2014 YouthBuild Peer to Peer

Training

ETA-9130 Financial Reporting

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Today’s Presenters:

Jane Yoon, Region 6

Materials You Should Have:

Handout 1 – ETA 9130 report form

Handout 2 – Annotated ETA 9130 report form

Handout 3 – Definitions exercise

Evaluation Form

ETA-9130 Financial Reporting

What will you learn today?

ETA-9130: Facts You Need to Know

Key Definitions

ETA-9130 Analysis Simulator

Regulations for Financial Reporting(ETA-9130)

20 CFR Part 667.300 – Workforce Investment Act

29 CFR Part 95.52 or Part 97.41 Uniform Administrative Requirements

OMB Approval Extended to 12/31/2015

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There are some basic facts about the ETA-9130 that are important to know when preparing and analyzing your report.

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Accruals reflected

Due quarterly no later than 45 days

after the end of each quarter

Data is cumulative from grant inception

Report must include cash and financial status

information

ETA-9130 ReportSections 1-9

ETA-9130 ReportSection 10, parts a-i

L.

ETA-9130 ReportSection 10, parts j-n

Local Youth Report Breakout (11.a – 11.e)

ETA-9130 ReportSection 10, parts o-q and Section 11

ETA-9130 ReportSections 12-13

ETA-9130 ReportRemarks Section

What will you learn today?

ETA-9130: Facts You Need to Know

Definitions

ETA-9130 Analysis Simulator

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Understanding ETA’s definitions of financial terms is a key ingredient in producing an accurate ETA-9130 report.

DisbursementExpenditures

OutlaysAccruals

Cash Based AccountingObligation (ETA-9130 Line 10H)

Unliquidated Obligation

Disbursement means the transfer of cash from the Payment Management System to the grantee.

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At the grantee level, disbursement means the transfer of cash from the grantee to a subgrantee or other payee

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In general, expenditures (“outlays”) means charges made to the program in support of authorized activities.

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ETA requires all grantees to report all financial transactions on a full accrual basis.

Accrued Expenditures Components During a Given Period

Goods and other

property received

Services performed by employees, contractors, and others

Other amounts becoming

owed

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When working with Cash Based accounting systems, be sure to track the timing of activity to find accrual expenditures.

What are some examples of accrued expenditures?

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For the purposes of the ETA-9130, Line 10H, obligation includes Federal share of expenditures (cash outlays plus accrued expenditures) and any

unliquidated obligations.

Note, the commonly held GAAP definition of “obligation” is a term that references actions where a legal binding contract or purchase

order to pay exists and differs from the use on the ETA-9130.

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Unliquidated Obligations means obligations incurred for which an expenditure has not been recorded.

Accrual Data FY2010-2011

Unliquidated Obligation

OBJ Class Date Contract Amount P.O. Amount

Contract # or P.O. # Description Accrued Paid Balance

XXX 4/5/11 200,000.00$ C1254621 Training Provider #1 13,000.00$ -$ 200,000.00$ XXX 4/5/11 54,326.00$ C0151052 Training Provider #2 54,326.00$ 54,326.00$ -$ xxx 5/6/11 15,000.00$ 6547852 Offi ce Supplies USA 12,503.52$ 3,500.00$ 11,500.00$

Totals 79,829.52$ 57,826.00$ 211,500.00$

DOL Grant - ACCT No. XXXX-XX-XXXX

Obligations

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How would you classify these types of cost situations?Assumption: all activities / charges below are allocable to a DOL-ETA grant

A - Accrual

B – Unliquidated Obligation

1. You received delivery of a partial order for goods but the invoice has not been paid.

2. A contractor has started training participants but has not sent the invoice.

C – Obligation

D – Disbursement

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How would you classify these types of cost situations?Assumption: all activities / charges below are allocable to a DOL-ETA grant

A - Accrual

B – Unliquidated Obligation

3. Of a total contract of $50,000, there is $40,000 unspent and for which no goods or services have been provided.

4. Staff travel was completed but no travel re-imbursement was submitted or paid before the end of the quarter.

C – Obligation

D – Disbursement

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How would you classify these types of cost situations?Assumption: all activities / charges below are allocable to a DOL-ETA grant

A - Accrual

B – Unliquidated Obligation

5. You order, pick up, and pay for supplies all in the same day.

6. At the end of the month, you complete the monthly indirect costs calculation.

C – Obligation

D – Disbursement

What will you learn today?

ETA-9130: Facts You Need to Know

Key Definitions

ETA-9130 Analysis SimulatorETA-9130 Analysis Simulator

Are you smarter than a 5th grader?

True or False?

1. Should Cash on hand always be zero? a. Trueb. False

2. The amount reported on the total federal expenditures is higher than the cash disbursed. Is that an indicator that the organization is reporting accruals?

a. True b. False

What is a potential area of concern on this report?What would you do?

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What are potential areas of concern on this report?What would you do?

Homework Assignments

Review online tutorials and other resources on ETA-9130 reporting available at etareporting.workforce3one.org.

Introduction to Financial Reporting

Basic 9130 Reporting

Review key guidance and resource documents at http://doleta.gov/grants/financial_reporting.cfm.

Forms and Instructions

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Also be sure to review closely Training and Employment Guidance Letter 13-12 and 28-10 available at http://wdr.doleta.gov/directives/

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See the One-Stop Comprehensive Financial Management Technical Assistance Guide, Chapter II-9 located at

www.doleta.gov/grants/pdf/TAG_PartII_July2011.pdf

Share with others supporting this grant.

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