[Department of Health & Human Services, USA; HRSA, Health Resources & Services Administration]
Hello!
Are you a HRSA Grant Recipient looking to learn more about the FFR?
Well, you've come to the right place!
Welcome to the Federal Financial Report, or FFR, Overview video.
This video will provide an overview of the FFR, will go over the sections of the report,
who can work on an FFR, when it is due, and who to contact for help.
First thing's first, what is an FFR?
The Federal Financial Report, also known as the SF-425, is an expenditure report specified
on the Notice of Award, or NoA, as a reporting requirement.
The FFR tracks expenditures associated with the grant for each document segment, which
is a document number with a specified duration, and is typically submitted on an annual basis.
Reference the Terms and Conditions of your first NoA of the budget period to verify the
FFR reporting requirement details and due date.
The FFR allows Recipients to report their Financial transaction details cumulatively
to HRSA every budget period in a structured format.
Okay!
Let's talk about the FFR sections.
The FFR, or SF-425 form, is broken down into the following five sections:
Basic Information, Transactions, Indirect Costs, Remarks, and Supporting Documents.
Basic Information captures the Organization name, contact information, and other details
from field 3 to field 9 of the SF-425.
Transactions captures the Total Authorized amount, Federal share of Expenditures, Unobligated
balance, Recipient share, and Program Income, in field 10.
Indirect Costs allows you to enter each of the indirect expense records with total amount
and Federal share, in field 11.
Remarks is where you can enter comments and communicate any additional information that
has not already been captured, in field 12.
And Supporting Documents is where you can upload any supporting documents or attachments,
in addition to the details provided in the SF-425 form.
Now, let's talk about who can work on an FFR.
By default, the Project Director for your grant will not have the privilege to access
the FFR.
In order to submit the FFR to HRSA, you can either register in the EHBs as the Financial
Reporting Administrator, FRA, or you can be provided with the Submit Financial Reports
privilege by the FRA.
To register as the FRA, you will need your organization's Payment Management Systems
(PMS) Account Number and PIN to verify your identity in the EHBs.
Here are some helpful tips!
If you need help registering as the FRA, check out the How to Register as FRA help video,
which can be found on your EHBs home page Help Widget, by clicking on View All Videos.
Also, the FRA can provide privileges to View, Edit and Submit the Financial Report so other
folks registered to the grant can support completing the FFR.
Ok!
Next, let's talk about when the FFR is available and when it is due.
Within the EHBs, access to the FFR will be made available to award recipients one day
after the start of their budget period.
Typically, the FFR is due 90 days after the budget year end date, however the due dates
have been aligned with the Payment Management System quarterly report due dates, which you
can find in the reporting requirements section of your related NoA.
As FRA, or as a user with the Submit Financial Reports privilege, you will receive three
emails reminding you to submit the FFR, sent 1 day, 31 days, and 61 days after the budget
period end date.
Also, if the FFR is not submitted by the due date, you will receive 3 additional reminder
emails, the last of which is sent directly to the GMS, or Grants Management Specialist.
Remember!
The FFR is typically submitted on an annual basis, but you should reference the Terms
and Conditions of your Organization's first NoA of the budget period to verify the FFR
reporting requirement and due date.
HRSA may return an FFR to your organization for changes, and if they do, the FFR must
be resubmitted by the due date to be considered compliant.
Helpful tip!
If you anticipate that you will not be able to meet the deadline, make sure to request
an extension so you aren't marked late in the EHBs.
If an unobligated balance is identified, and your organization wishes to request a carryover
of unobligated balances, you must submit a Prior Approval request to HRSA through the
EHBs no later than 30 days after the FFR is submitted, unless the organization is covered
under the Expanded Authority.
If you need help or want to learn more about this, check out the How to Request a Prior
Approval for a Carryover of Unobligated Balances help video on your EHBs home page Help Widget,
by clicking on View All Videos!
Here's another helpful tip!
You cannot start the next FFR before the previous FFR is processed by the GMS, and you cannot
revise an FFR while the GMS is processing it.
However, you can revise and resubmit a new version of the FFR after the GMS has processed
the previously submitted version of the FFR.
Okay so what do you do if you have more questions or need help with your FFR?!
If you have financial questions regarding your FFR, contact the GMS listed on the last
page of your NoA.
You can also find their contact information from your EHBs home page Help Widget by clicking
on HRSA Contacts.
If you need any EHBs related assistance, or have other questions along the way, contact
the HRSA Contact Center at 877-464-4772.
Well that's it for the FFR Overview!
We went over the different FFR sections, who can work on this report, when it's due, and
who to contact for help.
Thanks for watching!
[Department of Health & Human Services, USA; HRSA, Health Resources & Services Administration]