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FRA Reports

During the term of the grant or cooperative agreement, all FRA grantees must submit:

  • Progress reports on a quarterly basis (FRA Quarterly Progress Report)
  • Federal financial reports on a quarterly basis (Federal Financial Report – SF-425)
  • Final report on or before the end of the period of performance (Final Performance Report)

Grantees who received funding through the American Recovery and Reinvestment Act of 2009 (ARRA or Recovery Act) must fulfill additional reporting requirements and should consult the ARRA Reporting Requirements page for more information.

The following provides an overview of the three required reports that grantees must submit for all open and active grants with FRA.


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FRA Quarterly Progress Report

Most FRA grant agreements require that grantees submit a quarterly progress report, which will be used to track project activities and progress against the approved milestones in the Statement of Work (SOW). Grantees should record and report progress for the current reporting period. The main component of the progress report is a performance narrative, which includes a summary of key events for the quarter. In the future, FRA will request performance measurement data as part of the progress report.

FRA Quarterly Progress Report Due Dates

Reporting Period

Apr 1 – Jun 30

Jul 1 – Sept 30

Oct 1 – Dec 31

Jan 1 – Mar 31

Report Due Date

Jul 30

Oct 30

Jan 30

Apr 30

FRA Quarterly Progress Report Details

Submission Process
  • Due within 30 days after the end of each quarter

  • Submit to Grant Manager via email

  • Provide activity updates only for the quarter for which you are reporting

Key Components
  • Project Description

    • Summarize core components of project

    • Provide overview of goals and objectives during current quarter

    • Significant Accomplishments this Period:

      • Describe quarterly project execution

      • Explain major accomplishments and their relationship to the project

    • Milestones and Deliverables

      • List individual deliverables by task and status

    • Technical/Cost/Schedule Problems:

      • If applicable, list the challenges you face in meeting the demands of your project’s scope, schedule or budget

    • Work Planned for Next Period:

      • Describe your project plan for the upcoming quarter

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Federal Financial Report (SF-425)

FRA grant agreements require that grantees submit a complete Standard Form 425 (SF-425), “Federal Financial Report,” on a quarterly basis. FRA uses the financial report to compare the rate of a grantee’s actual expenditures to the planned amounts in the approved project budget. FRA may analyze financial information against performance data to verify that expenditure amounts align with project activities.

FFR (SF-425) Due Dates

FFR (SF-425) Due Dates
Reporting Period

Apr 1 – Jun 30

Jul 1 – Sept 30

Oct 1 – Dec 31

Jan 1 – Mar 31

Report Due Date

Jul 30

Oct 30

Jan 30

Apr 30

 

FFR (SF-425) Report Details

FFR (SF-425) Report Details
SubmissionProcess
  • Due within 30 days after the end of the quarter

  • Submitted electronically via GrantSolutions.gov (click here for submission instructions)

  • Provide activity updates only for the quarter for which you are reporting

Key Components
  • Fields 1-9: General Information

  • Field 10a-10c: Federal Cash

    • 10a. Cash Receipts: Report cumulative cash receipts from DOT

    • 10b. Cash Disbursements: Report cumulative cash disbursements to Vendors

    • 10c. Cash on Hand: Calculation (10a minus 10b)

  • Field 10d-10h: Federal Expenditures

    • 10d. Total Federal Funds Authorized: Block #11 from NGA

    • 10e. Federal Share of Expenditures: Cumulative expenditures of federal funds (should not exceed 10d)

    • 10f. Unliquidated Obligations: Cumulative obligations for which an expenditure has not occurred

    • 10g. Total Federal Share: Calculation (sum of 10e and 10f)

    • 10h. Unobligated Balance: Calculation (10d minus 10g)

  • Field 10i-k: Recipient Share (if recipient share or match is required)

    • 10i. Total Recipient Share Required: Check Special Provisions for required match amount

    • 10j. Recipient Share of Expenditures: Cumulative expenditures of match funds (should not exceed 10i)

    • 10k. Remaining Recipient Share: Calculation (10i minus 10j)

  • Field 10l –10o: Program Income (if program income is earned)

    • 10l. Total Program Income Earned: Cumulative amount of program income earned during the project

    • 10m. Deduction Alternative: Cumulative amount of program income deducted from federal award amount

    • 10n. Addition Alternative: Cumulative amount of program income reinvested in the program in addition to federal funds and match

    • 10o. Unexpended Program Income: Calculation (10l minus 10m or 10l minus 10n)

  • Fields 11 - 13

    • Indirect Expenses

    • Remarks

    • Certification

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Final Performance Report

At the end of the period of performance, grantees must submit a final report. The final report should describe the cumulative activities of the project, including a complete description of the grantee’s achievements with respect to the project objectives and milestones. The grant manager cannot begin a closeout until this report, or an equivalent final deliverable, is submitted.

Final Performance Report Due Date

Due within 90 days of the end of the project performance period (i.e., the expiration date of the NGA). This does not apply to ARRA funding.

Final Performance Report Details

Final Performance Report Details
Submission Process
  • Submit to Grant Manager and Administrative Officer via email

  • Provide cumulative and final activity updates

Key Components
  • Project Title and Grant Number

  • Project Abstract (Half page)

    • A high-level summary of the project, including the scope of work and major accomplishments.

  • Project Narrative (2-4 pages)

    • A cumulative summary of project activities. The project narrative should include a description of project objectives, major milestones, and accomplishments as they relate back to the Statement of Work. The narrative should also include the relevance and impact that the project brings to the region and to key stakeholders. The project narrative should include any relevant photos, including before and after photos (if applicable).

  • Budget Narrative (Half page)

    • A summary of financial reporting activity over the life of the award. This should include a summary of material variance against original projected budget.

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