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How do I generate the Schedules 15 & 16?

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How are the Schedules 15 & 16 being prepared?

  • List grants for preparing Schedules 15 and 16 using the Grants tab in the Workbook for Schedules and Notes.xlsx. .
  • If you only have a few simple grants, consider preparing them manually.
  • Prepare in BIAS if you have multiple or complex grants.

Define the Grantors

Go to:  Reports > Annual Reports > Schedule 15-16 Grantors

  • This is a simple process to review the list of Grantor names and add new names if necessary.  If the grant originated from the Federal government, and you received it through another agency, you will need to have two separate grantors.
    • Example: If you received and spent CDBG money that originated from the Department of Housing and Urban development and came to you through the Washington State Department of Commerce you would add two grantors:
      1. US Dept. of Housing and Urban Development
      2. WA State Dept. of Commerce
  • Click Add New and then press F4 to insert a new line.  Add the Grantor's Name.

Define the Grants

Go to:  Reports > Annual Reports > Schedule 15-16 Grants

Most Federal Grants have a Catalog of Federal Domestic Assistance (CFDA) numbers and official program titles.  This information is required for grant reporting reporting.  Most grants will indicate the title and number on the award document.  If the title and number number can not be found on the grant documents, contact grantor, check sam.gov/SAM, contact local SAO Audit team,  or the SAO Help Desk.  (Log into your new SAO account.  Access the Help Desk under the menu tab of "Other Actions") Please see the Schedule 16 guidance under the reporting section of the BARS manual.

  1. This step pulls information together.  Define a Grant code (Sch 16 Code) which is then attached to the BARS lines.
  2. Grant Code:  This is an alphanumeric field.  Choose a code which is easy to understand.  Each grant must have a unique code.  A year and abbreviation combination is recommended.  Ex:  18CDBG
  3. Program Title:  Enter proper description.  2CFR 200.302 (b) (1) states that accounts must have the following identifiers:
    • CFDA Title and Number (Official title)
    • Federal Award ID Number (other ID)
    • Award Year (put in Program title) - This is the year your funds were awarded (granted) not when the money is received.  Your grant contract should tell you what year's funding it is.  A new program needs to be entered for each award year.
    • Federal Agency
    • Pass-through Agency
  4. Source:  Use dropdown to choose source of funds:  Federal, State, or Local.  State Grants will be shown on Schedule 15 and Federal Grants on Schedule 16.
  5. Direct/Indirect:  Use dropdown to indicate if the grant is Direct - from the original agency or Indirect - Originating from one agency but distributed by another.
  6. CFDA:  Enter the number in the format:  ##,###.
  7. Other ID#:  Alphanumeric entry.  (This is the Grant # from the Grant Agreement)
  8. BARS Account:  Enter the first seven digits of the revenue account used to receive monies from the granting agency.  These are defined in the BARS manual under 330's section.  The State uses 334's to identify the State Granting Agency.  State Grants are validated when uploaded to the SAO website using the revenue account. NOTE: these schedules are not prepared based on revenues.  You will also need to link your expenditure codes or do manual entries to the schedules.
  9. Active:  Defaults to a checked box to indicate"Yes".  Old inactive grants can be unchecked for "No" to put them at the bottom of the list.
  10. Grantor (Bottom of the Screen):  F5 or Double-Click to choose the Grantor Name from the list created earlier.
  11. Note:  Required for Federal Grants only.  Enter the note numbers from the Schedule 16 Footnotes documents that apply to this grant.  If multiple notes apply, separate the numbers by commas without spaces like this:  "1,2".

Every Federal Grant should reference note 1 (Basis of Accounting) and note x (Indirect Costs).  If your grant has more costs than are reported on the Schedule 16 (because only the Federal portion of expenditures are reported), you will need to include the Program Costs Note.  See the BARS manual for more information of when specific notes must bee reported. 

  • In-Kind Expenses (also called Match):   You have the option to enter In-Kind expenses associated with the grant (this is unusual).  Keep in mind that you are ONLY allowed to report in kind expenses on the Schedule 16 if required by your grantor.  Be sure to read your grant agreements.  Expenses from program income can also be reported in this line, (unless you actually have in-kind expenses, then they must be reported in their own line).
Test Data

Attach Grant Code to Expense Accounts

These codes are used to pull expenditures onto your Schedules 15 and 16.

Go to: Transactions > Chart of Accounts

  1. Click Line View, locate the appropriate expense account.
  2. If the Grants column in not visible, click Columns on the header bar, then click Edit and check Schedule 16 code.
  3. Click Edit.
  4. Enter the grant code in the Grant field, or Double-Click to pick from the list of grants that were setup in the previous step.

When an expense account is tagged with a Grant code, the entire YTD amount in that account will be reported under the selected grant.  Only tag expenses for one specific grant.  If grant expenses were not kept segregated, follow the next step to manually enter grant expense amounts.  When in doubt, report all expenses as Federal.

And/Or Manually Add Grant Expense Amounts

Only Federal portions (not In-Kind/Match) should be on the Schedule 16.

Go to:  Reports > Annual Reports > Schedule 15-16 Grants

  1. Select the Grant
  2. Click Manual Entries tab.
  3. Click Add New
  4. Enter a Date within the reporting year  Example:  "12/31/2019" for FY 2019
  5. Leave Vendor blank and fill in total annual Amount.

Schedule 15 & 16 will be generated with dollars from tagged expense accounts and manually entered In-Kind amounts.  Make sure to run Schedule 15 & 16 reports and tie out the numbers.

Schedule 15 Errors -  The most common error is Unidentified Grantor.  This is usually an incorrect BARS code.  When entering the BARS code;  enter 334 then press F5 on your keyboard.  This will show a list of correct agencies.

Open the Schedules _15_16_Setup.pdf in the BIAS Files for more help.  You can also use Job Cost or Grant Management in BIAS to identify/report grant expenditures.  If you wish to do that and need assistance then contact BIAS.

Generate Schedules 15 & 16

Go to:  Reports > Annual Reports >Schedule 15-16

  1. Click the Excel button
  • Separate files will be generated for the Schedule 15 (State) and Schedule 16 (Federal)
  • Save the files in your Preparer Files folder

  • Report expenditures of grants only, do not include expenditures that exceeded grant.
  • Review grant revenues for missing grant expenditures.
  • If you have a mixed federal/state grant & don't know the percentage then report it all as a federal grant.
  • All federal grants must have a CFDA #, to find it:
    • Check your granting documents
    • Contract grantor
    • Use the Assistance Listing found on sam.gov/SAM
    • Contact local audit team
    • Contact SAO HelpDesk  Log into your SAO account and access the Help Desk under the menu tab of "Other Actions"
  • Schedule a Single Audit if Schedule 16 exceeds $750,000.

Upload now and resolve any flagged issues.

  • Copy the Sch15.xlsx and/or Schedule_16.xlsx from SAO Files to Preparer Files folder.
  • Add your grant expenditures to these files.
  • Report expenditures of grants only, do not include expenditures that exceeded grant.
  • Review grant revenues for missing grant expenditures.
  • If you have a mixed federal/state grant & don't know the percentage then report it all as a federal grant.
  • All federal grants must have a CFDA #, to find it:
  • Check your granting documents
  • Contract grantor
  • Use the Assistance Listing found on sam.gov/SAM
  • Contact local audit team
  • Contact SAO HelpDesk  Log into your SAO account and access the Help Desk under the menu tab of "Other Actions"
  • Schedule a Single Audit if Schedule 16 exceeds $750,000.

Upload now and resolve any flagged issues.

Congratulations, you are done!
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