Overview

The purpose of this chapter is to explain terminology, policies, and procedures used in connection with federal grant accounting, drawdowns, and reporting. The policies and procedures that follow:

• Provide guidance and establish policies relating to special accounting and reporting procedures for federally-financed domestic assistance programs;
• Apply to all state departments and agencies receiving federal grant funds; and
• Are NOT intended to replace federal rules, regulations, or laws that relate specifically to the program terms under which the grants were awarded to the government unit.

As revisions to federal grant accounting procedures or updates in general information relating to federal grants become necessary, they will be communicated through revisions and additions to this Guide, and/or Operational Advisories and/or by the Division of the Budget.

Accounting for Federal Grants

The recordkeeping for individual grants is designed to conform to the provisions of the related grant agreement, the Federal Single Audit Act, the Federal Cash Management Improvement Act, and Federal Uniform Administrative Grant Requirements. The importance and necessity for state agency adherence to the procedures that follow allow New York State to demonstrate that grant funds are properly accounted for, cash is managed, and periodic reports are provided to federal cognizant agencies pursuant to federal statutes.

Useful Federal Internet Websites

The following websites can provide additional information regarding federal grants:

• https://grantsmanagement.ny.gov
  NYS Grants Management - Streamlining State Grant Processes
• http://www.grants.gov
  Federal website for comprehensive grant information
• http://www.whitehouse.gov/omb
  Office of Management and Budget-Bulletins and Circulars
• https://fiscal.treasury.gov/cmia 
  CMIA - Financial Management Improvement Act - Department of the Treasury
• https://www.fsrs.gov
  Federal Funding Accountability and Transparency Act (FFATA)
• https://sam.gov/content/assistance-listings
  This site is the official U.S. government website for people who make, receive, and manage federal awards (formerly CFDA)
• http://www.gpo.gov/fdsys/search/home.action
  Code of Federal Regulations, Public Laws, Federal Register
• https://www.hhs.gov/grants-contracts/grants/index.html
  HHS Grants
• http://pms.psc.gov 
  Payment Management Services- Federal Department of Health and Human Services (HHS)
• https://www.g5.gov
  G5 - Department of Education’s Grants Management System
• http://www.asap.gov
  Automated Standard Application for Payments (ASAP) - Department of Treasury

Guide to Financial Operations

REV. 04/13/2023