Instructions and hints for using the federal funds summary template:

Reminder: this table is a mandatory element of an agency's budget presentation.

Table:

Overview: The table should include a list of federal awards received, a brief description of how the award will be used, whether the grant is new or ongoing, an indication of whether a match or MOE is required, revenues for FY 2012-13, estimated revenues for FY 2014-15, and the statewide outcome affected by this federal award.

Identify federal grants by a short name (Column B). Spell out all acronyms so that the purpose description is clear and understandable to the general public.

Give each grant its own row in the spreadsheet. Distinct federal programs should, in general, be listed separately. Small grants may be consolidated.

Group the federal awards by program. If awards are allocated to multiple programs, agencies have the option to include the award in one program area, or to list the award proportionally by program area.

For any new grants seeking legislative review, please enter the word "New" in the new grant column (Column C)

Federal awards that require legislative review for the current fiscal year, FY 2013, should be included in BPAS and the table.

Include a brief description with the general purpose of the award, whether the grant will fund agency activities or will be granted to another agency or organization (Column C)

Enter the totals for the grant in the 2012-2015 columns. 2014 and 2015 should be base numbers. (Columns G-J) These amounts should tie to the agency revenue summary and program/budget activity fiscal pages.

The agency total on the federal funds summary should tie to the total shown in an agency’s budget fiscal pages. In this context, revenues should describe funds actually drawn by the state in a given fiscal year.

Indicate whether a state match or MOE is required - yes or no (Column K). Agencies may include additional information about a percentage or dollar value if relevant either on the table or in the narrative.

Indicate - using the drop down box - to which statewide outcome the grant primarily relates (column M)

Provide summary level totals for the budget activity, program, and agency, as applicable (rows 4-5)

Two additional columns (D and E) are available if you want to track the appropriation id and the allotment orgs, if applicable. Please hide them when you are finished.

Narrative:

Please provide a brief narrative overview of all the agency's federal funds to give a general overview of the role of the federal funds within the agency. The narrative should be written in language understandable to the public and should be approximately a half page in length. Please include the following information, where applicable:

a. maintenance of effort levels (MOE)

b. changing funding levels or trends that may impact future awards

c. major state funding related to federal awards

d. basis for estimates

e. potential impact of sequestration

When complete, please save the document to the agency's "Budget Narratives" folder.