NSF Financial Management Workshop


Nov 9, 2013 (4 years and 6 months ago)



NSF Financial Management Workshop


Financial Functions


and submit electronically: V
iew Previous
FCTR’s and FFR’s

NSF makes FCTR’s available 7
10 business days

after the end of a calendar quarter

Grantees are required to update, certify and submit the FCTR by the due date even if funds have not
been drawn during the reporting period


Federal Cash Transaction Report

(SF 272A)
for the quarter, can view all prior r

Part 1

SF 272 Status of Federal Cash

Starts with cash on hand,
payments received,
and cash

available, …..Balance Authorized

Part 2

Net Award,
Cumulative net disbursements,
net disbursements reporting quarter, =Unobligated balance

View quarterly c
ash transaction under Schedule of advances and/or reimbursements (Part III)

General Informatio
n and inquiries, tells you

which NSF office to contact to address different issues such
as PI, expiration dates, final project report, cash reconciliation, award


Certification, Save and Submission, signed by authorized preparer, that the report is accurate and true
and the disbursements have been made for the purposes and conditions (in the NSF grant policy
manual) of the award.

Printing instructions


Federal Financial Report (FFR) for quarter ending, this is where you prepare your quarterly
reports, instructions are attached, once submitted it cannot be modified


Cash report history, gives listing of each cash request, with link to cash request detail


Grantee EFT Update, authorized
representative (research administra
tion in our case)can certify

modifications made by the financial person to bank account information


Grantee EFT History, lists changes to electronic funds transfer information, who made

them and
who certified them

Cash request, can request draw down’s

Can separate authority in system, so Certifier cannot draw down cash, etc.

Award & Administration Guide III
2 NSF 08

Request payments through FastLane Cash Request Function

Timing, req
uest minimum amount needed essential to meet the needs for actual disbursements, applies
to grantee and
sub awardees


Can request advance payments if:

Have a signed grant and funds have been obligated

Has or will have written procedures to minimize time be
tween funds transfer and disbursements

Financial system meets standards

fund control

The designated offici
al submits cash requests using F
ane on periodic basis

Grantees maintain advances in interest bearing accounts

If grantee doesn’t meet conditi
ons above, then special payment grantees: NSF will make payments on
reimbursable basis only using Request for Advance or Reimbursement Form (SF 270), by fax or mail, if
this is not feasible, then a working capital advance with following reimbursement reque
st arrangements
can be made with NSF

Grantee EFT U
date: used to provide NSF with banking information and allows electronic transfer of
, NSF encourages grantees to utilize women and/or minority owned banks

Award & Administration Guide III

NSF has a reversionary interest in the unobligated balance upon expiration or completion of the grant

Advances or reimbursements that end up with an excess
cash on hand condition or a negative
“Balance Authorized” computed on lines 6 and 15 of the

FCTR should be refunded electronically or by
check to NSF. Contact the Division of Financial Management for information on electronic repayment

Interest earned on advance payments, advances must be in interest bearing accounts unless: <120,000
federal grant receipts annually

High minimum balance requirement

Grantees may keep up to 250 interest earned per year for administrative expenses, report on line 9 on
FCTR, remit interest earned above this amount to DHHS PMS

Program income, credit to gra
nt costs

Other cost credits such as purchase discounts, rebates, allowances, etc will be credited against NSF grant
. Credits of $300 or more will be credited even if the grant is closed out.

Grant Financial Reporting, submit using FCTR function de
scribed above, failure to submit in a timely
manner can result in:

Suspension of all future payments

Closeout of expired awards based on previously reported disbursements

Suspension of unexpired awards

Suspension of review and processing of new proposals

Final Disbursement reporting

SF 269, Financial Status Reports are not required

For expired grants:
The quarter following expiration, enter in the Net Disbursement Reporting Quarter
column the final disbursements, include valid unpaid obligations outstandi
ng at the time final
disbursements are due as if they had been paid. If these amounts vary by #300 or more report an
Adjustments to Financially Closed Awards and specify the reason.


If this can’t be done by law, regulation or accounting system limitation
s, closeout by NSF can be
deferred if:

Grantee lists such unpaid obligation in the remarks section of the FCTR

Submit the FCTR before the quarterly financial closeout procedure is run

The appropriation has not lapsed

The final disbursement amount may not
exceed the amount of the award

When final disbursements have been recorded the award will be financially closed

When al final reporting requirements have been met, the award will be deleted from the FCTR and will
be shown in the next Schedule of Awards Pu
rged and Subsequent Adjustments during the quarter part
IV of the FCTR