Federal Assistance Detail

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Last updated: Jun 01, 2023 by Pat ZeleiVersion comment
4 min read

This section details the federal program monies the district has received during the fiscal year. 

The Federal Assistance Summary information must be entered prior to creating the Federal Assistance Detail information in order to link them together.

Create a Federal Assistance Detail Record

  1. From the Periodic menu select 'Federal Assistance Detail.'
  2. Click on .
    1. Enter in the required information for the detail record. 
      • Select the Federal Assistance Summary's fiscal year to be reported by using the dropdown. 
      • Line number will auto increment once the Federal Assistance Summary's fiscal year is selected.
      • Enter the appropriate CFDA number.
      • Enter the Grant Title or Record Description for the federal record.
      • Enter the cash account associated with this record. 
      • Federal contributions received and expended during the fiscal year will populate when the cash account is chosen.  Please see the note below for the exception with non-500 fund accounts in order for these to populate.   
  3. Click on   to create the record, click on to not post and return to the grid.

If creating multiple Federal Assistance Detail records, use the option prior to clicking  to leave the window open for the creation of another Federal Assistance Detail record.  If is checked before clicking , it will close you out of the Federal Assistance Detail window.


For any Cash Account that is not in the 500's (i.e. 006-0000), the FYTD revenues/expenditures will not automatically populate when entering the Cash Account; however, an Account Filter can be created and once the Cash Account and Filter are selected, the received/expended amounts will populate.  The user can also manually enter the expended and received totals.  

For any Cash Account in the 500's FYTD revenues/expenditures (minus amounts associated with Transfer or Advance accounts) will automatically populate based on the current posting period. NOTE:  If there are changes to the FYTD revenues/expenditures after the Federal Assistance Detail record is created, it will need to be edited in order to update the figures.  You can do this by clicking off the selected Cash Account and reselecting the Cash Account.  


CFDA number & Grant Title

To assist with entering the CFDA number and Grant Title, USAS-R includes a tool tip when you hover over the name of these fields. The tool tip cannot contain a clickable link, but it does include the URL to help direct users to the appropriate location. A clickable version of the URL can also be found below.

Tool Tip:

URL: https://sam.gov/content/assistance-listings  

CFDA Updates

SSDT is aware that the moniker of the CFDA  (Catalog of Federal Domestic Assistance) has changed to ALN (Assistance Listing Number).  Along with this change the US Department of Education is now requiring the inclusion of the alpha character at the end of the numeric characters. This change in the software would impact EMIS Reporting and therefore cannot be completed until proper approvals are in place. SSDT is working with ODE on this update and will make changes when approved. Additional details related to the update will be tracked on Jira Issue USASR-4762.

Search/View Federal Assistance Detail Records

The Federal Assistance Detail grid allows the user to search for any detail record by clicking in the filter row in the grid columns and entering in the desired information.   Click on  to generate a report based on your filtered data. A report may be generated by running the Federal Detail Assistance report under the Report Manager grid. Click on any row of the search results to see a summary view of the record.   Click on to see the full details on each building profile.    The Advanced Search can be utilized by clicking on the  in the upper right side of the grid.

Edit Federal Assistance Detail Record

Federal Assistance Detail records may be modified. Only fields that are allowed to be edited will be displayed.

  1. Search desired detail record on grid.
  2. Click on to edit the transaction.
    1. Make desired changes
  3. Click on  to save desired changes, click on Cancel to not post the changes and return to the grid.

Clone Federal Assistance Detail Record

Federal Assistance Detail records may be cloned if the associated federal assistance summary record exists.

  1. View existing federal assistance detail record.
  2. Click on and clone the existing federal assistance detail record into a new federal detail record. 
    • Select the fiscal year and make any desired changes to the rest of the records. 
  3. Click to save desired changes or click Cancel to not post and return to grid.

Delete Detail Federal Assistance Record

The delete function may be used to delete a detail record.  

  1. Search desired detail record on grid.
  2. Click on  to delete the transaction.
  3. Click on "Delete" to confirm the deletion.