Creating a New SF-425 Form
Log in: To get started, go to dodeagrants.org, click on the Grantee Login button in the top right corner of the homepage, and sign into your account.
Financial Review Page: Select Financial Review in the horizontal navigation menu across the top of your account page.
Note: This section of the website is only accessible to those registered with a Project Director or Finance Staff role account.
Add New Form: Click the Add New Form button in the top center of the page above the filters. Then select SF-425 Form from the dropdown menu that appears.
Filling Out the Form
Award Year: Once the SF-425 Form opens, select the appropriate grant award year from the dropdown in the top left corner of the form above the title.
Items 1-11
Item 1: The Federal Agency has been pre-filled and is not editable.
Items 2-4: The Federal Grant Number, Recipient Organization information, DUNS Number, and EIN are mandatory. Type your responses in the text boxes provided for these items.
Note: All items marked with a red asterisk are mandatory and must be completed in order to submit the form.
Item 5: Enter the Recipient Account Number, if available.
Item 6: For Report Type, select Annual.
Item 7: For Basis of Accounting, select Accrual.
Items 8-9: For the Project/Grant Period and subsequent items that require a date, select the appropriate date from the calendar picker.
Item 10: For the Transactions Cumulative section, enter amounts in the fields provided (as needed). Use a minus sign ("-") to indicate subtraction or negative numbers.
Note: Light gray boxes contain automatic calculations based on inputs in other rows. These grayed-out boxes are not editable; you must change the numbers in the related input row(s) to change the calculation. Refer to the row's description for an explanation of the inputs that are being calculated.
In the example below, the light gray box for line c displays the result of subtracting line b from line a.
Item 11: Enter indirect expenses, if applicable.
Item 12: To enter remarks directly in this field, type in the text box provided. To upload a file, click on Choose File to attach a file from your computer.
Electronic Signature
Item 13: To complete the electronic signature certification in your capacity as the Authorized Certifying Official, first read the certification statement.
The certification statement reads: "By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purpose and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statement, false claims or otherwise. (U.S. Code Title 18, Section 1001 and Title 31, Section 3729-3730 and 3801-3812)."
Item 13a: Enter your full name and title.
Item 13b: Read and complete the electronic signature certification.
The Signature of Authorized Representative reads: "I agree to submit this application by electronic means. By signing this application electronically, I certify under penalty of perjury that my answers are correct and complete to the best of my knowledge. I understand that an electronic signature has the same legal meaning and can be enforced in the same way as a written signature."
To complete the electronic signature:
Step 1: Check the box next to the statement, "By checking this box and typing my name below, I am electronically signing my application."
Step 2: Type your full legal name.
Items 13c-d: Enter your contact information.
Item 13e: Enter the date of signing using the calendar picker.
Saving Your Progress
Save Frequently: Click the Save button at the bottom left of the page throughout your session to preserve your progress. After saving, you can continue to fill out and edit fields, or exit the form and return to it later.
Error Alerts: A red error message will display at the top of the page if there are any data entry issues when you try to save.
Correct the Error: The item with the error will be outlined in red as shown below. To preserve your work, you must correct the error and select Save again.
Confirmation Message: If there are no data entry errors when you click Save, a green confirmation message will appear at the top left of the page.
Revisit and Edit as Needed: To learn more about using filters to find forms to view and edit, read Navigating the Financial Review Dashboard.
Submitting the Form
Submit: Click Submit at the bottom left of the page once you have completed the form, checked over your entries, and are ready to send the document to DoDEA Grant Staff for review.
Note: Clicking Submit will lock the form for further editing and send it to DoDEA Grants staff. You CANNOT retract or edit a form after it has been submitted. Forms are not submitted to DoDEA Grants staff for review until Submit has been clicked.
Timestamp: At the top of each form, a Timestamp table displays the document's version history. A new Timestamp row appears for each new status through which the form passes (i.e., submitted, rejected, resubmitted, etc.).
Note: If after reviewing the submitted form, DoDEA Grants staff reject it for any reason, comments explaining the rejection and changes needed for resubmission can be found in the Log Message box in this table.
Check Status: Use the Financial Review dashboard filters to search for a submitted form and check on its status, or to edit a draft of a form that is partially completed.
Note: To learn more about using filters to find forms by status, read Navigating the Financial Review Dashboard.