Pacific Region Division of Transportation

Existing Agreement Reporting Requirements

Semi-annual reporting (Program Agreements)

• Beginning with MAP-21 (and now the Fast Act) the TTP G2Gs require two sets of reports each year.

• The semi-annual reporting periods are in line with the Government

Fiscal Year, not the calendar year:

1. Reporting Period Number 1

• October 1 – March 31 - Send in no later than June 30

2. Reporting Period Number 2

• April 1 – September 30 – Send in no later than Dec. 31

Quarterly Reporting (638 Contracts)

• The government to government agreements differ from the PL 93-638 contracts which require quarterly SF 425s be sent to the Awarding Official.

• Under 638 contracts Narrative Reports are not required, but they are required by legislation for G2G reports

G2G Reporting Documents

• The Tribe shall provide the Director a copy of semi-annual progress reports which contains a narrative of the work accomplished; and semi-annual financial status reports using a Federal Financial Report, SF425, or such similar form as is used by the DOI or the DOT, as applicable. The Tribe shall provide the Director the semi-annual reports within ninety (90) days following the conclusion of the reporting period, which shall run from October 1 to March 31 and from April 1 to September 30.

• Narrative Report – Include as much detail as possible – Pictures are much appreciated! – If there was no activity, just state that fact

• Federal Financial Report

– SF 425

SF 425 Instructions Federal G2G Financial Report Instructions

Report Submissions

1) Recipients will be instructed by Federal agencies to submit the Federal Financial Report (FFR) to

a single location, except when an automated payment management reporting system is utilized. In

this case, a second submission location may be required by the agency.

2) If recipients need more space to support their FFRs, or FFR Attachments, they should provide

supplemental pages. These additional pages must indicate the following information at the top of

each page: Federal grant or other identifying number (if reporting on a single award), recipient

organization, Data Universal Numbering System (DUNS) number, Employer Identification Number

(EIN), and period covered by the report.

Reporting Requirements

1) The submission of FFRs for the G2G Agreement will be on a semi-annual basis, as directed by the

Federal agency. A final FFR and narrative shall be submitted at the implementation of a new

transportation bill or, if the tribe or government chooses to opt out of the agreement per Article 5;

Section 8 of the agreement. The following reporting period end dates shall be used for reports: 3/31,

9/30. For final FFRs, the reporting period end date shall be the end date for close out.

2) Semi-annual interim reports shall be submitted no later than 90 days after the end of each reporting

period. (Note: MAP-21 agreements have the 90 day window and the FAST Act agreements have a 60

day window.)

Note: For single award reporting:

1) Federal agencies may require both cash management information on lines 10(a) through 10(c)

and financial status information lines 10(d) through 10(o).

2) 10(b) and 10(e) may not be the same until closeout or a new transportation bill is implemented.

Cover Information

1 Federal Agency and Organizational Element to Which Report is Submitted Enter the name of the Federal agency and

organizational element identified in the award

document or as instructed by the agency.

2 Federal Grant or Other Identifying Number Assigned by Federal Agency For a single award, enter the grant number

assigned to the award by the Federal agency.

For multiple awards, report this information on

the FFR Attachment. Do not complete this box

if reporting on multiple awards.

3 Recipient Organization Enter the name and complete address of the

recipient organization including zip code.

4a DUNS Number Enter the recipient organization’s Data

Universal Numbering System (DUNS) number

or Central Contract Registry extended DUNS

number.

4b EIN Enter the recipient organization’s Employer

Identification Number (EIN).

SF 425 Typical Errors

• Not entering the cumulative amount

– Be sure to enter the cumulative amount of Federal fund disbursements which includes all MAP-21 Referenced Funding Agreement amounts from date of the inception of the award through the end date of the reporting period specified in line 9.

• Using one 425 for multiple agreements such as G2G and 638 agreements

– For multiple grants, report each grant separately on the FFR Attachment. The sum of the cumulative cash disbursements on the FFR Attachment must equal the amount entered on Line 10b, FFR.

SF 425 Typical Errors

• Not checking the Semi-annual box

• Be sure to check the semi-annual box

• Using the calendar year instead of the government fiscal year for the two reporting periods.

BIA Reporting - Tracking Chart

FY 13 FY 14 FY 15 FY 16

1st 2nd 1st 2nd 1st 2nd 1st 2nd

10/1/12 - 3/31/13

4/1/13 - 9/30/13

10/1/13 - 3/31/14

4/1/14 - 9/30/14

10/1/14 - 3/31/15

4/1/15 - 9/30/15

10/1/15 3/31/16

4/1/16 9/30/16

n/a yes yes yes NO DUE

n/a n/a n/a 425 only 425 only 425 only 425 only

n/a yes yes no yes yes

n/a yes yes yes NO DUE

n/a yes yes yes NO DUE

n/a no no no NO DUE

n/a n/a yes no yes yes

yes yes yes yes yes yes

n/a n/a n/a n/a n/a yes yes

n/a yes yes yes yes yes yes

n/a 425 only 425 only 425 only 425 only 425 only

G2G Streamlined Reporting NOW

• For any agreement with a number that starts with A13AP00… or A16AP00…, a 425 and a narrative must be sent to Scarlett

• For any agreements that start with “CTJ…”, 425 reports must be sent to Scarlett and to the Awarding Official

Legacy 638 Contracts

• Contracts previously awarded under PL 93-638 can be rolled over into your new FAST Act G2G Agreements if requested. – Much easier for

reporting and internal tracking purposes

– BIA working to close out old 638 contracts

• Roll Over Process in Brief

– Make an official request by letter

– Send in final documents

– Mail in cashier’s check

– Sign new contract document

Roll Over Process

• Tribe sends a letter to Regional Director Dutschke requesting to ‘retrocede’ and transfer remaining 638 funds to G2G agreement. Request must include:

– Final narrative

– Final SF-425

– Statement of no property purchased under the contract

– Signed amended RFA for prior year funds

• Send a cashier’s check made out to the BIA, Division of Transportation – Fed Ex to Steve Wilkie’ s eyes only

For More Information

– Scarlett Carmona Scarlett.carmona@bia.gov

916.978.6032

– James Hatch James.hatch@bia.gov

916.978.6054