Reclamation Financial Assistance Memorandum (RFAM) No. 04-02
Financial Assistance Reporting Requirements
84-27800
ADM-13.00
MEMORANDUM
To:
Regional Director, PN, MP, LC, UC, GP
Attention: PN-3700, PN-6300, MP-3800, LC-3100, UC-440,
UC-450, GP-3800
Director, Administrative Service Center
Attention: D-2940
Director, Management Services
Attention: 84-27800, 84-27810
From:
From: Ronald J. Simonich, /s/
Acting Manager, Acquisition and Assistance Management Division
Subject: Reclamation Financial Assistance Memorandum (RFAM) 04-02 - Financial Assistance Reporting Requirements
1. Purpose. This purpose of this memorandum is to transmit a policy issuance from the Deputy Assistant Secretary-Budget and Finance regarding reporting requirements for recipients of grants and cooperative agreements.
2. Effective date. This RFAM is effective upon issuance.
3. Expiration date. This RFAM is in effect until cancelled or superceded.
4. Background. As stated in the attached transmittal memorandum from the Deputy Assistant Secretary, "Among the findings and recommendations contained in their Fiscal Year 2002 report to the Secretary and Inspector General, independent auditors, KPMG, stated that, with regard to grant monitoring:
Interior requests grant performance reports and related SF-269,
Financial Status
Reports, from grant recipients; however, Interior does not perform
sufficient
monitoring to ensure grant recipients submit these reports timely
… Interior uses
the SF 269s to help ensure that expenses are recorded in the proper
period and
funds are de-obligated at the end of the grant period.
The resulting recommendation to improve the reporting of financial transactions in this area was that 'Interior require grant recipients to submit grant performance reports and related SF-269's prior to receiving new grants.'"
Accordingly, the attached "Policy Regarding Financial Status Reporting Requirements Related To Grants" has been issued by the Deputy Assistant Secretary "to reiterate and implement Governmentwide policy regarding financial status reporting requirements related to grants in order to ensure that recipients are held accountable for the timely submission of accurate and complete financial status reports to better enable Department of the Interior bureaus and offices to record grant-related expenses in the proper period and de-obligate funds at the end of the grant period."
5. Action required.
a. The Bureau of Reclamation Special Provisions titled, "Payment Policy," "Payment Method," and "Reporting Requirements and Distribution" have been updated and shall be included when awarding new financial assistance agreements and upon modification to any existing agreements. The new provisions are attached and are also available on the Financial Assistance "Downloadable Materials" Internet page which is accessible from http://www.usbr.gov/pmts/acquisitions/AAMSrfa.html
b. In accordance with Paragraph 6.E. of the Policy Document, information regarding reporting requirements, due dates, and sanctions for non-compliance with reporting requirements shall be included in all applicable pre-award and award notices, and post-award documents and notices. Information on possible sanctions is included in Paragraph H(2) of the Policy Document.
c. Grant and Cooperative Agreement Officers (GCAO) and Grant and Cooperative Agreement Officer's Representatives (GCAOR) shall actively monitor agreements to ensure that recipients comply with the terms and conditions of their agreements. If recipients are determined to not be in compliance with the terms and conditions of their agreements, GCAO's shall initiate appropriate action to correct the non-compliance. Suggested formats for letters to address non-compliance issues are being drafted and will be available on the Financial Assistance "Downloadable Materials" Internet page referenced above.
d. At a later date, further guidance will be issued to implement the requirements of this policy. Reclamation's implementation of this policy will address the Commissioner designations of "appropriate bureau officials" that are referred to in the policy document.
e. Make further distribution of this policy to all GCAO's and GCAOR's in your Regional or Denver Office.
6. Point of contact. If you have questions regarding this matter, please contact Stephanie Bartlett, Procurement Analyst, 303-445-2427.