Over the course of the grant year and the grant award period, the tribe or tribal organization will be required to submit reports describing TVR program performance and detailing financial expenditures. The program may also be required to submit progress and/or status reports to the tribe or tribal organization. Descriptions of the required reports are included in this step.

Graphic illustration of a person sitting at a desk using a computer

Considerations for Reporting

Timeliness of reporting is key! Turning reports in late can impact the provision of participant services and may negatively affect TVR agencies over time through loss of funding. If it appears that a report may be late, contact the RSA project officer immediately to keep them informed of the circumstances.
It is important to know and refer to the grant proposal in the day-to-day operations of the grant. The proposal details how the agency will function, how the budget will be expended, and describe the target outcomes and they will be reached. An External Evaluator might ask "What did the grant proposal say would be accomplished?" when looking at your agency performance, and then will proceed to analyze the attainment of outcomes based on the description in the grant.
When preparing to submit reports, it is important to leave adequate time to get reports signed off by authorities within the tribal organization, if that is required. The time needed can vary greatly between tribes. Ask a supervisor or others in the department to determine the correct procedure and the approximate timeline for tribal approval before the report due date.
Additional information on Reporting can be found at the AIVRTTAC New Directors Toolkit here, about two-thirds down the page.

Regulatory Guidance from the GAN

On Page 2 of the GAN, under the Terms and Conditions, there are several regulatory citations that guide required reporting for AIVRS grants. The specific sections are:

34 CFR 75.118 Requirements for a continuation award

2 CFR 200.327 Financial reporting

2 CFR 200.328 Monitoring and reporting program performance

Additionally, refer to Grant Attachment 2 in your GAN. The reports that your program is responsible for submitting will be indicated there, if the GAN is sent through the mail. If you receive your GAN electronically, your Grant Attachment 2 will state the following:

*** IF YOU HAVE RECEIVED YOUR GRANT AWARD NOTIFICATION ELECTRONICALLY, THE ITEMS BELOW WILL NOT BE CHECKED. IF A FINANCIAL REPORT IS REQUIRED, YOUR EDUCATION PROGRAM CONTACT WILL PROVIDE YOU WITH INFORMATION ABOUT YOUR FINANCIAL REPORT SUBMISSION, INCLUDING THE DUE DATE, AS A GRANT TERM OR CONDITION IN BOX 10 ON THE GRANT AWARD NOTIFICATION, OR THROUGH ANOTHER NOTIFICATION AT A LATER TIME. ***

If none of the boxes are checked, you will need to communicate with your RSA project officer to determine which reports you are required to submit and when they are due.

RSA Reporting Requirements

Performance Reports
- The Annual Performance Report (APR) is required of all grantees and is due around 90 days following the end of the fiscal year. The due date may change from year to year, so it is important to make sure that your RSA project officer has the correct TVR Director name and contact information.
- In fall 2023, RSA started requiring the APR to be submitted through G6 (https://g6.ed.gov). Here is an excerpt from the letter to AIVRS Project Directors:

"The FY 2023 AIVRS Annual Performance Report (APR) has been replaced with the 524B form for the 84.250M, 84.250N, and 84.250P grantees.

The reporting period is 10/01/2022 – 09/30/2023 and the APR is due by January 5, 2024. This report is comprised of these required components:

- - 1) ED 524B Grant Performance Cover Sheet and Executive Summary;
  - 2) Status Summary Chart, Section B (Budget Information) and
  - 3) Section C (Additional Information).

Please carefully review the Instructions for Grant Performance Report (ED 524B), as well as the examples provided.

In addition to completing the APR, the project’s current Indirect Cost Rate (IDC) agreement is required to be submitted annually."

The full version of the letter can be found here.

Additional resources, including webinar recordings and samples, can be found on the AIVRTTAC website at https://aivrttac.org/rsa/.

- Be sure to apply for a G6 User Registration a couple of months in advance of the report due date so that reports are not turned in late. Also, it is important to make sure that the correct program director is listed with RSA or there may be delays in getting a G6 User Registration. There are certain documents, such as the Project Status Chart, that take some time to enter into G6. Also, you may need assistance from your Project Officer or your Tribe's Authorized Representative to get access to G6
  - The G6 homepage is here, and the link to sign up for a G5/G6 User Registration is here.
- Additionally, grantees who are in the first year of a new grant cycle, even if it is a re-funded grant, are required to complete a six-month progress and performance report using the APR form. The report is due around 45 days after the end of the six-month reporting period. The RSA project officer will send notice of the specific due date.
- After the end of the funding cycle, a final grant report is due 120 days after the end of the grant award period. This report also uses the APR template, but is submitted using G6. Grant officers will send out final report instructions at the end of the grant year.
Financial Expenditure Reports
- In most cases, the SF-425 Federal Financial Report is completed by the tribe's fiscal office. The SF-425 shows the amount of funds drawn down during the reporting period, the amount of the grant award to date, the federal share of expenditures, the unobligated balance, and detail on indirect expenses.
  - A blank SF-425 can be seen here. A partially-completed SF-425 report can be seen here.
- SF-425 reports are required annually for most grants, though some programs may be required to submit them more frequently. The annual SF-425 is due 90 days following the end of the reporting period. It is recommended that you ask your finance office to send you a copy of the SF-425 when it is submitted so that you can keep the reports in your files, either in electronic or paper format.

Tribal Reporting

Most tribes and tribal organizations require their programs to complete regular reporting, which varies between monthly, quarterly and annual reports. This report might ask about the number of participants served, the types of services provided, and the number successfully employed. An example of a quarterly report can be seen here.

Performance Measures

There are specific performance measures that each TVR program needs to address in performance reports. These measures that were established under the Government Performance and Results Act (GPRA) of 1993. Performance measures can be found in the "Notice Inviting Applications (NIA)" for a particular grant, which is the document from RSA that formally invites tribes and tribal organizations to apply for funding for AIVRS grants. A director may have this in their grant development records, the grants and contracts office may have it, or the grantwriter who prepared the grant may have it.

The measures are:

The percentage of individuals [program participants] who leave the program with an employment outcome after receiving services under an individualized plan for employment (IPE). [Note: It is important to understand that this percentage is calculated by dividing the number of participant cases closed "successfully" by the full number of participants served under an IPE whose cases were closed during the reporting year. A factor that can negatively affect this percentage is closing a high number cases where participants received services but did not achieve an employment outcome.]
In this context, the term “employment outcome” refers to an individual
The percentage of projects that demonstrate an average annual cost per employment outcome of no more than $35,000; and
The percentage of projects that demonstrate an average annual cost per participant of no more than $10,000.

RSA may revise these measures in the near future in order to more directly align them with the primary indicators of performance under Section 116 of the Workforce Innovation and Opportunity Act (WIOA).