Instructions for "Miscellaneous Federal Grant (Mfg) Utilization Report" - Arkansas

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Download Instructions for "Miscellaneous Federal Grant (Mfg) Utilization Report" - Arkansas

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Miscellaneous Federal Grant (MFG) Utilization Report
Instructions
1)
Date – Enter the current date.
2)
Grant ID - Enter specific grant or sub-grant number for AASIS
3)
Legislative Review Date - Leave blank. The date will be entered by DFA - Office of Budget after
the MFG is reviewed by Legislative Council.
4)
Agency - Enter the name of the agency requesting the MFG.
5)
Program Title - Enter the name of the program.
6)
Granting Organization - Enter the name of the federal or state agency which is the source of the
grant funds.
7)
Grant # - Enter the specific grant number assigned by the federal or state granting agency.
8)
Effective Date of Authorization – Enter the beginning and ending dates for the program or the
period for which personnel are being authorized in accordance with the State fiscal year.
An
appropriation cannot extend beyond June 30 of any fiscal year.
9)
Purpose of Grant / Reason for Addition or Change - Enter a thorough description of the grant
and its purpose, or describe the purpose of any addition or change being submitted. Submit any other
pertinent information as may be needed to justify a request. If Information Technology (IT) related
items are included in the request, the agency must include the location (major agency application,
support or project) and location number in the agency’s IT Plan referencing the requested item
(example major application #2).
10) Project Grant Funding:
Business Area Code – Enter the four-digit code of the agency.
Funds Center Code –
Enter the existing appropriation code if new funding is a
modification of an existing grant or if the agency will deposit and expend this new federal
funding from an existing federal appropriation. If the MFG is for a new grant which will
require a new appropriation, leave blank - the new funds center code will be added by DFA-
Office of Budget after it is established by DFA-Office of Accounting.
Fund Code - If an expansion of an existing grant, enter the seven-digit fund code. If a new
fund must be established, leave blank. The agency must complete a Fund Request form and
submit it to DFA-Office of Budget along with the MFG. The new fund code will be entered
by DFA-Office of Budget after it is established by DFA-Office of Accounting. Only funds
deposited in the State Treasury are eligible for Miscellaneous Federal Grant Program
Appropriation.
Functional Area Code – Enter the functional area of the agency.
Continuation of Existing Program, Change in Existing Program or New Program -
Enter an “X” on the appropriate line. A “continuation of existing program” is for grants
previously established for which a time extension or balance of appropriation for the new
fiscal year is being requested. The amount of appropriation requested can not exceed the
previous MFG. A “change in existing program” is an increase or change to a previously
approved grant award established with a MFG. A “new program” is one for which MFG
appropriation has not previously been awarded to an agency under the grant award.
11) New Federal Funds - Enter the requested appropriation for the federal funds by line item. (Note:
there is a line item specifically designated for the American Recovery and Reinvestment Act of 2009
(ARRA); no other line item can be used when requesting appropriation to spend ARRA funds.)
State Matching Funds – If the grant is not 100% federal, enter the required state matching amount
by line item. State matching appropriation is not provided through the MFG process.
Other Matching Funds – If the grant requires matching funds other than state matching, enter the
required amount by line item.
This is usually local matching from cities and/or counties.
Other
matching appropriation is not provided through the MFG process.
Project Total - Total of federal, state and other columns by line item.
12) Funding Percentages – Enter the current and anticipated federal, state and other funding ratio
percentages for the program for which appropriation is being requested.
This section must be
completed or the request will not be approved.
13) Type of Federal Grant - Enter an “X” on the appropriate line to indicate the type federal grant being
requested. WIA - Workforce Investment Act would be for funds provided pursuant to Public Law 105-
220. Non-WIA would be for all other federal funding except for funds received from the American
Recovery and Reinvestment Act of 2009. ARRA – American Recovery and Reinvestment Act of 2009
would be for all one-time additional federal funding received from this Law. (Note: In Section 11 of
this form there is a line item specifically designated for ARRA; no other line item can be used when
requesting appropriation to spend ARRA funds.)
14) Anticipated Duration of Federal Funds - Enter a date or statement as to the anticipated duration
of the federal funds for the program.
Miscellaneous Federal Grant (MFG) Utilization Report
Instructions
1)
Date – Enter the current date.
2)
Grant ID - Enter specific grant or sub-grant number for AASIS
3)
Legislative Review Date - Leave blank. The date will be entered by DFA - Office of Budget after
the MFG is reviewed by Legislative Council.
4)
Agency - Enter the name of the agency requesting the MFG.
5)
Program Title - Enter the name of the program.
6)
Granting Organization - Enter the name of the federal or state agency which is the source of the
grant funds.
7)
Grant # - Enter the specific grant number assigned by the federal or state granting agency.
8)
Effective Date of Authorization – Enter the beginning and ending dates for the program or the
period for which personnel are being authorized in accordance with the State fiscal year.
An
appropriation cannot extend beyond June 30 of any fiscal year.
9)
Purpose of Grant / Reason for Addition or Change - Enter a thorough description of the grant
and its purpose, or describe the purpose of any addition or change being submitted. Submit any other
pertinent information as may be needed to justify a request. If Information Technology (IT) related
items are included in the request, the agency must include the location (major agency application,
support or project) and location number in the agency’s IT Plan referencing the requested item
(example major application #2).
10) Project Grant Funding:
Business Area Code – Enter the four-digit code of the agency.
Funds Center Code –
Enter the existing appropriation code if new funding is a
modification of an existing grant or if the agency will deposit and expend this new federal
funding from an existing federal appropriation. If the MFG is for a new grant which will
require a new appropriation, leave blank - the new funds center code will be added by DFA-
Office of Budget after it is established by DFA-Office of Accounting.
Fund Code - If an expansion of an existing grant, enter the seven-digit fund code. If a new
fund must be established, leave blank. The agency must complete a Fund Request form and
submit it to DFA-Office of Budget along with the MFG. The new fund code will be entered
by DFA-Office of Budget after it is established by DFA-Office of Accounting. Only funds
deposited in the State Treasury are eligible for Miscellaneous Federal Grant Program
Appropriation.
Functional Area Code – Enter the functional area of the agency.
Continuation of Existing Program, Change in Existing Program or New Program -
Enter an “X” on the appropriate line. A “continuation of existing program” is for grants
previously established for which a time extension or balance of appropriation for the new
fiscal year is being requested. The amount of appropriation requested can not exceed the
previous MFG. A “change in existing program” is an increase or change to a previously
approved grant award established with a MFG. A “new program” is one for which MFG
appropriation has not previously been awarded to an agency under the grant award.
11) New Federal Funds - Enter the requested appropriation for the federal funds by line item. (Note:
there is a line item specifically designated for the American Recovery and Reinvestment Act of 2009
(ARRA); no other line item can be used when requesting appropriation to spend ARRA funds.)
State Matching Funds – If the grant is not 100% federal, enter the required state matching amount
by line item. State matching appropriation is not provided through the MFG process.
Other Matching Funds – If the grant requires matching funds other than state matching, enter the
required amount by line item.
This is usually local matching from cities and/or counties.
Other
matching appropriation is not provided through the MFG process.
Project Total - Total of federal, state and other columns by line item.
12) Funding Percentages – Enter the current and anticipated federal, state and other funding ratio
percentages for the program for which appropriation is being requested.
This section must be
completed or the request will not be approved.
13) Type of Federal Grant - Enter an “X” on the appropriate line to indicate the type federal grant being
requested. WIA - Workforce Investment Act would be for funds provided pursuant to Public Law 105-
220. Non-WIA would be for all other federal funding except for funds received from the American
Recovery and Reinvestment Act of 2009. ARRA – American Recovery and Reinvestment Act of 2009
would be for all one-time additional federal funding received from this Law. (Note: In Section 11 of
this form there is a line item specifically designated for ARRA; no other line item can be used when
requesting appropriation to spend ARRA funds.)
14) Anticipated Duration of Federal Funds - Enter a date or statement as to the anticipated duration
of the federal funds for the program.
15) Positions to be established – Enter information only if new positions are to be established, or if the
Utilization Report pertains to a continuation of positions authorized in the preceding fiscal year. Each
position must be entered separately.
Personnel Area - Enter the four-digit personnel area designation to which each authorized
position will be charged.
Position Number - Leave blank if a new position(s), DFA-Office of Personnel Management
will enter the assigned number. If the request is a continuation of positions authorized in
the preceding fiscal year, enter the AASIS eight-digit assigned number.
Cost Center - Enter the six-digit cost center for the agency to which each authorized
position will be charged.
Commitment Item – Enter the six-digit commitment item for Regular Salaries (501:00:00)
or Extra Help (501:00:01), whichever is applicable.
Position Title – For each position being established, enter the existing Position Title as
authorized in A.C.A. §21-5-208.
Class Code - For each position being established, enter the Class Code corresponding to the
Position Title as authorized in A.C.A. §21-5-208.
Grade - For each position being established, enter the Grade corresponding to the Position
Title and Class Code as authorized in A.C.A. §21-5-208.
Line Item Maximum – For each unclassified position being established enter a line item
maximum salary rate set out in dollars. These positions must be grade 66 or 99.
16) Agency Director - Obtain the signature of the Agency Director and submit the form and all
attachments to DFA – Office of Budget.
17) Office of Budget - After the Budget Analyst assigned to the agency reviews the request, the form is
submitted to the DFA Budget Administrator for signature.
18) Office of Personnel Mgmt - Following the approval of the DFA Budget Administrator, if positions are
requested, the MFG is submitted by DFA-Office of Budget to the DFA Personnel Administrator for
signature.
19) DFA IGS State Technology Planning Approval – DFA IGS State Technology Planning’s signature
will be obtained, by DFA-Office of Budget, to signify the review and approval of any action requested
by applicable state agencies for the purpose of purchasing information technology related items in
accordance with applicable Technology Plans previously submitted to DFA IGS State Technology
Planning by the requesting agency(s). Constitutional Offices, Institutions of Higher Education and
Legislative/Judicial agencies are exempt from this process.
The requesting agency must attach a copy of a timely grant award from the Federal Granting
Agency authorizing the new positions and/or appropriation to the MFG request form or the
request will not be approved.
Revised 05/01/2009
UTILIZATION REPORT
FOR
MISCELLANEOUS FEDERAL GRANT PROGRAM APPROPRIATION
AND PERSONNEL AUTHORIZATION REQUEST
A.C.A. §19-7-501 ET SEQ.
1
2
3
Date:
Grant ID:
Legislative Review Date:
4
5
Agency:
Program Title:
6
7
Granting Organization:
Grant #:
8
Effective Date of Authorization:
Beginning:
Ending:
Purpose of Grant / Reason for addition or change: (
):
include attachments as necessary to provide thorough information
9
Project-Grant Funding
Business Area Code:
Funds Center Code:
Continuation of Existing Program:
10
Fund Code:
Change in Existing Program:
Functional Area Code:
New Program:
New
State
Other
Project
Federal Funds
Matching Funds
Matching Funds
Total
Regular Salaries
-
Extra Help
-
Operating Expenses
-
Personal Services Matching
-
Conference & Travel Expenses
-
11
Professional Fees
-
Capital Outlay
-
Data Processing
-
American Recovery and
Reinvestment Act of 2009
-
Other:
-
Other:
-
Total
$
-
$
-
$
-
$
-
12
Funding Percentages
Type of Federal Grant
13
Federal
State
Other
Total
FY06
0%
WIA
FY07
0%
FY08
0%
Non-WIA
FY09
0%
FY10
0%
ARRA
14
19
Anticipated Duration of Federal Funds:
DFA IGS State Technology Planning
Date
Items requested for information technology must be in
compliance with Technology Plans as submitted to DFA
IGS State Technology Planning.
Positions to be established:
(list each position separately)
* unclassified positions only
Personnel
Position
Cost
Commitment
Class
Line Item
Area
Number
Center
Item
Position Title
Code
Grade
Maximum *
15
State funds will not be used to replace federal funds when such funds expire, unless appropriated by the General Assembly
and authorized by the Governor.
Approved by:
17
18
16
Agency Director
Date
Office of Budget
Date
Office of Personnel Mgmt
Date
Revised 05/01/2009
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