The SAMHSA government project officer (GPO) and grants management specialist (GMS) monitor grants to identify potential problems and areas where technical assistance might be necessary. They do this through reviews of reports and correspondence from the grantee, audit reports, site visits, and other information available to SAMHSA.
Federal Financial Report (FFR)
As a SAMHSA grantee, you must submit the FFR (PDF | 109 KB) (Standard Form [SF] 425), for each 12-month period.
Please send the FFR report to the resource email box for the appropriate Center:
- CMHS: CMHSFFR@samhsa.hhs.gov
- CSAT: CSATFFR@samhsa.hhs.gov
- CSAP (excluding DFC): CSAPFFR@samhsa.hhs.gov
- Federal Financial Report Letter (July and August budget start dates) (PDF | 276 KB)
- Federal Financial Report Letter (September budget start dates) (PDF | 274 KB)
- Guide to completing the Federal Financial Report SF-425 (PDF | 174 KB)
- Additional Remarks for Section 12 of the FFR (XLS | 41 KB)
Federal Cash Transactions
Department of Health and Human Services (HHS) Division of Payment Management (DPM) requires a quarterly FFR to provide an overview of your account's cash status. The FFR is the mechanism for reporting these disbursements.
If you fail to submit these reports by the specified due dates, access to your funds may be restricted.
All SAMHSA awards require quarterly, semi-annual, or 12-month progress reports. SAMHSA will provide you with guidelines and requirements at the time of award and at the initial grantee orientation meeting after the award.
You must submit these progress reports during the grant-funding period and a final progress report, per the terms and conditions of your NoA. Check your NoA for frequency and the submission process.
Your GPO and GMS will use the information contained in these reports to determine your progress toward meeting the grant's goals. SAMHSA is also interested in ensuring that treatment and prevention services can be sustained. Therefore, make sure your progress reports explain your plans to ensure the sustainability of efforts initiated under your grant.
Non-federal entities that expend $500,000 or more under federal awards in a fiscal year (FY) must have a single audit performed in accordance with the OMB Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations (PDF | 172 KB). Federal awards include federal financial assistance and federal cost-reimbursement contracts that non-federal entities receive directly from federal awarding agencies or indirectly from pass-through entities. However, it does not include procurement contracts, under grants or contracts, used to buy goods or services from vendors.
Reports on these audits must be submitted to the Federal Audit Clearinghouse (FAC) within the earlier of 30 days after receipt or nine months after the FY’s end. The audit reports and a completed data collection form (SF-SAC) must be submitted electronically to the Federal Audit Clearinghouse. The FAC operates on behalf of the Office of Management and Budget (OMB).
For specific questions and information concerning the submission process:
- Visit the Federal Audit Clearinghouse
- Call FAC at the toll-free number: (800) 253-0696