Fillable Reference Sheet How to Submit a Federal Financial (SAMHSA)

Fill Online, Printable, Fillable, Blank Reference Sheet How to Submit a Federal Financial (SAMHSA) Form

Use Fill to complete blank online SAMHSA (MD) pdf forms for free. Once completed you can sign your fillable form or send for signing. All forms are printable and downloadable.

Reference Sheet How to Submit a Federal Financial (SAMHSA)

On average this form takes 9 minutes to complete

The Reference Sheet How to Submit a Federal Financial (SAMHSA) form is 34 pages long and contains:

  • 0 signatures
  • 0 check-boxes
  • 36 other fields

Country of origin: US
File type: PDF

U.S.A. forms for SAMHSA

BROWSE SAMHSA (MD) FORMS

Related forms
Fill has a huge library of thousands of forms all set up to be filled in easily and signed.
Fill in your chosen form
Sign the form using our drawing tool
Send to someone else to fill in and sign.
find another form
 
December 2019
Page 1 of 7
Reference Sheet
How to Submit a Federal Financial Report (FFR)
via the eRA Commons
To access screenshots, click the icon.
Login to the eRA Commons
1. Go to the eRA Commons homepage.
2. Enter your Username and Password.
3. Click the Login button.
Search for the FFR
1. Click the FFR tab in the menu bar.
You must have the Financial Status Reporter (FSR) role assigned to your eRA
Commons account for the
FFR
tab to be available. Please visit the eRA Commons
Help System to learn how the
Signing Official (SO)
can assign roles to other
individuals.
2. Click the Institute Center (IC) drop-down menu and select the IC for your grant
number (e.g., AE, SM, SP, or TI).
3. Enter your grant Serial number (i.e., the six digits after the IC in your grant number).
4. Click the Search button.
Quick Searches are also available to find your organization’s grants with the
following status:
Received.
Pending, Due, or Late.
Due this year.
View Search Results and Access the FFR
When you search for your grant the first time, you will see one row with the Grant
Number, FFR Due date, Budget Start and Budget End dates, Latest FFR Status,
and the Action column (with the
Create New button beneath).
If your grant was funded as part of a special initiative (e.g., ARRA), it will be indicated in
the Spec. Funding column. Otherwise, this column will be blank.
1. Click the Create New button.
December 2019
Page 2 of 7
Complete the FFR, Sections 1 through 9
1. Enter the Recipient Account Number or Identifying Number.
2. The default Report Type is Annual. Click the appropriate radio button to change, if
applicable. For example, if submitting the final FFR, click the Final radio button
instead.
3. The default Basis of Accounting is Cash. Click the Accrual radio button if
applicable.
Complete the FFR, Section 10
1. Complete the Federal Cash section.
Line a: Enter the amount of cash receipts
Line b: Enter the amount of cash disbursements
Line c: Cash on hand will auto calculate (line a minus b)
2. Complete the Federal Expenditures and Unobligated Balance section.
Line d: Total Federal Funds Authorized
This Line will be pre-populated.
Compare this to the information found on your
Notice of Award (NoA).
Line e: Federal Share of Expenditures
Enter the CUMULATIVE amount of the Federal Share of Expenditures. The
cumulative amount is calculated by adding all expenses incurred to date [for
prior and current budget period(s)].
Cash Basis of Accounting: If your accounting basis is cash, expenditures
are the sum of:
Cash disbursements for direct charges for property and services;
The amount of indirect expenses charged;
The value of third-party, in-kind contributions applied; and
The amount of cash advance payments and payments made to
subrecipients.
Accrual Basis of Accounting: If your accounting basis is accrual,
expenditures are the sum of:
Cash disbursements for direct charges for property and services;
The amount of indirect expenses incurred as approved as an allowable cost
under the approved budget;
The value of third-party, in-kind contributions applied; and
The net increase or decrease in the amounts owed by the recipient for:
o Goods and other property received
o Services performed by employees, contractors, subrecipients, and other
payees
o Programs for which no current services or performance are required.
December 2019
Page 3 of 7
Line f: Federal Share of Unliquidated Obligations
Cash Basis of Accounting: If your accounting basis is cash, unliquidated
obligations are obligations incurred during the budget period, but not yet paid
out. Include direct and indirect expenses incurred (including amounts due to
subrecipients and contractors), but not yet paid out. Do not include funds
obligated for future expenses or a future commitment of funds.
Accrual Basis of Accounting: If your accounting basis is accrual,
unliquidated obligations are obligations incurred during the budget period, but
not yet recorded. Include direct and indirect expenses incurred (including
amounts due to subrecipients and contractors), but not yet recorded. Do not
include funds obligated for future expenses or a future commitment of funds.
Line g: Total Federal Share
This field will auto calculate the sum of Lines 10e–Federal Share of
Expenditures and 10f–Federal Share of Unliquidated Obligations. Verify
this auto calculated amount.
Line h: Unobligated Balance of Federal Funds
This field will auto calculate the difference of Lines 10d–Total Federal Funds
Authorized and 10g–Total Federal Share. Verify this auto calculated amount.
3. Complete the Recipient Share section.
Line i: Total Recipient Share Required
Calculate and enter the minimum required recipient share based on your Total
Federal share and your match ratio.
Refer to the Funding Opportunity Announcement (FOA) for your match
ratio.
Note: This amount may increase or decrease given your particular
spending.
Line j: Recipient share of expenditures
Enter the CUMULATIVE amount of the recipient share of actual cash
disbursements or outlays (less any rebates, refunds, or other credits) including
payments to subrecipients and contractors. Cumulative amount is calculated
by adding all expenses incurred to date (10j = prior budget period(s) +
current budget period recipient share of expenditures).
This amount may include the value of allowable third-party in-kind
contributions and the recipient share of program income used to finance the
non-federal share of the project or program.
December 2019
Page 4 of 7
Line k: Remaining recipient share to be provided
This field will auto calculate the remaining recipient share. Verify this auto
calculated amount.
If this field calculates to
“$0.00,
” this indicates you have met the minimum
required recipient share.
In order to capture all of your expenditures, enter additional expenditures, if
any, in Line 10j–Recipient Share of Expenditures even if Line 10k– Remaining
recipient share to be provided is “$
0.00.
”
4. Complete the Program Income section.
Note: If your program receives funding from multiple sources, you should use a
reasonable allocation method to attribute program income.
Line l: Total Federal Program Income Earned
Enter the amount of federal program income earned. Do not report any
program income here that is being allocated as part of the recipient's cost
sharing amount included in Line10j.
Line m: Program Income Expended in Accordance With the Deduction
Alternative
Enter $0 under line m. SAMHSA uses the Addition alternative.
Line n: Program Income Expended in Accordance With the Addition
Alternative
Enter the amount of program income that was added to funds committed to
the total project costs and expended to further eligible project or program
activities.
Line o: Unexpended Program Income (Line 10l minus Line 10m or Line 10n)
This field will auto calculate the amount of Line 10l minus Line 10m or Line
10n. This amount equals the program income that has been earned but not
expended, as of the reporting period end date.
Complete the FFR, Sections 11 through 13
1. Enter information to complete the Indirect Expense section.
Item a: Type
You should select whether the indirect cost rate is Provisional, Predetermined,
Final, or Fixed.
Item b: Rate
Enter the indirect cost rate in effect during the reporting period.
Item c: Period From; Period To
Enter the beginning and ending effective dates for the indirect cost rate.
December 2019
Page 5 of 7
Item d: Base
Enter the amount of the base to which the indirect cost rate should be applied.
Item e: Amount Charged
This field will auto calculate the amount of indirect costs charged during the time
period specified (Item 11b multiplied by Item 11d). Verify this auto calculated
amount.
Item
f: Federal Share
Enter the Federal share of the amount shown in Item 11e—Amount Charged.
Item g: Totals
This field will auto calculate the sums of Items 11d—Base, 11e—Amount Charged,
and 11f—Federal Share.
2. Click the Add button if you need to enter multiple rows to indicate additional indirect
expense types and rates.
3. Complete the Remarks section by inserting the following as applicable. If the space
provided is insufficient, you may add attachments with additional required remarks,
reports, and information.
a. Example of Intent to Carryover Remark:
“The recipient intends to carry over $25,000 from year
3 of the grant to year 4 of
the grant. This amount does not exceed 25% of the current budget period
award.”
b. Example of Formal Carryover Remark:
“The recipient will submit a Formal Carryover request as a post-award amendment
in the amount of $125,000 from year 3 of the grant to year 4 of the grant as this
amount exceeds 25% of the current budget year’s award.”
If there are no remarks for either Intent or Formal Carryover, SAMHSA will conclude
the remaining unobligated balance will not be used in the current budget period.
4. Update your contact information, if applicable.
5. Click the Save button.
Submit and Confirm the FFR
1. Click the Submit button.
If you are not ready to submit the FFR, click the
Save
button to come back later and
pick up where you left off.
2. Click the
Ok
button on the pop-up window to certify that the report is correct and
complete. A confirmation page will pop up indicating “
Success FFR Submitted
.”
December 2019
Page 6 of 7
Post-Submission Actions – View the FFR Status
1. Click the
Back to Search
button.
2. Click the
IC
drop-down menu and select the
IC
for your grant number (e.g., AE, SM,
SP, or TI).
3. Enter your grant
Serial
number (i.e., the six digits after the IC in your grant number).
4. Click the
Search
button.
View the date your FFR was Submitted to Agency and the Latest FFR Status.
Post-Submission Actions – Revise the FFR
1. Click the PDF button to view a PDF version of your submission.
2. If you need to revise your submission, you can click the Correct button as long as
the Latest FFR Status reflects Received. If SAMHSA staff accessed your FFR and
the status changed to In Review, the Correct button would not be available.
3. Click the History button to view your FFR submission history (i.e., who submitted the
FFR, when it was submitted, and who reviewed for SAMHSA).
Create a New FFR (if applicable)
If your submission is Rejected, you can use Create New to submit another FFR.
You also have the option to use
Create New, if you need to submit another FFR once
the FFR has been
Accepted
.
1. Click the Create New button if applicable. The Create New button is available
under the Action column of the search results for your grant.
2. Follow the steps starting with Complete the FFR, Sections 1 through 9
December 2019
Page 7 of 7
Resources
1.
Assigning Roles:
https://era.nih.gov/erahelp/ams_new/#Create_Accounts/Create_User_Accts/Add_Roles.
htm?Highlight=assign roles
2. e
RA Commons Online Help: https://era.nih.gov/erahelp/commons/default.htm
3. I
nstructions to complete FFR sections:
https://apply07.grants.gov/apply/forms/instructions/SF425_2_0-V
2.0-Instructions.pdf
4. NIH eRA Account Management System (AMS) Online Help:
https://era.nih.gov/erahelp/AMS_NEW/
5. NIH eRA Commons Online Help:
https://era.nih.gov/erahelp/commons/default.htm
6. O
verview of Carryovers:
https://www.samhsa.gov/sites/default/files/samhsa-overview-
of-carryovers-grantees-11-06-17.pdf
December 2019
Slide # 1
Prepared for SAMHSA grant recipients
December 2019
How to Submit a Federal Financial Report (FFR)
via the eRA Commons
December 2019
Slide # 2
Purpose
The purpose of this deck is to show SAMHSA grant recipients how to
submit their annual Federal Financial Report (FFR) (i.e., SF-425) via the
eRA Commons.
By the end of this deck, grant recipients will know how to:
Log into the eRA Commons.
Search for grants.
Complete and submit the FFR.
View status of submitted FFR.
Correct submitted FFR or Create New.
December 2019
Slide # 3Slide # 3
Login to the eRA Commons
2) Enter your
Username and
Password.
1) Go to: https://public.era.nih.gov/commons
3) Click the Login
button.
Back to
Ref. Sheet
December 2019
Slide # 4Slide # 4
Search for the FFR
You must have the Financial Status Reporter (FSR) role assigned to your account
in order for the FFR tab to be available.
Please visit
https://era.nih.gov/erahelp/ams_new/ to learn how the Signing Official
(SO) can assign roles to other individuals.
1) Click the
FFR tab in
the menu bar.
Back to
Ref. Sheet
December 2019
Slide # 5Slide # 5
Search for FFR
cont’d
4) Click the
Search
button.
2) Click the IC drop-down
menu and select the IC for
your grant number (e.g., AE,
SM, SP, or TI).
3) Enter your grant Serial
number (i.e., the six digits
after the IC in your grant
number).
Quick Searches are also available to find grants
for your organization with the following status:
Received.
Pending, Due, or Late.
Due this year.
Back to
Ref. Sheet
December 2019
Slide # 6Slide # 6
View Search Results and Access the FFR
1) Click the
Create New
button.
Note: When you search for your grant the first time, you will
see one row with the Grant Number, FFR Due date,
Budget Start and Budget End dates, Latest FFR Status,
and the Action column (with the Create New button).
Note: If your grant was funded as part of
a special initiative (e.g., ARRA), it will be
indicated in the Spec. Funding column.
This column will most likely be blank.
Back to
Ref. Sheet
December 2019
Slide # 7Slide # 7
Complete the FFR, Sections 1 through 9
Note: All other fields are pre-populated based on
your grant information stored in the eRA system.
3) The default Basis of
Accounting is Cash. Click
the Accrual radio button, if
applicable.
1) If required by your
organization, enter the
Recipient Account
Number.
2) The default Report Type is
Annual. Click the appropriate
radio button to change, if
applicable. For example, if
submitting the final FFR, click the
Final radio button.
Back to
Ref. Sheet
December 2019
Slide # 8Slide # 8
Complete the FFR, Section 10
1) Complete the
Federal Cash section.
2) Complete the
Federal Expenditures
and Unobligated
Balance section.
Note: The Total Federal
funds authorized will
pre-populate for you.
For instructions to complete sections, please visit
https://apply07.grants.gov/apply/forms/instructions/
SF425_2_0-V2.0-Instructions.pdf
Back to
Ref. Sheet
December 2019
Slide # 9Slide # 9
Complete the FFR, Section 10
cont’d
3) Complete the
Recipient Share
section.
4) Complete the
Program
Income section.
For instructions to complete sections, please visit
https://apply07.grants.gov/apply/forms/instructions/
SF425_2_0-V2.0-Instructions.pdf
Back to
Ref. Sheet
December 2019
Slide # 10Slide # 10
Complete the FFR, Sections 11 through 13
1) Enter information to
complete the Indirect
Expense section according
to the form’s instructions.
3) Complete the Remarks section if applicable. If this
space is insufficient you may add attachments with
additional required remarks, reports, and information
2) Click the Add button if
you need to enter multiple
rows to indicate separate
types and rates.
4) Enter Information
to update your
contact information
if applicable.
5) Click the
Save button.
Back to
Ref. Sheet
December 2019
Slide # 11Slide # 11
Submit and Confirm the FFR
1) Click the
Submit button.
2) Click the Ok button
on the pop-up window
to certify that report is
correct and complete.
If you are not ready to submit the FFR,
click the Save button to come back later
and pick up where you left off.
Back to
Ref. Sheet
December 2019
Slide # 12Slide # 12
View Confirmation
1) Click the Back
to Search
button.
Back to
Ref. Sheet
December 2019
Slide # 13Slide # 13
Post-Submission Actions – View the FFR Status
4) Click the
Search
button.
2) Click the IC drop-down
menu and select the IC
for your grant number
(e.g., AE, SM, SP, or TI).
3) Enter your grant
Serial number (i.e., the
six digits after the IC in
your grant number).
View the date your FFR was Submitted to
Agency and the Latest FFR Status. In this
example, the Latest FFR Status is
Received (i.e., SAMHSA received your
submission).
Back to
Ref. Sheet
December 2019
Slide # 14Slide # 14
Post-Submission Actions – Revise the FFR
2) If you need to revise your submission,
you can click the Correct button as long as
the Latest FFR Status reflects “Received.”
If SAMHSA staff accessed your FFR and
the status changed to “In Review,” the
Correct button would be unavailable.
1) Click the PDF button
to view a PDF version of
your submission.
3) Click the History button to
view your FFR submission
history (i.e., who submitted
the FFR, when it was
submitted, and who reviewed
for SAMHSA).
Sample PDF
Sample History
Back to
Ref. Sheet
December 2019
Slide # 15Slide # 15
Create a New FFR (if applicable)
1) Click the
Create New
button
Note: If your submission is Rejected, you can use Create New to submit
another FFR. You also have the option to use Create New, if you need to
submit another FFR once the FFR has been Accepted.
Back to
Ref. Sheet
December 2019
Slide # 16
Questions
If you have technical questions about how to access the eRA
Commons, etc., please contact the eRA Service Desk.
You can submit an online ticket to the
eRA Service Desk.
Or you can call 1-866-504-
9552 or 301-402-7469, Monday – Friday,
7am – 8pm Eastern Time.
If you have questions about how to complete the FFR, contact you
r
assigned Grants Management Specialist.
December 2019
Slide # 17
Resources
Assigning Roles: https://era.nih.gov/erahelp/ams_new/
Instructions to complete FFR sections:
https://apply07.grants.gov/apply/forms/instructions/SF425_2_0-V2.0-
Instructions.pdf
Overview of Carryovers: https://www.samhsa.gov/grants/grants-
management/post-award-amendments#carryover
NIH eRA Account Management System (AMS) Online Help:
https://era.nih.gov/erahelp/AMS_NEW/
NIH eRA Commons Online Help:
https://era.nih.gov/erahelp/commons/default.htm
Download
Save PDF to desktop
Email
Email completed PDF
Send for Signing
Email for others to sign
Print
Print document
Choose a Field
Click on a field and
select the person that should complete it
Want to add a signature?
You can add a signature field
and assign it to someone else
to sign
Choose a Field
Click on a field and
select the person that should complete it

Reference Sheet How to Submit a Federal Financial (SAMHSA)

This document is locked as it has been sent for signing.

You have successfully completed this document.

Other parties need to complete fields in the document. You will recieve an email notification when the document has been completed by all parties.

This document has been signed by all parties.

Completed 7 August 2020

Message

View Audit Log
Print With Audit Log
Duplicate Document