1. Quarterly Reports
TUC is submitting the following Quarterly Reports for Federal Projects:
Agency | Payment | Payee Account Number | Responsible |
NSF | Fastlane |
| Krizel Leynes |
NASA | PMS | 2V45P | Krizel Leynes |
NASA Langley | PMS | D4759PI | Krizel Leynes |
NIH | PMS | 7430G | Krizel Leynes |
NIH-ARRA | PMS | 7430P | Krizel Leynes |
IRS | PMS | A1279P1 | Mary Jumamil |
Corp. f. Natl. Com. Service | PMS | 8X06P | Currently not active |
The Federal Financial Reports (FFR) are submitted online by the responsible liaison. The report is then forwarded to, reviewed and certified by the Director, Sponsored Programs.
US Department of Education
There are no Quarterly Reports for awards/contracts from the US Department of Education required.
US Department of Energy
- Complete form SF425 for each Dept. of Energy award/contract
- Review and certification by CFO
- Prepare memo to attach to each of the forms.
- Mail the forms to:
Office of Chief Financial Officer
U.S. Department of Energy
Office of Science, Chicago Office
9800 South Cass Avenue
Argonne, IL 60439 - File a copy of the report and memo in the Project File (blue file folder) for each project.
- Mark the Billing Schedule to indicate that the report has been submitted.
2. Interim Financial/Project Reports
At the time of the award, all required reports are documented in the billing schedule.
The responsible liaison continuously reviews the billing schedule and submits the required financial and project reports as required by the award/contract. If necessary, the liaison requests information from the Principal Investigator and forwards the information to the granting agency.
After submitting the report, the liaison marks in the billing schedule the task as completed.
The Director, Sponsored Programs and the entire Sponsored Programs team meet at least monthly to jointly review the billing schedule. During this review, each liaison presents the status of his/her project's invoicing and the required submission of reports.
3. Final Reports
3.1 Final Financial Report
Grant agreements for sponsored programs usually require a final financial report to be submitted to the granting agency within 90 days after the end of the project. It is imperative for the Project Director and The University Corporation to meet this deadline. Non-compliance may result in the withholding of future payments and grant approvals for other projects.
The final reports filed with the granting agency must contain the final financial figures.
3.2 Final Technical or Program Report
Within 90 days after the end of the project, the Principal Investigator must file:
- a copy of the final technical or program report with the granting agency, if required
- a copy of the final technical or program report with TUC-Sponsored Programs. If the document is confidential or very large, file a copy of the cover letter accompanying the report.
TUC-Sponsored Programs will file the copy of the final technical or program report in the project file (blue folder) and maintain the folder according to TUC's record retention policy.
4. ARRA Reports
4.1 Administration
Awards under the American Recovery and Reinvestment Act (ARRA) are processed according to the same policies and procedures as all other grants administered by The University Corporation (TUC). In addition, ARRA awards are subject to specific reporting requirements discussed in this document.
4.2 Applicable Regulations
TUC will be following all guidance issued by the Office for Management and Budget (OMB) and the sponsoring agencies from which it receives ARRA funds.
4.3. Quarterly Report Submission
Beginning September 2009, ARRA Quarterly Reports will be submitted no later than the 10th day after each quarter to the website www.federalreporting.gov
4.4 Responsibilities
4.4.1 Office of Research and Sponsored Projects (ORSP)
The Office of Research and Sponsored Projects (ORSP) will identify any award covered by ARRA and notify TUC immediately after the award.
4.4.2 Principal Investigator
Principal Investigator are responsible for all aspects of management of their projects, including financial oversight. The Principal Investigator will in particular be responsible for providing the following information to TUC 10 days before the end of the quarter:
- Number of Jobs Created/Retained
- Description of Jobs Created/Retained
- Description of Quarterly Activities/Progress Report
4.4.3 TUC-Sponsored Programs
The TUC Sponsored Programs Department will be responsible for gathering the appropriate data elements and submitting reports no later than the 10th day after each quarter to the website www.federalreporting.gov.
4.5 Submitted Information
To ensure accuracy and timely submission of data, the best available financial and jobs data will be reported. This data will primarily be as of the quarter end for which TUC is reporting. In cases where quarter-end data might be incomplete or inaccurate, the most current, accurate data available will be reported. As reports are cumulative, any information for the previous quarter not reported by the 10th day after the end of that quarter will be included in the next quarterly report.
4.5.1 Grant Detail
Grant details relate are completed with the information about the grant and about TUC.
The Awardee Congressional District will be identified as: 27
4.5.2 Expenditures
Expenditures will be derived from TUC's financial accounting system.
4.5.3 Jobs Created/Retained
The Principal Investigator will calculate the jobs created and retained through the award and, provide the numbers together with the job description, to TUC.
The number of jobs created/retained will be calculated as follows:
STEP 1: Calculate Quarterly Hours in a Full‐Time Schedule.
A. Start by determining the standard hours in a full‐time workweek schedule as illustrated below. This example uses 40 hours, but other standards are possible.
B. Multiply this amount by 13 weeks to determine the quarterly number of hours for fulltime work:
40 Hours in full‐time work week X 13 weeks per quarter = 520 Total Quarterly Hours
STEP 2: Calculate the Full Time Equivalent (FTE) for this Quarter.
A. Determine the number of hours worked in positions funded by the Recovery Act within the current quarter. For example, a full‐time employee working 40 hours per week during the entire quarter will work 520 hours in the quarterly reporting period.
B. Divide this number by the “Quarterly Hours in a Full-Time Schedule” number calculated in STEP 1.
This calculation should be performed for each employee working under Recovery Act funding within the reporting quarter (add each together to calculate an FTE total):
520 Hours Worked and Funded by Recovery Act
520 Quarterly Hours in a Full‐Time Schedule = 1.0 FTE
For this example, the FTE figure “1.0” should be reported within the “Number of Jobs” data field.
(If Needed) Reflect Partial ARRA Funding.
A. Count all hours worked on the project. In this example, a total of 520 hours were worked on the project and the total number of quarter hours in a full time schedule is 520 hours. The recipient determines the amount of hours, by employee, funded by the Recovery Act (in this case, 50%) and totals only those hours.
B. Calculate FTE:
260 Hours Worked
520 Quarterly Hours in a Full‐Time Schedule = 0.5 FTE
For this example, the FTE figure “0.5” should be reported within the “Number of Jobs” data field.
Source: Updated Guidance on American Recovery and Reinvestment Job Calculation issued 12/18/09.
4.5.4 Quarterly Activities/Progress Report
“Quarterly Activities/Progress Reports” will be updated based on information received from each project's Principal Investigator (PI).
4.6 Subrecipients
Subrecipients are informed of reporting requirements in the subaward by TUC. At the discretion of the Principal Investigator, Subrecipients are delegated reporting authority will submit the information directly to Federalreporting.gov.
Subrecipients to whom the reporting authority will not delegated will be required to submit the best available data to TUC, which will include the data in TUC's quarterly report.
4.7 Corrections
During the ten-day correction window, the data can be modified by TUC before the 21st.
In case Federalreporting.gov identifies an issue during its day 22-29 review and opens a report for edit, TUC will make corrections to the report as instructed. Any data issues identified beyond the date of publication (day 30) will be corrected or addressed in the next quarterly report.