Transcript WIA ON-LINE REPORTING TUTORIAL

WIA ON-LINE
FINANCIAL
REPORTING
ETA FORM 9130
ON-LINE FINANCIAL
REPORTING
This workshop reviews the procedures for
submitting the DOL-WIA Financial Report
ETA-9130.
A sample of the form and instructions can be
found at:
http://www.doleta.gov/DINAP/cfml/wiaform.cfm
ETA Financial Report Form 9130
Grantees are required to report on the status of
federal funds authorized by grant award.
The report will mirror the grantee’s financial
records on cash received, disbursements, funds
obligated, unliquidated obligations, nonrestricted funds expended for allowable costs,
and income earned and/or generated on WIA
funds.
FINANCIAL SYSTEM REQUIREMENTS
Requirements to administer a WIA - INA program
are found in the WIA regulations of August 11,
2000, as amended at:
http://www.doleta.gov/dinap/cfml/wiaregfinal.cfm
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20 CFR Section 667.300;
20 CFR Section 668.220 (c);
20 CFR Section 668.630; and
20 CFR Part 668, Subpart H
Reporting Requirements
Regulatory and program requirements for
submission of financial reports are found at:
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20 CFR Section 667.300 (c); and
Training and Employment Notice 12-07 -
http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN+2541
DOL Grantee Reporting System
The ETA-9130 financial report is submitted using
the on-line Grantee Reporting System at:
www.etareports.doleta.gov
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The reporting system can be accessed using any
computer with Internet access.
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Reporting instructions are found at the end of the
report after accessing the on-line system.
Accessing the Reporting System
DOL issues an 8 alpha character Password to
the primary and secondary contacts to access
the Reporting System.
These contacts are identified by the grantee
and in most cases are staff responsible for
completing the report.
Certifying the Report
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DOL issues a 5 numeric PIN to the primary contact only.
The PIN serves as the grantee’s electronic signature to
certify a report. The primary contact should be the
person authorized by the grantee to certify reports.
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Safeguard the PIN at all times.
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For security, grantees may request a new Password and
PIN if there has been a change in grantee contacts. In
this instance, submit a written request to your designated
Federal Project Officer (FPO).
Reporting Method
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Financial reports are prepared on a cumulative,
accrual basis and submitted quarterly, 45 days
following the end of a report period.
Federal cash received and expended are
reported on a cumulative basis from the date
funds are obligated by grant award or
modification.
Report Modification
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A financial report can be modified to correct
errors found after submission, but must be
done before DOL’s acceptance of the next
quarter’s report.
Contact your FPO if you find it necessary to
modify a report.
Quarter End Date
Due Date
March 31
05/15
June 30
08/14
September 30
11/14
December 31
02/14
A FINAL financial report is due 90 days after full
expenditure of a fund source.
Grantee Reporting System Website
www.etareports.doleta.gov/
Bookmark this website.
Enter the 8 alpha character password to
Login to the report system.
Main Menu Selection
Select the button for the type of report to be submitted.
For financial reports click on the “FFR ETA..” button.
Click the down arrow and
select AB,Native Americans
Current Reports
Locate the report to be submitted from the
Document, Report Period, and Status columns.
Archived Reports
Scroll down the screen to view Archived Reports.
Archived reports are locked from modification, but
can be viewed.
ETA Financial Report Form 9130
ETA 9130 Report Header
Review box 2 to ensure the correct report was selected for completion.
Other boxes contain grant/grantee information
Section 10 – Transactions
The “Previous Period” and “This Period” columns are preprogrammed. No data entry or changes to data can be made
in this column.
Section 10 – Transactions
Enter cumulative cost data in the non-shaded (white) cells of
the Cumulative column only. All other cells are pre-filled or
formula cells and cannot be changed.
Section 10 a. b. & c. – Federal Cash
Cumulative cash received from the HHS-Payment
Management System is provided for reference and
stated on line 10.a.
Grantees enter the amount of federal cash disbursed on line 10.b.
Section 10 d – f Federal Expenditures/Obligations
Funds obligated, and accrued, cumulative expenditures are stated or
entered in this section of the report.
Total expenditures on line 10.e. must be the sum of lines 10.f, +
11.b., c., and d.
FINAL Financial Report
Check YES in Box 6-Final report only when 1) all funds have been
fully expended and lines 10.g and 10.i. reflect 0.00, and 2) all grant
funds have been drawn down in which case lines 10.a and 10.d will be
equal. After submitting the report, re-enter the report and click on the
word “Closeout” that will appear in Box 6. This action notifies the
Closeout Unit the fund source is closed.
When a FINAL report has been submitted no further reports are needed.
Section 10 - Recipient Share
In the Recipient Share section report non-restricted (nonWIA/non-federal) funds expended for allowable WIA costs.
These costs are recorded as Stand-in Costs in grantee financial
records. Review 20 CFR Section 667.300(c)(2) of the WIA
regulations on Stand-in costs.
Section 10 Lines o., p., q. Program Income
In this section grantees enter any and all Income earned
on WIA federal funds, such as interest from in interest
bearing account. Income must be expended soon after
receipt on allowable program services and activities.
Section 11 – Additional Expenditure Data
Federal funds leveraged for the benefit of participants,
and cumulative, accrued participant expenditures are
reported in this section.
The sum of lines 11. b., c., d. plus 10.f (Admin) must
equal the amount reported on line 10.e.
Section 12 – Remarks
Enter Remarks to clarify or explain report content, i.e.,
the reason why a grantee had excess cash-on-hand on line
10.c., and the date the cash was liquidated.
Section 13 - Certification
The name of the primary contact authorized to certify the
report is shown. This person has sole responsibility for
entering the PIN to Certify the report.
Report Action – Saving a Report
Save the Report after completion, and each time changes
are made to data.
Saved Report Notice
After hitting the Save button the system notifies the
grantee the Report is saved and awaiting Grantee
certification, which is to enter the 5 numeric PIN.
Report Action - Submission
Once a saved report is ready to be submitted the
Primary Contact can re-enter the report, enter the
PIN then hit the Submit button.
Upon successful submission of the report the online report system will issue the following
message to confirm submission.
Print this message and file with the report.
Report Review and DOL Action
The assigned Federal Project Officer will review
a Certified report for accuracy and proper
completion. The report will either be Accepted
or Rejected.
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Rejected Report: The Primary Contact is notified by
system e-mail when a report is Rejected and the
reason for Rejection. The report should be
immediately reviewed, corrected and re-submitted.
Any questions are to be directed to the Federal Project
Officer.
Report Review and Acceptance
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Accepted Report: The EBSS will not issue
notice when a report is Accepted. Grantee’s
should check the On-line Report Systems’ list
of current reports for a status of the report.
If a report has not been acted on, a grantee can
follow-up with the Federal Project Officer on
the status of the report.
Delinquent Report
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A report not submitted by the required due
date is considered Delinquent. The INAP DC
office will issue a letter notifying the grantee
the report is delinquent.
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The Federal Project Officer will also follow-up
with the Program Director/Administrator on
the reports delinquent status.
Common Reporting
Errors / Omissions
Example #1 - Cash Disbursement Not Entered
Federal Cash disbursed was not entered on line 10.b.
Federal Cash disbursements can be either equal to or less
than Federal Cash received, but not greater than Cash
received.
Example #2 – Cash Receipts vs. Cash Disbursements vs.
Federal Share of Expenditures
Cash Disbursements of $515,639.21 as entered on line 10.b. is incorrect.
Total expenditures are $484,661.38. This amount is entered on line 10.b.
This will result in $30,977.83 cash on hand. Explain the reason for cashon-hand and the date cash was disbursed in Section 13-Remarks.
WIA Regulatory guidance on Cash Receipts
per 20 CFR Section 668.860:
“INA grantees must draw down funds only as they
actually need them.”
WIA funds can be requested electronically with transfers
occurring in 24 hours. This availability provides grantees
with the opportunity to supplement an initial request in
the event additional cash need is determined.
Example #3 – Cash Receipts vs. Cash Disbursements vs.
Federal Share of Expenditures
On lines 10.a. and b., grantees report on Federal cash received and
disbursed, only.
Line 10.b-Cash Disbursements is incorrect.
Since $78,000 in federal cash was received and there were $80,714.33
in total expenditures, then the full $78,000 of cash received was
disbursed and will be entered on line 10.b.
Example #4 – Total Expenditures on Line 10.e.
does not equal Administration (10.f.) + Program Costs (11.a/b/c)
Expenditures were $43,177, but only Administrative costs of $10,378 were
reported, no cumulative entries were reported on lines 11.a, b and c.
Example #4 – Report financial data to the Penny
Data is reported to the penny on the 9130 report form. Grant
closeout requires that cash receipts, disbursements, cost and
income be reported to the penny on all reports.
QUESTIONS ???
Technical Assistance
Contact the DOL Federal Project Officer assigned to
monitor your WIA grant for technical assistance.
Andrea Brown
Dawn Anderson
Craig Lewis
Duane Hall
Sibert Seciwa
Guy Suetopka
202-693-3736
202-693-3745
202-693-3384
972-850-4637
415-625-7987
415-625-7988
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]