Federal Financial Report
The SF-425 Federal Financial Report is the cumulative statement of both matching and federal share for a grant. On this form, terms like "federal cash" and "federal expenditures" refer to your federal funding -- that is, the federal grant funds you received. "Recipient share" refers to matching funds.This form frequently causes grantees a great deal of confusion as it uses specific, but familiar, words in an unfamiliar way. Reviewing the instructions below and familiarizing yourself with how to complete this form will make submitting interim and final report easier.
Using GrantSolutions to Complete the SF-425
The National Park Service, as part of the Department of the Interior, will transition to using GrantSolutions for the management of all grants beginning in 2020 and continuitng throughout 2021. The Department of the Interior maintains a website that outlines this transition and frequently asked questions.GrantSolutions Training Information
GrantSolutions offers several training videos for new recipients to familiarize themselves with how to complete all reporting requirements, including submission of the SF-425. If you have questions about how to use GrantSolutions, please contact their help desk at 1-866-577-0771 or +1 202-401-5282 or by email.The SF-425
This form has changed throughout its life time; the current approved version is a two-page form; older versions were just a single page. However, the information requested is largely the same. If you are completing this form directly in GrantSolutions, you will not need to also complete a PDF version of the form. If you are not completing this form directly within GrantSolutions, a copy of the form is available on grants.gov. You will not, however, use grants.gov to ever submit an SF-425. You will submit it within GrantSolutions.Instructions and Explanations of the SF-425
Federal Financial Report |
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| 1. Federal Agency and Organizational Element to Which Report is Submitted National Park Service |
2. Federal Grant or Other Identifying Number Assigned by Federal Agency This is your grant number; it begins with P. Example: P18AP12345 |
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| 3. Recipient Organization Enter the name and complete address of your organization (the "recipient organization") | |||
| 4a. UEI Number Enter the UEI of the recipient organization | 4b. EIN Enter the EIN of the recipient organization | 5. Recipient Account Number or Identifying Number This optional field is for you to enter your own number, if any, that you have assigned to this grant. | |
| 6. Report Type Indicate whether this is quarterly (an interim report due every 3 months), semi-annual (an interim report due every 6 months), annual (an interim report due every 12 months), or final (this is the last report you will submit and you are ready to close the grant) | 7. Basis of Accounting Indicate the basis of your accounting system. | 8. Project / Grant Period Enter the start and end date of your grant agreement (also called period of performance) | 9. Reporting Period End Date Enter the last date covered by this report. |
| 10. Transactions | Cumulative Reminder: all fields in block 10 are cumulative from the start date of the period of performance through the date in block 9. | ||
| Federal Cash | |||
| a. Cash Receipts | Enter the cumulative amount of actual cash received. This should match the amount drawn down from ASAP. | ||
| b. Cash Disbursements | Enter the cumulative amount of cash paid out as of the date in block 9. For cash-based accounting, block 10a and 10b usually match. For accrual-based accounting, block 10b may be larger than 10a. | ||
| c. Cash on Hand | If this is greater than $0.00, you must justify to your grant manager why you have drawn down but not paid out funding. | ||
| Federal Expenditures and Unobligated Balance | |||
| d. Total Federal funds authorized | Enter the amount of your grant. | ||
| e. Federal share of expenditures | For cash-based accounting, enter how much Federal funds you have spent as of the date in block 9. For accrual, enter the sum of cash disbursements plus expenditures incurred and recorded, but not yet paid. | ||
| f. Federal share of unliquidated obligations | For cash-based accounting, enter expenditures incurred, but not yet paid. For accrual, enter the sum of expenditures incurred but for which an entry has not yet been recorded related to Federal funding. | ||
| g. Total Federal share (lines e + f) | This field calculates and represents the sum of Federal funds expenditures. | ||
| h. Unobligated balance of Federal Funds (line d - line g) | This field calculates and represents the sum of grant funds not yet obligated. | ||
| Recipient Share | |||
| i. Total recipient share required | Enter the total recipient share (matching share) amount specified in your grant agreement. | ||
| j. Recipient share of expenditures | Enter the recipient share of actual cash disbursements, including the value of allowable in-kind contributions, as of the reporting date in block 9. | ||
| k. Remaining recipient share to be provided (line i - line j) | This field calculates and represents the amount of recipient share yet to be provided. Remember: if your grant includes match, we look to see that you are expending it at the same rate as federal share. | ||
| Program Income Program income is gross income earned by the recipient that is directly generated by a grant-supported activity or earned as a result of the award. For most grantees, this will be $0.00 | |||
| l. Total federal program income earned | Enter the amount of Federal program income earned, excluding any program income that is being allocated as part of the recipient's cost share amount included in line 10j. | ||
| m. Program Income expended in accordance with the deduction alternative | Enter the amount of program income that was used to reduce the Federal share of the total project costs. | ||
| 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. | ||
| o. Unexpended program income (line l - line m + line n) | This field calculates and represents the amount of program income that has been earned but not expended, as of the date in block 9. | ||
| 11. Indirect Expense | This section is used by recipients authorized to charge indirect expenses against the grant. | ||
| a. Type | State whether the indirect cost rate is provisional, predetermined, final or fixed. | ||
| b. Rate | Enter the indirect cost rate in effect during the reporting period. This must be a percentage. Example: 45.2% |
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| c. Period From | Period To | Enter the beginning and ending effective dates for the rate. | ||
| d. Base | Enter the base against which the rate was applied. Example: Total Federal Direct Expenses or Total Salaries and Benefits. |
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| e. Amount Charged | Enter the product of 11b x 11d. This is the amount of indirect costs charged during the time period specified. | ||
| f. Federal Share | Enter the Federal share of the amount in 11e. Block 11f is usually equal to 11e. | ||
| 12. Remarks | Enter any explanation or additional information required, including justifying excess cash represented in block 10c. | ||
| 13. Certification | Complete all blocks in this section and have an authorized individual sign this form. | ||
| a. Name and Title of Authorized Certifying Official | |||
| b. Signature of Authorized Certifying Official | c. Telephone | ||
| d. Email Address | e. Date Report Submitted Please remember to date this form. | ||
Last updated: October 31, 2022