Tracking grant subrecipient expenses

• Identify sub-recipient expense accounts or account categories. Best practice recommendation is to track sub-recipient expenditures in unique expense accounts or account categories. With setting up separate accounts or account categories, you can isolate sub-recipient expenditures on the SEFA.
• Project setup: You can track sub-recipient expenditures using a separate posting project under the grant sponsored project. You can setup separate posting projects to track subrecipient expenditures. You can add an alternate structure that only contains the sub-recipient posting projects. The alternate structure can be used for reporting in BI or used in reporting settings definition.
• Project user field: You can add a user field to flag the posting project as sub-recipient and personalize the hierarchy list for easy identification.
• These features are optional Procurement functionality:
  • Use PO subcontractor agreements in PO to track sub-recipient POs.
  • Use contract management to track sub-recipient contracts including terms and agreement.
  • Use the PO header sub-contractor flag to flag sub-recipient POs.
  • Leverage the vendor/contract relationship view available in projects for an easier link to contracts and purchase order.

The CSF schedule of federal awards report is a worksheet that can be used to create the SEFA report. It is not intended to be a final report. Use it as a tool to create the SEFA.

Follow these guidelines for the SEFA report and isolate sub-recipient spending:

1. If using Accounts to track expenditures, create two reporting settings parameters for SEFA reporting:
   1. Total SEFA expenditures. All expenditures accounts are included.
   2. Sub-recipient expenditures. Only sub-recipient accounts are included.
2. If using Account categories to track expenditures, you must create two reporting bases that can be assigned to the two reporting settings that you created.