ETA-9130 grant financial reporting clarifications, Change 1

CLASSIFICATION
      EMPLOYMENT AND TRAINING ADMINISTRATION                  Financial Reporting
                  ADVISORY SYSTEM                             CORRESPONDENCE SYMBOL
             U.S. DEPARTMENT OF LABOR                         OGM
                                                              DATE
                Washington, D.C. 20210
                                                              January 19, 2024

ADVISORY:         TRAINING AND EMPLOYMENT GUIDANCE LETTER NO. 16-22,
                  CHANGE 1

TO:               STATE WORKFORCE AGENCIES
                  STATE WORKFORCE ADMINISTRATORS
                  STATE WORKFORCE LIAISONS
                  STATE AND LOCAL WORKFORCE BOARD CHAIRS AND DIRECTORS
                  ALL DIRECT ETA GRANT RECIPIENTS

FROM:             BRENT PARTON
                  Principal Deputy Assistant Secretary

SUBJECT:          Change 1 to Training and Employment Guidance Letter No. 16-22, Revised ETA-9130
                  Financial Report Instructions and Additional Guidance

1. Purpose. This Change provides clarification/updates to the ETA-9130 financial reporting
   guidance contained in Training and Employment Guidance Letter (TEGL) No. 16-22.

2. Action Requested. Please disseminate this guidance to all staff directly or indirectly responsible
   for financial management and financial reporting for Employment and Training Administration
   (ETA) grant awards and cooperative agreements.

3. Summary and Background.

   a. Summary – This guidance provides clarification on the following items:
         • Initial ETA-9130 financial report – the first financial report submission due date
           when the Period of Performance (POP) end date falls on the last day of the quarter.
         • Quarter Ending March 31 ETA-9130 financial report – the financial report submission
           due date for reports for the quarter ending March 31.
         • Final ETA-9130 financial report – when a financial report is marked final prior to the
           POP end date.

   b. Background – Every grant awarded by ETA requires accurate quarterly reporting as a
      part of sound financial management responsibilities. This reporting supports the
      Department of Labor’s ability to measure fund utilization for performance accountability
      and assess compliance with statutory expenditure requirements. This information also
      helps measure successful outcomes for participants, ensures sound service delivery and
      reporting practices and determines whether the federal funds achieved maximum benefit.

  RESCISSIONS                                              EXPIRATION DATE
  None                                                     Continuing

4. ETA-9130 Financial Reporting Clarifications.

   a. Initial ETA-9130 Financial Report Due Dates.

      The POP start date in GrantSolutions (GS), ETA’s grants management system, determines
      the due date of the initial ETA-9130 financial report. As such, if a grant is awarded on, or
      near the last day of the quarter/reporting period, an ETA-9130 will be generated for that
      reporting period and must be submitted by the appropriate due date.

                                          Initial ETA-9130         Initial ETA-9130
              POP Start Date
                                          Quarter End Date              Due Date
                  4/1/2023                    6/30/2023                 8/15/2023
                 6/30/2023                    6/30/2023                 8/15/2023
                  7/1/2023                    9/30/2023                11/15/2023

   b. Quarter Ending March 31 ETA-9130 Financial Report Due Dates.

      Due to the way the GS system is configured and generates the ETA-9130 financial reports
      in the Payment Management System (PMS), the ETA-9130 financial report for the
      quarter ending March 31 is due on May 16. The due date for the ETA-9130 financial
      reports for the other three quarters is unchanged; they remain the 15 th of the month. The
      following chart provides the due dates for each quarter.

                    Quarter End Date                Quarterly ETA-9130 Due Date

                         March 31                              May 16
                         June 30                              August 15
                       September 30                          November 15
                       December 31                           February 15

       As a reminder, the deadline to submit ETA-9130 financial reports does not change
       in instances when the reporting due date falls on a weekend or holiday. Recipients
       can submit reports at any time in advance of the due date. Please make note of PMS
       weekend and holiday hours.

   c. End of Grant Reporting.

      If an ETA-9130 financial report is marked final prior to the POP end date, subsequent
      quarterly ETA-9130 financial reports will continue to be generated in PMS until the grant
      expires. Recipients should work with their Federal Project Officer to amend the POP end
      date, using the grant amendment process, in advance of the quarterly reporting deadline, if
      doing so is deemed appropriate for that specific grant project. Otherwise, recipients must
      continue to submit quarterly ETA-9130 financial reports until the final reporting period of the
      POP.

5. Inquiries. Please direct any inquiries as follows:

   a. Questions on this Guidance – please contact your assigned regional representative or the
      appropriate regional office.

   b. Assistance with Completing the ETA-9130 Financial Reports – please contact your
      assigned regional representative or the appropriate regional office.

   c. Questions on the Final ETA-9130 Financial Report – please consult with the Closeout
      Specialist assigned to the award and copy your assigned regional representative.

   d. Technical Assistance with the Online Reporting System – please contact the PMS
      Helpdesk at: [email protected] and copy your assigned regional representative.
      Recipients also have the option to submit an online ticket at:
      https://gditshared.servicenowservices.com/hhs_pms.

        To facilitate a prompt response, please include the following information in your request:
             • Recipient name
             • Grant number
             • Quarter end date of the report for which technical assistance is needed
             • Contact name and telephone number (in the event a telephone call is needed)
             • Description of the issue

   e. Grant Closeout Information – please visit:
      https://www.dol.gov/agencies/eta/grants/management/closeout.

6. References.

    •    Workforce Innovation and Opportunity Act (WIOA) (Pub. L. 113-128) Titles I, III, and
          V, as amended;
    •    2 CFR Part 200, Uniform Administrative Requirements, Cost Principles, and Audit
         Requirements for Federal Awards;
    •    Paperwork Reduction Act of 1995 (PRA), codified at 44 U.S.C. §§ 3501–3521;
    •    87 FR 25304, 60-Day Federal Register Notice, ETA Financial Report Form ETA-9130;
    •    87 FR 58376, 30-Day Federal Register Notice, ETA Financial Report Form ETA-9130;
    •    Consolidated Appropriations Act, 2023 (Pub. L. 117-328), Division H, Title I,
         Department of Labor, Employment and Training Administration, Training and
         Employment Services, paragraph (1)(C);
    •    Training and Employment Notice No. 16-22, The Employment and Training
         Administration is Implementing GrantSolutions for Grant Award Processing and the
         Payment Management System for Financial Reporting, issued January 18, 2023,
         https://www.dol.gov/agencies/eta/advisories/ten-16-22;

    •   Training and Employment Guidance Letter No. 12-22, Award Closeout Process for
        Expired Grants and Agreements, issued March 20, 2023,
        https://www.dol.gov/agencies/eta/advisories/tegl-12-22; and
    •   Training and Employment Guidance Letter No. 16-22, Revised ETA-9130
        Financial Report Instructions and Additional Guidance, issued May 12, 2023,
        https://www.dol.gov/agencies/eta/advisories/tegl-16-22.

7. Attachment(s). Not applicable.