Grant Programs Directorate Information Bulletin
No. 374
December 21, 2011


MEMORANDUM FOR: 	    All State Administrative Agency Heads 
   All State Administrative Agency Points of Contact 
          All Urban Areas Security Initiative Points of Contact 
          All State Homeland Security Directors 
   All State Emergency Management Agency Directors 
  
FROM: 			    Elizabeth M. Harman 
          Assistant Administrator 
                      Grant Programs Directorate 
      
SUBJECT:        		    Financial Reporting on FEMA Grant Programs – Federal 				    Financial Report Standard Form 425

This Information Bulletin (IB) is to advise you that in accordance with the Code of Federal Regulations (CFR), Office of Management and Budget (OMB) Circulars, and program guidance, the Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA), Grant Programs Directorate (GPD), will be reviewing all financial data required on the Standard Form (SF) 425. This will include current commitments, obligations, unliquidated obligations, and expenditure information for all FEMA grant programs. This financial information is needed to ensure SF 425 completeness, and to assist FEMA in continuing to further assess the efficiency and efficacy of our grant programs. 

Financial Reporting Requirements (SF 425)

The completed SF 425 must be submitted on a quarterly basis. This form serves as a standard comprehensive financial reporting form for reporting the financial status of grant awards. Quarterly reports must be submitted no later than 30 days after the end of each quarter. 
Please refer to the following chart for quarter ending dates and due dates for SF 425 submissions.

FY Quarter
Quarter Ending Date
SF 425 Submission Due Date (No Later Than)
1
 December 31
January 30
2
 March 31
April 30
3
 June 30
July 30
4
September 30
October 30

Failure to submit a SF 425 by its submission date could result in the temporary withholding of cash payments pending submission or the withholding of further awards from the Agency.

Homeland Security Grant Program – Sub Program Reporting

The format of the SF 425 does not allow for grantees to report individually on sub-programs under the Homeland Security Grant Program (HSGP).  However, DHS/FEMA is still required to accurately report the expenditures associated with the HSGP sub-programs.  Therefore we will begin to collect HSGP sub-program draw-down data via the required Semi-Annual Progress Report (SAPR).  Please note, this new requirement applies to all open HSGP awards only. 

The HSGP grant guidance currently requires grantees to report “see BSIR” in the narrative section of the SAPR.  Grantees will continue to enter “see BSIR” and complete the required BSIR submission in the Grants Reporting Tool (GRT).  However, grantees will also be required to report draw-down information for the HSGP sub-programs in the narrative section of the SAPR.  This applies to all applicable HSGP sub-programs for each open HSGP grant year.  This includes:  State Homeland Security Program (SHSP), Urban Areas Security Initiative (UASI), Law Enforcement Terrorism Prevention Program1 (LETPP), Operation Stonegarden (OPSG), Metropolitan Medical Response System (MMRS), and Citizen Corps Program (CCP).  For States with more than one eligible UASI jurisdiction, each UASI jurisdiction should be reported separately. An example of what should be included in the narrative section of the SAPR, in addition to “see BSIR”, is included below.
________________________________________________________________________
1LETPP was only an official HSGP sub-program in FY 2007 and prior




Program
Award Amount
Amount Drawn Down
Balance
SHSP
$                  100,000
$                   45,798
 $           54,202 
UASI
$                    75,000
$                   66,999
 $             8,001 
UASI City #1
$                    50,000
$                   45,000
 $             5,000 
UASI City #2
$                    25,000
$                   21,999
 $             3,001 
OPSG
$                    25,000
$                   12,345
 $           12,655 
CCP
   $                    25,000 
$                     1,111
 $           23,889 
MMRS
   $                    25,000 
$                            -
 $           25,000 
TOTAL
   $                  250,000 
$                 126,253
 $         123,747 





This requirement will take effect during the current SAPR reporting cycle, which runs from July 1, 2011 through December 31, 2011 and is due January 30, 2012.  This requirement will remain in place for all future SAPR submissions.

The Grant Programs Directorate (GPD) looks forward to working with you and we greatly appreciate your assistance. If you have questions regarding this IB, please contact your assigned GPD Program Analyst. For general inquiries, please call the GPD Centralized Scheduling and Information Desk at 1-800-368-6498. 




        U.S. Department of Homeland Security
Washington, DC  20472





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        U.S. Department of Homeland Security
Washington, DC  20472