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Reporting Requirements

Published: December 6, 2016
Audience:
All
Topics:
Grantee Resources, Performance and Accountability, Training and Technical Assistance
Types:
Guide, Informational Sheet
Tags:
Current Grantee, Reporting

What is required of an ANA Grantee regarding reporting?

This page provides an overview of the reporting requirements for ANA Grantees. Grantees are usually expected to submit the following reports:

  • Objective Progress Report (semi-annually, via Online Data Collection (OLDC)/GrantSolutions)
  • Annual Data Report (annually, via Online Data Collection (OLDC)/GrantSolutions)
  • SF-425FFR-Financial Status Report (Semi Annually, Annual and Final, via Grant Solutions or Payment Management Systems)
    • If awarded in 2016 submit this report online via Division of Payment Management’s Payment Management System (PMS)
    • If awarded earlier, then submit as a Grant Note in Grant Solutions, using the following naming convention: Correspondence-SF425-Q2, Q4, Annual (or) Final-YYYY
  • SF425FFR-Federal Cash Transaction Report FCTR(Quarterly, via Division of Payment Management’s Payment Management System)
  • SF-428 Tangible Personal Property Report (Final, via GrantSolutions)-submit as a Grant Note using the following naming convention: Correspondence-SF-428-Final-YYYY

Please note that reporting requirements are provided in grantees’ Notice of Grant Award. ANA Program Specialists also provide this guidance when they conduct introductory calls, reminders during the Monthly call with the ANA Commissioner, and as part of our monthly e-mails to Grantees. For the most up to date information, or if you have any questions, please contact your Program Specialist or e-mail ANAComments@acf.hhs.gov.

Objective Progress Report (OPR)

This is an OMB approved form used by ANA grantees to report semi-annual project progress. The submission of timely OPRs is a requirement of all grant awards and is one of the most important factors taken into consideration when deciding to continue grant funding. ANA program specialists review these reports against the approved application’s Objective Work Plan and budget and track the implementation of your project. Grantees that are late on these required reports or delayed in implementing the project will jeopardize continuation funding. Furthermore, consistent delinquency can result in actions taken by ANA, such as requiring reporting on a more frequent basis or changing the award to reimbursement rather than advance.

The GrantSolutions Grants Management Module (GMM) and Online Data Collection (OLDC) provide a convenient way for grantees to submit their Objective Progress Report (OPR). Grantees use the OLDC system to enter, validate, certify, submit, and retrieve information pertinent to their OPR. Note: In order to initiate the OPR, the Objective Work Plan (OWP) must first be available in the system. Please email or call your ANA point of contact with any questions.

Guidance on how to complete the OPR in the Online Data Collection system(View disclaimer page).

In what format should you send your OPRs?

ANA utilizes the Online Data Collection System (OLDC) (View disclaimer page) through GrantSolutions (grantsolutions.gov) for the submission of your OPR. To submit your OPR please go to GrantSolutions to access your grant file. Once you have gained access to your grant, please click on the Online Data Collection on the top horizontal tool bar.

What information is required?

Each report must provide a project status on all funded objectives and activities and track the progress of the project impact indicators. The OPR must also indicate any project challenges or if there are any exceptions to the approved project approach.

Grantees must respond to ALL questions listed on the form.

Where do you send your reports?

As stated above, your OPR is entered online via OLDC/GrantSolutions. You are not required to send a copy of your OPR to ANA or OGM.

Annual Data Report (ADR)

In addition to the Objective Progress Report (OPR) (OMB No. 0970-0452, expiration date 06/30/2018) to be filled out in the Online Data Collection (OLDC)/GrantSolutions system, ANA grantees are required to report project progress using the Annual Data Report (ADR) [OMB No. 0970-0475, expiration date: 03/31/2019] to report project data once a year and at the end of the project period.

  • ADR Instructions
  • Sample ADR (Please note: This Annual Data Report is a sample report. Each ANA grantee will receive a report customized for their specific award)

Financial Status Reports (FFR)

Standard Form 425 (SF-425)

When do you submit SF-425s?

These financial reports are due 30 days after the end of each reporting period of the budget period (every three months).

A final SF-425 is due 90 days after the end of the project period. It must be marked as the final report in section #6 of the form. Section #9 must cover the entire project period.

Reporting Due Dates are outlined in the charts below.

In what format should you send your financial reports?

If awarded earlier than 2016, Grantees must use the SF-425 Form. This form is located on the ANA website. The form must be signed by the Authorized Organizational Representative listed on the Notice of Grant Award (NGA). (View disclaimer page)

What information is required?

The form requires grantees to report on information such as the federal and non-Federal share outlays, the unobligated balance, and any program income.

All Projects: Federal Financial Report – Federal Cash Transaction Report (FFR-FCTR) to Division of Payment Management (DPM)

DPM reports are due quarterly and must be submitted online via the DPM website.

Quarterly due dates are as follows:

REPORTING PERIOD

THE FFR (SF-425) IS DUE TO PMS ON:

Q1: JAN. 1 - MARCH 31

APRIL 30

Q2 : APRIL 1 - JUNE 30

JULY 30

Q3: JULY 1 - SEPT. 30

OCTOBER 30

Q4: OCT. 1- DEC. 31

JANUARY 30

Note that these dates are incorporated into the tables below, under "Reporting Deadlines".

SF-425 FFR Federal Cash Transaction Report (FCTR)

All grantees must submit a SF-425 form (View disclaimer page) to the HHS Payment Management System within 30 days after each quarter of the budget period.

SF‐428 and SF 428B Tangible Personal Property Reports

SF‐428 and SF 428B Tangible Personal Property Reports are fully completed if equipment (unit cost of $5,000 or more) was purchased with ANA funding during the project. If the project has no property to report, the form still needs to be submitted.

Complete the identifying information, write N/A on the form, and upload to the Notes section of GrantSolutions using the following naming conventions: SF428-Final-YYYY.


Reporting Deadlines

Reports are due 30 days after the end of each reporting period of the budget period. Annual reports are due 90 days after the end of the budget period.

For Budget Periods of July 1 to June 30

Report Due Date Reporting PEriod Report Type
Financial Cash Transaction Report (FCTR) - Qtr 1 October 30 July to September Quarterly
Objective Progress Report (OPR) January 30 July to December Semi-annual
Financial Status Report (FSR) SF-425 January 30 July to December Semi-annual
Financial Cash Transaction Report (FCTR) - Qtr 2 January 30 October to December Quarterly
Financial Cash Transaction Report (FCTR) - Qtr 3 April 30 January to March Quarterly
Objective Progress Report (OPR) July 30 January to June Semi-annual
Financial Status Report (FSR) SF-425 July 30 January to June Semi-annual
Financial Cash Transaction Report (FCTR) - Qtr 4 July 30 April to June Quarterly
Financial Status Report (FSR) SF-425 - Annual October 30 July to June 30 Annual
Annual Data Report (ADR) September 30 July to June Annual
Final Closeout Reports (last year of project only)
Report Due Date Reporting Period Report Type
Annual Data Report ‐ cumulative project period September 30 Entire project period Final
SF 425 ‐ cumulative for project period October 30 Entire project period Final
SF 428 & 428 B Tangible Personal Property Report October 30 Entire project period Final

 

For Budget Periods of September 30 to September 29

Report Due Date Reporting Period Report Type
Financial Cash Transaction Report (FCTR) - Qtr 1 January 30 September to December Quarterly
Objective Progress Report (OPR) April 30 September to March Semi-Annual
Financial Status Report (FSR) SF-425 April 30 September to March Semi-Annual
Financial Cash Transaction Report (FCTR) - Qtr 2 April 30 January to March Quarterly
Financial Cash Transaction Report (FCTR) - Qtr 3 July 30 April to June Quarterly
Objective Progress Report (OPR) October 30 April to September Semi-Annual
Financial Status Report (FSR) SF-425 October 30 April to September Semi-Annual
Financial Cash Transaction Report (FCTR) - Qtr 4 October 30 July to September Quarterly
Financial Status Report (FSR) SF-425 - Annual December 30 September to December Annual
Annual Data Report (ADR) December 30 September to September Annual
Final Closeout Reports (last year of project only)
Report Name Due Date Reporting Period Report Type
Annual Data Report (cumulative project period) December 30 Entire project period Final
SF-425 (cumulative for project period) December 30 Entire project period Final
SF-428 & 428B - Tangible Personal Property Report December 30 Entire project period Final

Failure to complete timely reports may be cause to disapprove future funding for Non-competing continuation awards.

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Last Reviewed: February 21, 2020