Completing and Submitting the Federal Cash Transactions Report (FCTR Form 425)

Effective Date:

March 20, 2017

Function:

Treasury

Contact:

Jane O'Clair

Basis for Procedure

This document describes how Central Office completes and submits the Federal Cash Transactions Report (FCTR form 425) as required by letter of credit (LOC) sponsored program awards and the Uniform Guidance.

Procedure Summary

The FCTR 425 is prepared and submitted on a quarterly basis with the exception of NOAA which requires semi-annual reporting. Most reports are submitted electronically through the Division of Payment Management Website. US Dept. of Energy requires submission via email to FFR@science.doe.gov for Chicago field office awards and to FAReports@doeal.gov for NNSA awards.

The report is due 30 business days after the end of each calendar quarter on January 30, April 30, July 30 and October 30.

Procedure Steps

Step

Role or Responsibility

References or Tips

Extract Oracle cumulative grant to date data by running Report Center query "DHS LOC Cumulative Expenditures Bill to Sponsors" and query "GS LOC Monthly Cash & Expense"

Central Office (CO)Treasury

Query file path: Shared Folders/650 Central Office/Finance Office

Download sponsor FCTR from Division of Payment Management website

CO Treasury

 

Utilize Excel or Access reporting tool to sort and consolidate Oracle data by sponsor ID number

CO Treasury

 

Populate download FCTR with Oracle cumulative grant to date data and reconcile any awards where all expenditures cannot be claimed

CO Treasury

 

Follow up with appropriate campuses on problem awards

CO Treasury

 

Certify and submit completed report to sponsor via web based upload or email

CO Treasury

 

Definitions

None

Related Information

None

Forms

Federal Govt. standard form SF425

Change History

Date

Summary of Change

March 20, 2017

Changed format and updated with current information.

March 10, 2010

Updated with current information.

March 9, 2004

Converted BC-A-204 to HTML and updated with current information.

 

 

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