State Historic Preservation Office Grants

End-of-year reports are now due on or before January 31, 2022. This represents an extension of 30 additional days for SHPOs to complete reporting requirements. Additional information explaining this change is found lower on this page.

Managing annual formula grants from the Historic Preservation Fund requires balancing several ongoing reporting requirements with annual reporting requirements. In general, the goal of reporting is to ensure that grant-supported activities are eligible, measurable, and tangible. Depending on the program area in which work is performed and whether it is performed directly by the SHPO or by subgrantees, different types of reporting is required.

Responsibilities of State Historic Preservation Offices as Pass-Through Agencies

When SHPOs make sub-grants, they assume the oversight role of a federal agency. In order to be successful at this and to meet program, audit, and statutory requirements, it is critical that SHPO staff responsible for managing sub-grants be familiar with the current requirements of each award's grant agreement, 2 CFR 200, and the Historic Preservation Fund Grants Manual, as appropriate.

On This Page Navigation

Getting Started in GrantSolutions

We encourage new grantees to review the frequently asked questions section of the GrantSolutions website to understand how common actions will work in the platform. Common issues, like account creation, user roles, compatible web browsers, and how to receive technical assistance are all discussed. Grantees are responsible for creating, maintaining, and closing user accounts in GrantSolutions.

Grant recipients will mostly use the Grants Management Module (GMM) of GrantSolutions. Additional training and information on common tasks is available from GrantSolutions. These tasks include:
  • system navigation
  • accepting a grant
  • finding your grant
  • managing amendments
  • submitting reports
  • how to log in and configure system roles
  • using Grant Notes
  • submitting amendments

What are Reporting Requirements After Submitting the Application but Before the End-of-Year Report?

After submitting an application, your reporting requirements are not complete.

Project Activity Database (PADB)

As subgrants and contracts are awarded or let, you must keep the Project Activity Database updated as well as inform your grant manager when changes are made as part of demonstrating performance in all required program areas.

Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS)

The Federal Funding Accountability and Transparency Act (FFATA) requires information on federal financial assistance and expenditures be made available to the public via a single, searchable website (USASpending.gov). You will enter data in FSRS that will be aggregated and publicly published on USASpending.gov.

Any SHPO that makes a subgrant greater than or equal to $30,000 (through November 2020, this was $25,000) must file a FFATA subaward report not later than the month following the month in which the subgrant was awarded. Your grant agreement outlines the reporting requirements; you should be familiar with these as some subgrantees are exempt from FFATA reporting.

If you are required to report on a sub-grant in FSRS but are unable to locate your prime award with NPS in the system, you should still document your timely attempt to file the report.

National Environmental Policy Act

Passed by Congress in 1969, the National Environmental Policy Act (NEPA) established this country's environmental policies, including the goal of achieving productive harmony between human beings and the physical environment for both present and future generations. SHPO

NEPA is triggered by a federal action. Federal actions are defined as:

  • projects, activities, or programs funded in whole or in part under the direct or indirect jurisdiction of a federal agency, including those carried out by or on behalf of a federal agency
  • those carried out with federal financial assistance
  • those requiring a federal permit, license, or approval; and those subject to state or local regulation administered pursuant to a delegation or approval by a federal agency

Your grant agreement comes with an attachment that documents our exclusion of all non-development actions from further review under NEPA. All development subgrants or contracts (including ground-disturbing archeology) must be further reviewed under NEPA. In order to provide us with the information we need to complete these review, please complete a NEPA environmental assessment screening worksheet in HPF Online.

Projects Involving National Historic Landmarks

Any project involving a National Historic Landmark or, rarely a National Natural Landmark, require additional documentation prior to undertaking grant-assisted activities. Please submit additional documentation for NHL projects using HPF Online.

Reporting Requirements for Historic Preservation Fund Grants

Annual End-of-Year Reporting

The End-of-Year (EOY) Report is the opportunity for States to describe the accomplishments achieved with their annual HPF awards and matching share. The report provides a framework for NPS to compare actual results achieved to the planned performance specified in the grant application. EOY Reports provide documentation on the completion of the closing grant and the first year of the active grant. EOY Reports are due by January 31, which is 120 days after the end of the Federal fiscal year September 30.

Due Date for End-of-Year Reporting

The end-of-year report consists of final reporting on the award(s) that is closing and annual reporting on the award(s) that is remaining open. To coincide with recent changes to federal regulations, your end-of-year report is now due on or before January 31, 2022. Reports in GrantSolutions may show due dates of December 31, 2021, so you may receive notifications that a report is overdue; we will not consider reports overdue unless they are received after January 31, 2022.

Reporting Submitted via GrantSolutions

Reporting is a combination of the HPF Online database entries and the following reports, submitted directly in GrantSolutions.

  • SF-425 Federal Financial Report Form
    • Submit one SF-425 for each grant. Typically, this will be one SF-425 for the closing year reporting on the full two-year grant period and one SF-425 for the first year of the active grant.
    • Complete the SF-425 for each grant under the FFR in GrantSolutions
  • SF-428 Tangible Personal Property Reports
    • The SF-428 is an optional coversheet.
    • The SF-428A serves as an inventory of equipment purchased with the with grant funds for the active year grant. Required, even if no equipment purchased.
    • The SF-428B will be submitted when the grant closes out. Required, even if no equipment purchased.
    • The SF-428C is submitted when a grantee wants to dispose of federal property while the grant the property was purchased with is still active.
    • The SF-428S is not required but can be used to help the grantee fill out the forms or to provide detailed individual item information.
    • Attach the appropriate SF-428 version form in GrantSolutions
  • Carryover Statement
    • Complete in HPF Online, then click save and generate to create a version that is ready for the SHPO (or designee) to sign.
    • Attach the signed Carryover Statement in GrantSolutions

Reporting Submitted through HPF Online

Contact us if you need the URL for the database and/or your login information.

The components submitted in the online database are:

  • Project Activity Database (PADB Reports)
  • Cumulative Products Tables
    • Reminder: the planning section is not optional and must be completed
  • Carryover Statement (complete in HPF Online, but submit the signed version in GrantSolutions)
  • Non-federal Matching Share Report (for the Closing Year only, cumulative for the two-year grant period; should equal the match on the CLG report and the SF-425 for the closing year.)
  • 3 Success Stories

Also, please make sure your State Historic Preservation Plan is current and that all Special Conditions of your grant agreement are met. Here is a good example of documentation of grant agreement compliance; this is not required, but could be a helpful tracking tool.

End of Year Report General and Special Provisions Certification.
A good example of documentation of grant agreement compliance

Reporting Submitted to Your Grant Manager

Products produced under the grant, including sub-grants. Review instructions in your grant agreement and check with your grant manager if you are unsure of what to submit.


Summary of reporting requirements for SHPO formula awards
GrantSolutions HPF Online
SF-425
SF-428A
SF-428B
Project Activity Database (PADB)
Cumulative Products Tables
Matching Share Report
Success Stories
Carryover Statement upload to GrantSolutions generate in HPF Online
Grant Products contact grant manager

Last updated: November 18, 2021