Embedded Files
Process Group/Policy Details
Subject: Cost Accounting
Process Group: Create Exhibit K1
Title of Policy: CA_ Create Exhibit K1
Effective Date: 07/01/2014
Approved/Revision Date: 07/01/2014
Approved by: State Controller
Process Group Description
Track Sub-recipients
This process group includes the preparation of the State-wide Schedule of Expenditures of Federal Awards, the Federal Data Collection Form, the Federal Department of Education EZ Audit Submission, and the State-wide Federal Assistance as Reported by Colorado State Agencies.
Rationale or background to policy:
CORE will be able to provide timely federal expenditure and other grant related information that will assist in preparing the required reports. Minimal information will need to be submitted separately by the Departments or Cabinets. This policy is intended to provide a procedure for recording information in CORE to standardize this process.
Policy Statement:
CA.PO.06 CA_ Create Exhibit K1
The State is required to prepare two reports and two uploads of data for reporting Federal expenditures on an annual basis. The first report is the Schedule of Assistance of Expenditures of Federal Awards (SEFA), which is prepared with guidance from the Office of Management and Budget (OMB) Circular A-133 and the accompanying annual Compliance Supplement. In addition to the SEFA, OMB Circular A-133 requires the Data Collection Form (DCF) to be uploaded to the Federal Audit Clearinghouse website. The SEFA (as part of the State-wide Single Audit Report) and DCF forms are also uploaded to the Federal Department of Education’s EZ Audit website, as required by the Federal Register Notice [FR Doc. 03– 12283 Filed 5–15–03 p.26586]. The second required report is the Federal Assistance as Reported by Colorado State Agencies (FARCSA), and is required by CRS 24-75-212 for submission to the Colorado General Assembly. Departments are required to use certain CORE elements to facilitate state-wide reporting as many of the required fields in these reports will be extracted centrally.
Procedure(s):
Create Exhibit K1- CA.PO.06.1
The following required fields are needed for reporting of the SEFA, DCF and the FARCSA:
Department.
The Department code will be used.
Catalog of Federal Domestic Assistance (CFDA) Number
This will be pulled using the combination of Major Program Class (which indicates Federal Agency Name) and the Major Program Category (which indicates the Federal Program Name). For CFDA purposes, we will use the first 2 digits of the MP Class and the first 3 digits of the MP Category.
In cases where activity is Federal pass-thru from another state agency, please use Major Program Class “YYYY” (Non-reportable) and the Major Program Category “YYYY” (Non-reportable).
In cases where the activity is not Federal, please use the Major Program Class “XXXX” (Non Federal) and the Major Program Category “XXXX” (Non Federal).
If the activity is Federal, but there is no CFDA number assigned by the Federal Agency, please use the appropriate Major Program Class to select the Federal Agency Name, and use Major Program Category “0000” (Federal-Non CFDA) to designate the activity as not having a CFDA number. In these cases, you will also need to provide the Federal Program Name in the Major Program Description field (and see items 4 and 5 below).
If the Major Program Class or Major Program Category that is needed for reporting is not populated in the drop down lists, please contact Reporting & Analysis at dpa_ramailbox@state.co.us with the requested CFDA Number, Federal Agency Name, and Federal Program Name. R&A staff will verify the information, populate the Major Program Class and Category tables, and will respond back to you with the new codes.
Reporting & Analysis will use Live Office to match the fields to 75-character names from the CFDA website.
Non Federal Pass Through Agency
VCUST table will have information for this field.
Other Identifying Number:
This is required if the Federal activity does not have a CFDA number. In these cases, the Major Program Category is “0000” and the Major Program Description will need to be filled out as follows:
First characters of the Major Program Description is the Other Identifying Number. This can be any length; in COFRS, this field was 24 characters. When done, use the concatenation character | to identify the end of the Other Identifying Number. You will also need to include the Federal Program Name (see step 5 below).
Federal Program Name:
If the federal activity is related to a CFDA number, than this field will be populated by the Major Program Category Name. However, if you have Federal activity that does not have a CFDA number, you are required to enter the Other Identifying Number in the Major Program Description field, and the CFDA Federal Program Name (separating the two with a concatenation character |. You will have 100 characters to include both fields in the Major Program Description field.
Due From (or Advanced By) Federal Sources Amount (Beginning of the Year)
This field is calculated by pulling all beginning of the year Federal Receivable and Federal Payable by the by the Major Program Class, Major Program Category, Other Identifying Number, and Non-Federal Pass Through Entity:
BSA 1353 – Intergovernmental Receivables – Federal, plus
BSA 2333 – Intergovernnmental Payables – Federal, plus
BSA 2500 – Unearned Revenue – Federal Advances.
Direct Receipts Amount
This field is calculated by pulling all end of the year Federal Revenues by the Major Program Class, Major Program Category, Other Identifying Number, and Non-Federal Pass Through Entity (when Non-Federal Pass Through Entity is BLANK):
RSRC 7400 – Federal Grants and Contracts, plus
RSRC 7430 – Federal Grants and Contracts, Direct Capital, plus
RSRC 7471 – Federal Interest Subsidy, plus
RSRC 7541 – Federal Grants and Contracts – PELL Grants, plus
RSRC 7901 – Federal Nongrant Funds and Contracts.
Subrecipient Receipts Amount
This field is calculated by pulling all end of the year Federal Revenues by the Major Program Class, Major Program Category, Other Identifying Number, Non-Federal Pass Through Entity (when Non-Federal Pass Through Entity is NOT BLANK):
RSRC 7500 – Federal Grants and Contracts - Subrecipient, plus
RSRC 7530 – Federal Grants and Contracts, Subrecipient Capital.
NonCash Receipts Amount
This field will be calculated using entries posted on CORE by the agencies with noncash receipts. This entry will be a memo entry (posting code/event type to be determined) that will not affect the financial records on CORE, but will be pulled by Reporting & Analysis to identify the noncash activity for reporting on the FARSCA and on the SEFA report.
Direct Program Expenditure Amount
This field is calculated by pulling all end of the year Federal Expenditures by the Major Program Class, Major Program Category, Other Identifying Number, and Non-Federal Pass Through Entity, less the following (see items 11 through 13 below):
Direct Administrative Expenditure Amount, less
Indirect Expenditure Amount, less
Pass Through Expenditure Amount.
Direct Administrative Expenditure Amount
This field is required for reporting on the FARSCA, and is calculated by pulling all end of the year Federal Expenditure (using smart-coded appropriation units) by the Major Program Class, Major Program Category, Other Identifying Number, and Non-Federal Pass Through Entity for the following:
Subobject FADM – Federal Administrative Exp
Subobject F2WD – Federal Admin Two Wheel Drive Vehicle Mileage
Subobject F4WD – Federal Admin Four Wheel Drive Vehicle Mileage
Indirect Expenditure Amount
This field is calculated by pulling all end of the year Federal Expenditure amounts by the Major Program Class, Major Program Category, Other Identifying Number, and Non-Federal Pass
Through Entity for the following:
Object 7100 – Transfers Out for Indirect Costs – Federal
Object 7200 – Transfers Out for Indirect Costs - Cash
Pass Through Expenditure Amount
This field is calculated by pulling all end of the year Federal Pass Through expenditure amounts by the Major Program Class, Major Program Category, Other Identifying Number, and Non-Federal Pass Through Entity:
Object 5111 – Grants - Cities - Fed Pass Thru, plus
Object 5121 – Grants - Counties - Fed Pass Thru, plus
Object 5141 – Grants - Intergovernmental - Fed Pass Thru, plus
Object 5151 – Grants - Local District Colleges - Fed Pass Thru, plus
Object 5161 – Grants - Other States - Fed Pass Thru, plus
Object 5171 – Grants - School Districts – Fed Pass Thru, plus
Object 5181 – Grants - Special Districts – Fed Pass Thru, plus
Object 5421 – Purchased Services - Counties – Fed Pass Thru, plus
Object 5551 – Distributions - School Districts – Fed Pass Thru, plus
Object 5571 – Distributions - Intergovernmental Entities – Fed Pass Thru, plus
Object 5770 – Pass-Thru Federal Grants External, plus
Object 5882 – Distributions to Nongovernmental Organizations – Fed Pass Thru.
Due From (or Advanced By) Federal Sources Amount (End of the Year)
This field is calculated by the Major Program Class, Major Program Category, Other Identifying Number, and Non-Federal Pass Through Entity as:
Due From (or Advanced By) Federal Sources at the beginning of the year
Plus: (if credit is used, not normal balance as positive, as this should reduce the beginning balance):
(Direct Receipts Amount plus
Subrecipient Receipts Amount plus
Noncash Receipts Amount)
Plus:
Direct Program Expenditure Amount plus
Direct Administrative Expenditure Amount, plus
Indirect Expenditure Amount, plus
Pass Through Expenditure Amount
Purpose of the Funds (narrative)
This information will be submitted separately from the agencies in an Excel spreadsheet. It is used in reporting on the FARSCA, and will need to be completed for every federal grant and contract. This information will be matched to the data that is pulled from CORE for Exhibit K1 reporting, and therefore, will need to have an EXACT match to the following fields:
Cabinet
Major Program Class
Major Program Category
Other Identifying Number
Non-Federal Pass Through Entity
State Obligations due to Fund Acceptance (narrative)
This information will be submitted separately from the agencies in an Excel spreadsheet. It is used in reporting on the FARSCA, and will need to be completed for every federal grant and contract. This information will be matched to the data that is pulled from CORE for Exhibit K1 reporting, and therefore, will need to have a EXACT match to the following fields:
Cabinet
Major Program Class
Major Program Category
Other Identifying Number
Non-Federal Pass Through Entity
ARRA Indicator
This field is required for reporting on the SEFA and the DCF form. Please use “ARRA” in the centrally-defined Program Category field.
Federal Cluster Name and Sort
This field will not be included in CORE. It will be a table based on the OMB Circular A-133 Compliance Supplement (generally released in June each year) and updated. It will be a cumulative, multi-year table with the following:
Fiscal Year
CFDA number
Federal Cluster Name
Federal Cluster Sort Order (with Unclustered as the first sort, then alphabetical by Federal Cluster name)
EIN (Employer Identification Number)
This field will not be included in CORE until the Grant Lifecycle Management function is implemented. In the meantime, agencies will provide Reporting & Analysis with an Excel spreadsheet with a list of all EIN numbers for their department or cabinet that would be applicable to Federal Reporting.
DUNS (Data Universal Numbering System)
This field will not be included in CORE until the Grant Lifecycle Management function is implemented. In the meantime, agencies will provide Reporting & Analysis with an Excel spreadsheet with a list of all DUNS numbers for their department or cabinet that would be applicable to Federal Reporting.
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