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EHBs KB for Grantees

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Financial Form

Form Overview

On the Financial form, the grantee provides budgeted and expended amounts.

The form will display as “Financial Form” under the ‘Basic Forms’ section on the left menu when the grantee starts/edit a DGIS performance report.

Applicable Report Types

FormReport Types

NCPR

NCCPR

PPER

Financial FormXXX

The report types are as follows:

  • New Competing Performance Reports (NCPR)
  • Non-Competing Continuation Performance Reports (NCCPR)
  • Project Period End Reports (PPER)

Pre-population

  • The pre-population will be applicable between Financial Form 1 of the last approved report created prior to August 1, 2024 and Financial Form of those reports created after as follows:
    • Budgeted amounts data will prepopulate from Financial Form 1 of the last approved report created prior to August 1, 2024, to the latest budget period Budgeted amount row.
    • The past budget periods rows will be blank and greyed out.
    • The data that gets prepopulated from Financial Form 1 of the last approved report created prior to August 1, 2024, will not be editable.
    • Example – if NCCPR with budget period 6/1/2024 – 5/31/2025 was created prior to August 1, 2024, and subsequent NCCPR gets created after
      • Budgeted amount with budget period 6/1/2024 – 5/31/2025 will prepopulate from report created prior to August 1, 2024, and will be non-editable in this report.
      • Expended amount with budget period 6/1/2024 – 5/31/2025 and Budgeted amount with budget period 6/1/2025 – 5/31/2026 will be open for editing.
Data entered in Financial Form will prepopulate from one performance report to subsequent V3-2023 OMB performance reports.

Form Sections

Financial Form Detail Sheet

In this section, the grantee may expand the accordion menu to view the following details:

  • Instructions

Screenshot of Detail sheet

Budget Detail

The following note will display under the Budget Details section:

For Expended data fields:

  • Final financial data is reported in the SF-425 Federal Financial Report (FFR). If expended data is not final, please provide your best estimate.
  • Expended amounts may be greater than Budgeted amounts when they include carryover funds and/or supplemental funds received after the base award.

If the grantee has the first subsequent report created after August 1, 2024, the following additional note will display under this section regardless of the report type explaining why past budget periods rows are blank and greyed out.

Due to changes in this form, only budgeted values from the prior budget period are displayed. Any other past budgeted or expended lines are blank.

In this section, the grantee must answer the following question:

Are Matching Funds Required?  (If yes, please enter the amount)

  • This is a required question, and the following validation will display above the radio buttons: Please provide a response for this field.
  • If the grantee selects Yes, then the Required Matching Funds column will be enabled for the Budgeted amount and Expended amount rows that are applicable based on report type (NCPRs, NCCPRs, and PPERs).
 screenshot of Budget details

For all lines:

  • For New Competing Performance Report (NCPRs), the grantee must enter the budgeted amount for the first budget period.
  • For Non-Competing Continuation Performance Reports (NCCPRs), the grantee must enter the expended amount for the prior budget period and the budgeted amount for the upcoming budget period.
  • For Project Period End Report, the grantee must enter the expended amount for the last budget period.

NOTE:

  • Budgeted: Budgeted represents the amounts received by the grantee and what they budgeted to spend for that reporting period.
  • Expended: Expended represents the amount expended by the grantee in the reporting period.

The grantee must enter the budgeted and expended amounts for the applicable budget periods based on the report type for the following fields:

MCHB Grant Award Amount

  • This is a required field for the applicable rows based on budget period, and the following validation will display: Enter an integer: 0 – 999,999,999.
  • The grantee must enter the amount of the Federal MCHB grant award for this project.

Required Matching Funds

  • This is a required field for the applicable rows based on budget period if the grantee answers Yes to Are Matching Funds Required? question, and the following validation will display: Enter an integer: 0 – 999,999,999.
  • Required Matching Funds can include local, state, program, applicant/grantee, or other funds.

Other Project Funds

  • This is a required field for the applicable rows based on budget period, and the following validation will display: Enter an integer: 0 – 999,999,999.
  • Other Project Funds can include local, state, program, applicant/grantee, or other funds leveraged.

Federal Collaborative Funds (not included in ‘Total Project Funds’)

  • This is a required field for the applicable rows based on budget period, and the following validation will display: Enter an integer: 0 – 999,999,999.
  • Federal Collaborative Funds are the total amount of other Federal funds received other than the MCHB grant award for the project. Such funds include those from other Departments, other components of the Department of Health and Human Services, or other MCHB grants or contracts.

Total Project Funds

  • This is an auto-calculated field with sum of values entered in MCHB Grant Award Amount, Required Matching Funds, and Other Project Funds for each applicable row.
  • Federal Collaborative Funds are not included in the auto-calculated Total Project Funds.

NOTE: The below screenshot is from a NCCPR with following dates:

  • Current Project Period: 09/01/2021 - 08/31/2026
  • Current Budget Period: 09/01/2023 - 08/31/2024
  • Reporting Period: 09/01/2022 - 08/31/2023

screenshot of Budget Periods

Comments

In this section, the grantee can enter additional information (not to exceed 5,000 characters). The Comments field accepts text, numbers, and special characters.

screenshot of Comments

The grantee must click on Save or Save and Continue buttons before navigating away from this form to ensure all data entered is saved successfully.

  • The Save button will save the validated information captured in the form and grantee will remain on the same form.
  • The Save and Continue button will save the validated information and grantee will navigate to the next form.

The Go to Previous Form button will navigate to the previous form without saving any previously unsaved information.

Form-Level Rules and Validations

  • For New Competing Performance Report (NCPRs), the grantee must enter the budgeted amount for the first budget period.
  • For Non-Competing Continuation Performance Reports (NCCPRs), the grantee must enter the expended amount for the prior budget period and the budgeted amount for the upcoming budget period.
  • For Project Period End Report, the grantee must enter the expended amount for the last budget period.
  • The Required Matching Funds column will be enabled for the applicable Budgeted amount and Expended amount rows based on report type (NCPRs, NCCPRs, and PPERs) if the user has selected Yes in Are Matching Funds Required? question.
  • Data checks and validations for all integer fields.
    • Accepts integer values only.
    • Accepts a maximum of nine digits.
    • Does not accept decimal values.
    • Does not accept any text values.
The Comments text box will accept text, numbers, and special characters (not to exceed 5,000 characters).
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