has been entered FFR Overview

11 11 of 85 Registration to Grant Portfolio (PD and Others)  By default, the project director will not have access to the FFR  Access to the FFR must be approved by the Financial Reporting Administrator or user with Administer FFR privileges FFR Overview

12 12 of 85 New User Interface: EHB Login Page FFR Overview

13 13 of 85 New User Interface: Welcome Page FFR Overview

14 14 of 85 New User Interface: Tasks Tab FFR Overview

15 15 of 85 New User Interface: Organizations Tab FFR Overview

16 16 of 85 New User Interface: Grants Tab FFR Overview

17 17 of 85 Accessing FFR: Welcome Page Select the Grants Tab FFR Overview

18 18 of 85 Add to Portfolio: FRA Select Add Grant to Portfolio FFR Overview

19 19 of 85 Add to Portfolio: FRA Select Role FFR Overview

20 20 of 85 Add to Portfolio: FRA Select Register FFR Overview

21 21 of 85 Add to Portfolio: FRA Enter PMS Account and PIN Check Certification Box Select Continue FFR Overview

22 22 of 85 Add to Portfolio: FRA FFR Overview

23 23 of 85 Add to Portfolio: PD or Other User Select Add Grant to Portfolio FFR Overview

24 24 of 85 Add to Portfolio: PD or Other User Select Role FFR Overview

25 25 of 85 Add to Portfolio: PD or Other User Select Grants FFR Overview

26 26 of 85 Add to Portfolio: PD or Other User Select Privileges FFR Overview

27 27 of 85 Add to Portfolio: PD or Other User FFR Overview

28 28 of 85 Administer FFR Users: Approve Grant Access Select Approve Requests FFR Overview

29 29 of 85 Administer FFR Users: Approve Grant Access Select Approve FFR Overview

30 30 of 85 Administer FFR Users: Select Privileges Select Approve FFR Overview

31 31 of 85 Administer FFR Users: Confirm Privileges Select Approve FFR Overview

32 32 of 85 Administer FFR: Privileges Updated Successfully FFR Overview

33 33 of 85 Accessing FFR: Grant Portfolio Select the Grants Tab FFR Overview

34 34 of 85 Grant Portfolio List Select Grant Folder FFR Overview

35 35 of 85 Accessing FFR: Grant Folder Select Work on Financial Report FFR Overview

36 36 of 85 Submissions: FFR FFR Overview

37 37 of 85 Submissions: Incomplete FFR List FFR Overview

38 38 of 85 Submissions: Incomplete FFR List Status: Describes the lifecycle of the report Status Denotes Who’s Responsible? Not Started This indicates that the report has never been worked on. When the new report is available in the grants handbook it will be in the 'Not Started' status. Grantee In Progress Clicking on the ‘Start Report’ link changes the status of the report to ‘In Progress’. Grantee SubmittedThis indicates that the report has been submitted. HRSA Change Requested After the report has been submitted, it is reviewed by HRSA. If the reviewer determines that changes are needed, the report will be made available to the grantee again for changes. The schedule status will move to 'Change Requested.’ The report will stay in this status while it is being corrected. When the changes are made and the report is re-submitted, the schedule status will revert to ‘Submitted.’ Grantee FFR Overview

39 39 of 85 Submissions: Incomplete FFR List Select Start FFR Overview

40 40 of 85 Start FFR FFR Overview

41 41 of 85 FFR Status Page Use the side menu to jump to any section of the report FFR Overview

42 42 of 85 FFR Status Page Helpful information and instructions can be found at the top of every page. Links to useful resources are provided here. FFR Overview

43 43 of 85 FFR Status Page List of users with permissions to work on the FFR. FFR Overview

44 44 of 85 FFR Status Page The Status page shows all the sections of the report and the completion status of each section. FFR Overview

45 45 of 85 FFR Status Table StatusDenotes Not Started All the reports of a Table are initially in the ‘Not Started’ status. Once any data is entered on a page and saved, the status would change to In Progress In Progress The page will remain in this status until all the data has been entered and has been saved. The data on the page will be saved as long as there are no errors on the page Completed Once you have entered all the data within each page and there are no errors on the page, the page status will be changed to ‘Completed’ FFR Overview

46 46 of 85 FFR Status Table Select Update to open a section for editing. You can update any section, even those marked ‘Completed.’ Doing so may cause the status to revert to ‘In Progress.’ FFR Overview

47 47 of 85 Errors When data entry produces errors, an advisory appears at the top of the page. Fields where errors occur are highlighted. FFR Overview

48 48 of 85 Errors Symbol Denotes Critical Error. This kind of error must be corrected in order for the system to save your data. If one or more errors of this kind appear on the page and are not corrected, the system will not save the data entered after the last successful save. Regular Error. This kind of error will let you save the data, but with these errors existing on the page, the system will not change the status of a page to ‘Complete.’ Information. This is a note to alert you to any important information on your report Success Message. This denotes that a particular process has been executed successfully. This can appear anytime data is successfully saved or submitted. Example: Alpha numeric in a numeric field Example: when the data can be saved such as the Total outlay is more than the federal authorized amount FFR Overview

49 49 of 85 FFR Basic Information Page Select Add to enter information for contacts FFR Overview

50 50 of 85 FFR Basic Information Page FFR Overview

51 51 of 85 FFR Basic Information Page Complete questions 5-7 FFR Overview

52 52 of 85 FFR Walkthrough – Transactions Section Section Complete FFR Overview

53 53 of 85 FFR Walkthrough – Transactions Section Make your entries in this column FFR Overview

54 54 of 85 FFR Walkthrough – Transactions Section You will report values to 10a-10c to PMS. These fields will be disabled in the EHBs. FFR Overview

55 55 of 85 FFR Walkthrough – Transactions Section 10d. – Populated from EHBs FFR Overview

56 56 of 85 FFR Walkthrough – Transactions Section 10e. – “Previously Reported” column will be pre- populated with prior year data. FFR Overview

57 57 of 85 FFR Walkthrough – Transactions Section 10e. – You will enter cumulative data and modify “Previously Reported” amount, if necessary. FFR Overview

58 58 of 85 FFR Walkthrough – Transactions Section 10f. – Enter cumulative value FFR Overview

59 59 of 85 FFR Walkthrough – Transactions Section 10g. & 10h. – EHBs will calculate value FFR Overview

60 60 of 85 FFR Walkthrough – Transactions Section If cost sharing/matching is required, complete 10i-10k. FFR Overview

61 61 of 85 FFR Walkthrough – Transactions Section If program income is required, complete 10l-10o. FFR Overview

62 62 of 85 Indirect Expenses Page Select Add Rate if you have indirect expenses to report FFR Overview

63 63 of 85 Remarks Page Enter remarks here FFR Overview

64 64 of 85 Supporting Documents Select Attach to upload a document FFR Overview

65 65 of 85 Review Page Select View to open a printable (HTML format) version of any section of the report. Select Proceed to Submit FFR Overview

66 66 of 85 Submit Page Select Submit FFR Overview

67 67 of 85 Carryover Requests Page Select appropriate option FFR Overview

68 68 of 85 Expanded Authority Grants Grants included under Expanded Authority are permitted to carryover unobligated balances up to 25% of the amount awarded automatically. FFR Overview

69 69 of 85 Report Certification Read statement and check box to certify Select Submit Report. FFR can only be submitted by users with the submit FFR privilege. FFR Overview

70 70 of 85 Submission Verification Select Create Prior Approval Request if you are carrying over an unobligated balance FFR Overview

71 71 of 85 Requesting an Extension on the FFR Select the pull down arrow next to Start for more options FFR Overview

72 72 of 85 Requesting an Extension on the FFR Select Request Extension FFR Overview

73 73 of 85 Requesting an Extension on the FFR Select Submit to HRSA FFR Overview

74 74 of 85 Requesting an Extension on the FFR Select Submit to HRSA FFR Overview

75 75 of 85 Requesting an Extension on the FFR FFR Overview

76 76 of 85 Revise a Previously Submitted FFR  You can revise the 12 months after the submission date or no more than 15 months after the budget period end date.  You will always be able to view your report in read- only format.  The EHBs allows grantees to revise a previously submitted FFR under the following conditions: The GMS is not currently reviewing the FFR The FFR for the following reporting period has not been started FFR Overview

77 77 of 85 Locating a Previously Submitted FFR Select Grant Folder FFR Overview

78 78 of 85 Locating a Previously Submitted FFR Select Work on Financial Report FFR Overview

79 79 of 85 Locating a Previously Submitted FFR FFR Overview

80 80 of 85 Submitted FFR List FFR Overview

81 81 of 85 EHB Versus PMS Financial Reporting PMS FFR – Federal Cash Transactions  Must be submitted quarterly through PMS and is due within 30 days of the end of the quarter EHB FFR – Expenditures  Must be submitted annually through the EHBs; due date aligned with PMS quarterly due date  See the Reporting Requirements section of your NoA for the specific due date FFR Overview

82 82 of 85 Payment Management System Website FFR Overview

83 83 of 85 Federal Cash Transaction Reporting in PMS FFR Overview

84 84 of 85 Financial Reconciliation and Closeout  The Final FFR must reconcile with PMS Disbursements for closeout  Final Federal Financial Report (FFR) must not include unliquidated obligations  Final FFR must account for all funds awarded within the grant document  Unobligated balance of funds will be de-obligated on closeout NoA FFR Overview

85 85 of 85 Resources and Technical Assistance  Manage Your Grant at HRSA:  EHBs Interactive Videos and Tutorials: https://grants.hrsa.gov/webexternal https://grants.hrsa.gov/webexternal  HRSA Contact Center: Toll Free: (877)Go4-HRSA; (877)  Division of Payment Management System: FFR Overview


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