[ACFR-contacts-news] 2025 Request for FFP

[HAMILTON Robert W * DAS]

Hello ACFR Contacts,

The Statewide Cost Allocation Plan (SWCAP) is a federal report required to be filed annually by the Office of the State Controller office on behalf of specific state agencies. Any agency charging or assessing other state agencies for statewide services (i.e. printing services, legal fees, workers' comp, etc.) must participate in the "Plan."

The federal funds participation (FFP) rate is a rate applied to the "billing" agency based on total revenues they receive from all agencies paying for state services with federal dollars. The rate is used in determining the amount of money to be paid back to the federal government if an excess (SWCAP) fund balance exists.

When an agency pays for state services with appropriated "federal" funds, it is easy to determine that those services were paid one hundred percent with federal dollars. However, when an agency pays with "other" appropriated funds it is not as easy to determine if federal dollars were used to pay the invoice. In addition, if an agency pays for several services in one payment (for example, to DAS), it is difficult to determine which services were paid for and for each service what dollar amount was from federal sources.

Therefore, if in FY 2025 your agency paid for any centralized charges or assessments listed on the attached FFP worksheet, please complete the spreadsheet. Insert the percentage (as a four digit decimal) of federal dollars paid regardless of the appropriated fund or comptroller object used. Additionally, instructions are available on the first tab.

Agencies will have to certify that the methods used to calculate FFP rates have been reviewed, the submitted information is correct, and that documentation has been maintained and will be available upon request. The certification must be signed by the individual responsible for compiling the FFP data (a Senior Accountant / Accounting Manager).

If you have questions regarding the DAS invoices, please contact Mini Fernandez in DAS Accounting at (971) 719-1934.

If you have questions regarding the SWCAP, please contact Karen Williams from the Office of the State Controller at (971) 900-9998.

Please return the 2025 Agency Request for Actual FFP spreadsheet and the FFP Certification to SWCAP.SARS at oregon.gov<mailto:SWCAP.SARS at oregon.gov> no later than August 29th. This is a Gold Star date.

If your agency did not pay for any services with federal dollars, notification to SWCAP.SARS at oregon.gov<mailto:SWCAP.SARS at oregon.gov> by the August 29th due date is required to meet the Gold Star criteria. The Request and Certification are not needed; just an email stating federal dollars were not used is sufficient.

Rob

[A picture containing logo  Description automatically generated]Robert W. Hamilton, CPA
State Controller
Chief Financial Office
971-719-3031
http://www.oregon.gov/DAS/financial/acctng
Pronouns: he, him, his

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