The Payment and Reporting System permits you to view detailed information on your grants, their respective Federal financial reports, and any notifications that were issued because of events pertaining to the grants and reports. Additionally, you have the ability to send the Federal Financial Report (Form SF 425) electronically with this system. This option allows you to create and send these financial reports, as well as to modify and view existing reports, assuming you are authorized to do so and have directly stipulated, during the registration process, that you are using the system to file the SF 425.
Select the Grants Tab at the top of the page. The PARS Maintenance—Home Page is displayed, and a sidebar presents links for you to perform various functions. Click the Grants List option from the sidebar. The Browse Grants Table, containing a listing of existing grants and their respective vendor identification numbers, as well as their start and end dates, is displayed. Note that each vendor ID corresponds to a different grantee in the system. You may sort the list in ascending or descending order by clicking the Grant Number header over the list of grants or the Vendor ID, Grant Start Date, or Grant End Date headers, or navigate through the list with the First, Previous, Next, and Last buttons. Should you wish to limit the list you view, you may enter your search criteria by selecting the Search option.
The submission of the interim Federal Financial Reports will be on a quarterly basis as directed by your agency. The final Federal Financial Report shall be submitted at the completion of the award agreement. The following reporting period end dates shall be used for interim reports: 3/31, 6/30, 9/30, or 12/31. For the final Federal Financial Report, the reporting period end date shall be the end date of the project or grant period.
Quarterly reports shall be submitted no later than 30 days after the end of each reporting period. Final reports shall be submitted no later than 90 days after the project or grant period end date.
If recipients need more space to support their Federal Financial Report, they should provide supplemental pages. These additional pages must indicate the following information at the top of each page: Federal grant number or other identifying number, recipient organization, Data Universal Numbering System (DUNS) number, Employer Identification Number (EIN), and period covered by the report.
1. Click the grant number, in the Browse Grants Table, of the grant for which you wish to add a federal financial report or click the Financial Report link adjacent to the grant. Note that you cannot create a report for a future quarter. Notices on statuses and a summary of the grant information are displayed, along with a table of existing financial reports with their respective ending and submission dates.
Notices on statuses inform you if
-the grant is canceled in WebIFMIS (FEMA’s financial system)
-the grant has expired
-the system is awaiting a final financial report (due date provided, which is the final report deadline if the grant has expired)
-a final financial report has been filed for the grant; no actions are required at this time (side note: the grant has expired)
-a report has been filed after the expiration of the grant but it is not marked as a final report—“if this report is a final report, please edit the report and mark it as such”
-a final status report has already been filed (no actions are required at this time)
-grant is active
-a final financial report has been filed for this grant before the grant expiration; no further reports may be filed
-a financial report is due for this grant by report-deadline
-you have no financial reports due at this time
-FINANCIAL REPORT IS PAST DUE (side note: this occurs when a flag indicates that the final report hasn’t been submitted and the status report is overdue)
Fiscal year information is provided
“We are currently in Fiscal Quarter current-quarter of Fiscal Year current-fy This quarter ends on current quarter end date.
2. Click the Create New FFR/SF425 link. The SF 425 is displayed to the screen. Input fields are highlighted in yellow; other field values are pre-populated or progressively populated for you as you proceed (for example, the employee identification number is pre-populated and derived from the grantee’s vendor record federal ID value, and the DUNS Number is pre-populated based on a previous report, if any. The field 10c value, Cash on Hand, is computed for you based on your 10a and 10b field entries). Click the link Follow form instructions at the top of the form to display a PDF of the form directions in a separate window. A summary of these instructions is also provided below.
Do not enter values in both fields 10m and 10n, as the system accepts the latter value entered, but defaults the first of the two entered to zero.
3. When completed, click Submit Form. Note that your grant financial report has been added to the table of existing financial reports for your grant with the current date listed as the submission date.
Note that if you change the populated value—the contact email for the login ID—in the Email Address field (13 d) to another value, the system sends an email, whose subject is “Email Address Warning,” to the changed value. “Please be aware that the email address you typed into form 425 (Report Number 1) does not match the email stored in the PARS database. If you want to change this email address, please log into PARS and change your email address.”
ERROR MESSAGES:
“The following fields are required : [DUNS Number], [Report Type],
[Basis of Accounting], [Reporting Period End Date], [Name/Title],
[Email], [Telephone]”—You’ve neglected to enter one or all of these
values.. The Email
result appears if you blank out the value supplied.
“Report with End Date equaling Grant End Date has been filed. No more
reports need to be filed.”—You are attempting to enter a new report
when one already exists whose Reporting Period End Date is the grant period end date.
“Report is due in current Quarter and Report end Date equals Grant
End Date”—You’ve populated the Reporting Period End Date field with
the grant period end date,
but the next due date is in the current quarter.
“Report must be filed for the quarter ending on next
report quarter
end date. Please
set Report End Date accordingly”—You’ve failed to set the Reporting
Period End Date to the value provided in the error message.
“Report End Date cannot be after Grant End Date”—You’ve entered a date
in the Reporting Period End Date field with a value that falls after
the grant period end date.
“Report End Date cannot be after Current Quarter End Date”—You’ve entered
a date in the Reporting Period End Date field with a value that falls
after the current quarter’s
end date.
“Report End Date cannot be same or before Last Reporting Period End
Date”—You’ve entered a date in the Reporting Period End Date field
with a value that falls on or before the last
reporting period end date.
“The Report End Date entered must be the end date of a fiscal quarter
(3/31, 6/30, 9/30, or 12/31) or the actual End date of the grant grant period end date”—You’ve
entered a date in the Reporting Period End Date field with a value
that doesn’t contain the end of a fiscal quarter as given for month
and date or isn’t the grant period end date.
“You must enter a number”—You’ve input a non-numeric character in a
number field.
____
Note: The
system alerts you with an error message if the following fields contain
negative values. The
message includes the box identifier and the field (for example, “Box
10a-Cash Receipts amount may not be negative”):
Box 10a-Cash Receipts, Box 10b-Cash Disbursements, Box 10e-Federal
share of expenditures, Box 10f-Federal share of unliquidated obligations,
Box 10i-Total recipient share required, Box 10j-Recipient share of
expenditures, Box 10l-Total Federal program income earned, Box 10m-Program
income expended in accordance with the deduction alternative, Box
10n-Program income expended in accordance with the addition alternative,
Box 10o-Unexpended program income (field 10o is system-generated
based on your input in fields 10l and 10m or
10n), Box 11b-Rate, Box 11d-Base, Box 11f-Federal Share
_____
“Federal Share of Expenditures (10e) amount should be the cumulative
amount spent to date. You are reporting an amount that is less than
or equal to the previously submitted amount. Yes-Save
Changes. No—Do not save changes and return to FFR list. Cancel-Do
not save changes and return to current FFR.”—You’ve entered a value
in field 10e that is less than or equal to the previously submitted
amount, including a zero.
“Box 10g-Total Federal share amount may not be greater than box 10d-Total
Federal funds authorized”—You’ve entered a value in fields 10e, 10f,
both, or when summed together, that causes the computed sum in field
10g to exceed 10d.
“Box 10k-Remaining recipient share to be provided amount may not be
negative”—You’ve entered values in fields 10i and/or 10j that cause
the system-computed field 10k to go below zero. You
won’t receive this message while entering the report online since
the system flags you for a negative on 10i and/or 10j first. It also supplies a 0
for a negative difference (1oi-10j) value in field 10k.
“Box 11b-Rate must be equal to or less than 100%”—You’ve entered an
indirect cost rate that exceeds 100%.
“Box 11c-A Period To date has been entered without a Period From date—You’ve
input a Period To date for the ending effective date for the indirect
cost rate without having entered a Period From date for the beginning
effective date for the rate.
“Box 11c-A Period From date has been entered without a Period To date—You’ve
input a Period From date for the beginning effective date for the
indirect cost rate without having entered a Period To date for the
ending effective date for the rate.
“Box 11c-Indirect Expense Period From Date must be less than Period
To Date (to date entered)”—You’ve
entered a Period From Date that falls on or after the Period To Date.
“Telephone Number must be at least 10 digits”—You’ve input a phone
number that is fewer than 10 digits.
WARNING MESSAGES: "Grantee needs to contact GPD to correct the EIN in IFMIS before this form can be submitted”—The output-only Employee ID Number, EIN, is null on the form. You, the grantee, must contact the Grant Programs Directorate (GPD) to have the proper value, the Federal ID, corrected in WebIFMIS, FEMA’s financial system, so that the EIN can be populated here.
1. Select the financial report you wish to modify from the table of existing financial reports. You may sort the list in ascending or descending order by clicking the Report Number, Report Start, Report End, or Submit Date headers, or navigate through the list with the First, Previous, Next, and Last buttons. Note that you cannot modify a report if a more recent report has already been created for that grant. The fields are all output-only in that case. You may not alter the reporting period end date. Also, the system informs you if the report has a status of read-only for you, in which case you do not have the security permissions to update the document.
2. Change the field values as appropriate.
3. Click the Submit Form button to keep your changes.
1. Select the View (pdf) link adjacent to the financial report you wish to view from the table of existing financial reports.
2. Examine the financial report that is displayed.
1. Click, in the table of existing financial reports, the Delete option adjacent to the financial report you wish to delete.
2. Note that the financial report is eliminated from the list of existing financial reports.