Financial Reporting Requirement for All LIHEAP Grantees - SF 269A Report
THIS CONTAINS INFORMATION ISSUED BY THE U.S. ADMINISTRATION FOR
CHILDREN AND FAMILIES IN LIHEAP ACTION TRANSMITTAL NO. LIHEAP-
AT-2010-1, DATED 10/8/09
TO: LOW INCOME HOME ENERGY ASSISTANCE PROGRAM (LIHEAP)
GRANTEES AND OTHER INTERESTED PARTIES
SUBJECT: Financial Reporting Requirement for All LIHEAP
Grantees - SF 269A Report
RELATED
REFERENCES: Low Income Home Energy Assistance Act, Title XXVI
of the Omnibus Budget Reconciliation Act of 1981,
Public Law 97-35, as amended; Final Rule amending
the HHS block grant regulations (45 CFR 96.30(b)),
as published in the Federal Register on October
15, 1999 (64 FR 55843-55858); LIHEAP AT-2000-2,
dated November 18, 1999, transmitting a copy of
the Final Rule; LIHEAP AT-2001-1, dated October
18, 2000; and LIHEAP-AT-2009-1, dated October 3,
2008.
PURPOSE: To provide LIHEAP grantees with guidance and
instructions in meeting the requirement that they
file a Standard Form (SF) 269A report on the
obligation of LIHEAP grant funds. This report is
due on December 31, 2009. In addition, grantees
have the option to file the SF 269A electronically
through the ACF Online Data Collection (OLDC)
system.
BACKGROUND: On October 15, 1999, a Final Rule amending the
regulations governing U.S. Department of Health
and Human Services block grants (including LIHEAP)
was published in the Federal Register (64 FR 55843-
55858). The Rule took effect on November 15,
1999, and among other things, included a new
requirement that recipients of HHS block grants
must report on the obligation and/or expenditure
of block grant funds.
The final rule required that LIHEAP grantees
submit, within 90 days of the end of the fiscal
year, a report on the dollar amount of the funds
obligated by the grantee during the fiscal year
and the date of the last obligation of funds for
the fiscal year. The form to be used is the OMB
Standard Form 269A, Financial Status Report (Short
Form). This requirement is found in the
regulations at 45 CFR 96.30(b).
CONTENT: All LIHEAP grantees, including tribal and
territorial grantees, must submit a report on
Standard Form (SF) 269A on the amount of LIHEAP
funds obligated during each fiscal year. The next
report is due on December 31, 2009 for LIHEAP
obligations taking place in FY 2009 (October 1,
2008 - September 30, 2009).
Separate SF 269A reports must be filed for block
grant funds, emergency contingency funds, leveraging
incentive funds, and Residential Energy Assistance
Challenge Program (REACH) funds that are awarded
each year to LIHEAP grantees. Note that REACH funds
were not awarded in FY 2009. Therefore, a SF 269A
report on REACH is not required as part of your
FY 2009 reporting. More information on the timing
of the 269A reports for each category of funding is
provided in this Action Transmittal.
The SF 269A Reporting Requirements
Grantees should follow the general instructions
provided on the back of the SF 269A form, but be
advised that only certain information is required
for the LIHEAP program. Attachment 1 provides
guidance on how the SF 269A should be completed
when reporting on LIHEAP funds, with specific
instructions for supplying information under each
of the identified item numbers. Attachment 2
provides an example of a completed SF 269A with the
information to be filled in for LIHEAP. This
includes the requirement under Item #12 that
grantees provide the date of the last LIHEAP
obligation for the reporting period.
Attachment 3 provides the SF 269A form, which is
also available electronically from the GSA Forms
Library at:
http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?fo
rmType=SF
Specific Instructions for LIHEAP Block Grants and
Contingency Funds
In FY 2009, LIHEAP grantees received grant awards
for regular block grant funds and contingency
funds. For the report due December 31, 2009,
grantees must report obligations of LIHEAP funds
for FY 2009, October 1, 2008 to September 30, 2009.
Some grantees may have also carried over FY 2008
funds to obligate in FY 2009. Grantees must report
on the obligations of all these different types of
LIHEAP funds (regular block, contingency, and
carryover) and must use separate SF 269A forms for
each type. These different funding types will be
distinguished by the accounting information on the
Notice of Grant Awards, under the Common Accounting
Number or "CAN" and the "Grant Document Number."
CAN Numbers
• FY 2009 Regular Block Grant Funds: 2009 G992201
• FY 2009 Contingency Funds: 2009 G992212
• FY 2008 Regular Block Grant Funds
carried over into FY 2009: 2008 G992201
• FY 2008 Contingency Funds carried
over into FY 2009: 2008 G992212
or 2008 G992LX7
Grant Document Numbers
For States and Territories:
Grant Document numbers will look something
like this: G-09B1xxLIEA
For Tribes/Tribal Organizations:
Grant Document numbers will look something
like this: G-09LLxxLIEA
(The "xx" represents a unique identifier that
is designated by ACF for each LIHEAP grantee).
Therefore, each grantee will submit a SF 269A for
regular block grant funding, a SF 269A for
contingency funding and one or more SF 269A forms
for FY 2008 funds carried over and obligated in FY
2009. If no FY 2008 funds were carried over into
FY 2009 for obligation, then a SF 269A form for
carried over funds will not be required.
Specific Instructions for LIHEAP Leveraging and
REACH Funds
Unlike block grant funds, leveraging and REACH
funds can be obligated in the year they were
awarded or the year following, but must be fully
obligated before the end of the second year.
A SF 269A report is not required for the REACH
program this year, as REACH funds were not awarded
in FY 2009. However, we accepted REACH
applications from grantees that were due on March
30, 2009 and announced that grants from these
applications would be awarded in FY 2010.
Therefore, FY 2010 REACH grantees will report on
the obligation of FY 2010 funds in next year's SF
269A report due December 31, 2010.
Some LIHEAP grantees received grant awards under
the FY 2009 leveraging incentive program.
Therefore, for the report due December 31, 2009,
grantees must report obligations of leveraging
incentive funds for FY 2009, October 1, 2008 to
September 30, 2009. If no leveraging funds were
obligated in FY 2009, then a SF 269A form will not
be required until filing the SF 269A report due
December 31, 2010.
CAN Number
• FY 2009 Leveraging Grant Funds: 2009 G992204
Filing the SF 269A Report
The SF 269A Reports for FY 2009 are due December
31, 2009. The report may be submitted in hard copy
or electronically.
Paper Filing: LIHEAP grantees should continue to
submit the SF 269A reports to the Office of Grants
Management (not to the Division of Energy
Assistance). The address and other contact
information for the Grants office is listed below.
Electronic Filing: LIHEAP grantees can now choose
to submit the SF 269A reports electronically
through the ACF Online Data Collection (OLDC)
system. Many grantees may already be familiar with
OLDC through their SF 269A reporting for other ACF
programs. We strongly encourage you to use the
OLDC system to file your LIHEAP SF 269A reports
electronically. Attachment 4 provides the OLDC
request form, and instructions to request a new
OLDC account or to add additional permissions to an
existing account. The completed request form and
all questions about OLDC access should be sent to
Lydia Peele in the Office of Grants Management via
telephone or her e-mail address provided below.
SUBMISSIONS TO: Administration for Children and Families
Office of Administration
Office of Grants Management
Division of Mandatory Grants
Attention: Lydia Peele, Mail Stop: OA/OGM/DMG
370 L'Enfant Promenade, S.W.
Washington, D.C. 20447
Telephone: (202) 401-6493
Fax: (202) 401-5519
E-mail: Lydia.Peele@acf.hhs.gov
ATTACHMENTS: (1) LIHEAP Guidance on Completing the SF 269A
Report
(2) Example of a Completed SF 269A Report
(3) Blank SF 269A Form and General Instructions
(4) OLDC Form and Instructions to Request OLDC
Access
INQUIRIES TO: Lydia Peele
Office of Grants Management
Division of Mandatory Grants
Telephone: (202) 401-6493
E-mail: Lydia.Peele@acf.hhs.gov
_______________/s______________
Nick St. Angelo
Director
Division of Energy Assistance
Office of Community Services
