Preparing the Schedule of Expenditures of Federal Awards Washington Association of School Business Officials Small Schools Committee

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1 Preparing the Schedule of Expenditures of Federal Awards Washington Association of School Business Officials Small Schools Committee October 8, 2008 Ann Strand Assistant Audit Manager Team Yakima

2 Topics Introduction to the Schedule of Expenditures of Federal Awards (SEFA) Tools and resources used in preparing the schedule Frequently asked questions SEFA quiz (handout)

3 What is the SEFA? The Schedule of Expenditures of Federal Awards (SEFA) reports the District s federal expenditures for the year.

4 Why is the SEFA important? This schedule is used in planning the District s federal audit. It provides assurance to granting agencies that their programs were included in the audit.

5 Guidance for preparing the SEFA Guidance for preparing this schedule is now located in OSPI Accounting Budgeting and Financial Reporting handbook, Chapter XI ( SAO will notify you of the due date for submitting this schedule each year. SAO could report a finding for a SEFA that contains significant errors.

6 Common types of federal expenditures Expenditure transactions associated with grants, contracts, and agreements Disbursement of funds passed through to sub-recipients Receipt of loan proceeds Receipt of federal property Receipt or use of program income (with exceptions) Distribution or consumption of food commodities

7 Preparing the SEFA Expenditure amounts reported on the schedule: Should agree with reimbursement requests for the year (total direct expenditures plus indirect costs, if applicable). Exception: Revenue-based programs would not be based on expenditures, but on other criteria. These include Impact Aid, Nutrition, and School and Roads.

8 Grants received through OSPI When reporting OSPI grants, review the following: Federal revenues reported on F196. Monthly apportionment report 1191FG for grants received during the year apportionment report for funding from the School and Roads and Nutrition programs. *Reminder make sure that the reported amounts agree with reimbursement requests and supporting expenditure reports.

9 Direct grants or other pass-through grants When reporting direct grants or other pass through grants, review the following: Federal revenues reported on F196. Reimbursement requests and supporting expenditure reports.

10 Catalog of Federal Domestic Assistance (CFDA) CFDA numbers should agree with the Catalog of Federal Domestic Assistance ( If a CFDA number cannot be obtained, the first two digits of the number should identify the federal agency. The remaining number should be the contract or agreement number. Program titles should agree with the official titles in the CFDA. Grantor agency names (both direct and pass through agencies) should be properly identified.

11 Reporting of federal loans Federal loans should be reported on the SEFA in the following circumstances: Loan proceeds are received during the fiscal year. Previous years loan balances have continuing federal compliance requirements. Interest subsidies or administrative cost allowances are received during the fiscal year.

12 Non-cash federal assistance Non-cash federal assistance such as food commodities, food stamps, and donated equipment must be reported on the SEFA. This should be recorded as the fair market value at the time of receipt or as the assessed value provided by the federal agency.

13 Frequently Asked Questions Q: Do school district costs associated with special education consortiums need to be reported on the SEFA? A: Yes, these costs are considered federal expenditures that should be reported.

14 Frequently Asked Questions Q: Do Medicaid Match requests through DSHS have to be reported? A: Yes, these are reported under CFDA No All FY 2008 claims should be reported on the FY 2008 SEFA (regardless of when the money is received).

15 Frequently Asked Questions Q: A university uses grant funds to pay for a certified employee to teach at a school district. Does the school district record this on the SEFA? A: Yes. The District is receiving a benefit through the grant, so the value of the benefit should be recorded on the schedule.

16 Auditor s Office Contacts Brad White, CPA Single Audit Coordinator Team Audit Support (509) whiteb@sao.wa.gov Ann Strand Assistant Audit Manager Team Yakima (509) stranda@sao.wa.gov