[Code of Federal Regulations]

[Title 49, Volume 1]

[Revised as of October 1, 2005]

From the U.S. Government Printing Office via GPO Access

[CITE: 49CFR19.52]



[Page 172-173]

 

                        TITLE 49--TRANSPORTATION

 

          Subtitle A--Office of the Secretary of Transportation

 

PART 19_UNIFORM ADMINISTRATIVE REQUIREMENTS FOR GRANTS AND AGREEMENTS 

WITH INSTITUTIONS OF HIGHER EDUCATION, HOSPITALS, AND OTHER NON-PROFIT 

ORGANIZATIONS--Table of Contents

 

                    Subpart C_Post-Award Requirements

 

Sec. 19.52  Financial reporting.



    (a) The following forms or such other forms as may be approved by 

OMB are authorized for obtaining financial information from recipients.

    (1) SF-269 or SF-269A, Financial Status Report.

    (i) Each Federal awarding agency shall require recipients to use the 

SF-269 or SF-269A to report the status of funds for all nonconstruction 

projects or programs. A Federal awarding agency may, however, have the 

option of not requiring the SF-269 or SF-269A when the SF-270, Request 

for Advance or Reimbursement, or SF-272, Report of Federal Cash 

Transactions, is determined to provide adequate information to meet its 

needs, except that a final SF-269 or SF-269A shall be required at the 

completion of the project when the SF-270 is used only for advances.

    (ii) The Federal awarding agency shall prescribe whether the report 

shall be on a cash or accrual basis. If the Federal awarding agency 

requires accrual information and the recipient's accounting records are 

not normally kept on the accrual basis, the recipient shall not be 

required to convert its accounting system, but shall develop such 

accrual information through best estimates based on an analysis of the 

documentation on hand.

    (iii) The Federal awarding agency shall determine the frequency of 

the Financial Status Report for each project or program, considering the 

size and complexity of the particular project or program. However, the 

report shall not be required more frequently than quarterly or less 

frequently than annually. A final report shall be required at the 

completion of the agreement.

    (iv) The Federal awarding agency shall require recipients to submit 

the SF-269 or SF-269A (an original and no more than two copies) no later 

than 30 days after the end of each specified reporting period for 

quarterly and semi-annual reports, and 90 calendar days for annual and 

final reports. Extensions of reporting due dates may be approved by the 

Federal awarding agency upon request of the recipient.

    (2) SF-272, Report of Federal Cash Transactions.

    (i) When funds are advanced to recipients the Federal awarding 

agency shall require each recipient to submit the SF-272 and, when 

necessary, its continuation sheet, SF-272a. The Federal awarding agency 

shall use this report to monitor cash advanced to recipients and to 

obtain disbursement information for each agreement with the recipients.

    (ii) Federal awarding agencies may require forecasts of Federal cash 

requirements in the ``Remarks'' section of the report.

    (iii) When practical and deemed necessary, Federal awarding agencies 

may require recipients to report in the ``Remarks'' section the amount 

of cash advances received in excess of three days. Recipients shall 

provide short narrative explanations of actions taken to reduce the 

excess balances.

    (iv) Recipients shall be required to submit not more than the 

original and two copies of the SF-272 15 calendar days following the end 

of each quarter. The Federal awarding agencies may require a monthly 

report from those recipients receiving advances totaling $1 million or 

more per year.

    (v) Federal awarding agencies may waive the requirement for 

submission of the SF-272 for any one of the following reasons:



[[Page 173]]



    (A) When monthly advances do not exceed $25,000 per recipient, 

provided that such advances are monitored through other forms contained 

in this section;

    (B) If, in the Federal awarding agency's opinion, the recipient's 

accounting controls are adequate to minimize excessive Federal advances; 

or,

    (C) When the electronic payment mechanisms provide adequate data.

    (b) When the Federal awarding agency needs additional information or 

more frequent reports, the following shall be observed.

    (1) When additional information is needed to comply with legislative 

requirements, Federal awarding agencies shall issue instructions to 

require recipients to submit such information under the ``Remarks'' 

section of the reports.

    (2) When a Federal awarding agency determines that a recipient's 

accounting system does not meet the standards in Sec. 19.21, additional 

pertinent information to further monitor awards may be obtained upon 

written notice to the recipient until such time as the system is brought 

up to standard. The Federal awarding agency, in obtaining this 

information, shall comply with report clearance requirements of 5 CFR 

part 1320.

    (3) Federal awarding agencies are encouraged to shade out any line 

item on any report if not necessary.

    (4) Federal awarding agencies may accept the identical information 

from the recipients in machine readable format or computer printouts or 

electronic outputs in lieu of prescribed formats.

    (5) Federal awarding agencies may provide computer or electronic 

outputs to recipients when such expedites or contributes to the accuracy 

of reporting.