U.S. Department of the Treasury, Emergency Rental Assistance: "User Guide – Treasury’s Portal for Recipient Reporting, Emergency Rental Assistance Programs"
Summary
Treasury's Emergency Rental Assistance Program User Guide for Treasury's Portal for Recipient Reporting, Version 3.5 dated December 8, 2022, with a revision history that begins with V1.0 on July 23, 2021. It explains how ERA1 and ERA2 recipients submit required Quarterly Reports through the portal and is a supplement to the ERA Reporting Guidance. Recipients must designate an Account Administrator, a Point of Contact for Reporting and an Authorized Representative for Reporting, and only staff designated as Authorized Representative or Account Administrator can certify and submit reports. Sections cover each portal tab, and Appendix D explains how to report a contractor whose obligations rise from less than $30,000 to $30,000 or more.
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Cite this document
“U.S. Department of the Treasury, Emergency Rental Assistance: ‘User Guide – Treasury’s Portal for Recipient Reporting, Emergency Rental Assistance Programs.’”
Original at home.treasury.gov. Archived at Pandemic Darlings, https://pandemicdarlings.com/source-documents/u-s-department-of-the-treasury-emergency-rental-assistance-user-guide-95d5b16506/
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Revision History
Version Date Updates
Treasury’s Emergency Rental Assistance Program December 08, 2022
User Guide - Treasury’s Portal for Recipient Reporting
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Version 3.5
V1.0 07/23/2021 Original
V1.1 07/30/2021 Updated with Q2 partial reporting instructions
V2.0 09/24/2021 • Removed Q2 Partial Report language
• Updated with screenshots of current portal
• Clarified requirements for Tribe, TDHE, and DHHL
recipients
• Matched section titles to portal
• Clarified POC language
V2.1 09/29/2021 • Updated Appendix A to clarify that the Participant
Household Payment Data File is a required
component of each Quarterly Report for State, Local
and Territorial ERA1 and ERA2 Recipients.
V2.2 09/30/2021 • Updated language in Section II part B to clarify Bulk
Upload Error messaging
V3.0 01/26/2022 • Updated all sections with additional guidance, new
portal screens and system functionality
V3.1 01/28/2022 • Updated Appendix A with updated template names,
language edits and functionality clarification.
V3.2 03/29/2022 • Updated Section II (Navigation and Profile), Section
VI (Recipient Subawards, Contracts, and Direct
Payments tab), and Section VII (Expenditures Tab)
with details on new portal functionalities
• Added updated screenshots depicting current
version of portal
• Revised Appendix A to align new bulk upload
templates, including details on changes in
subsection B
• Added Appendix B and Appendix C to include
additional content surrounding expenditure bulk
uploads
V3.3 06/22/2022 • Updated names for bulk upload files to match/ be
similar to the onscreen names
• Updated Section I with additional information on
Compliance Portal Login and added screenshots
depicting authorization for certification and
submissions based on user roles
• Updated Section V to instruct users on editing
functionality for updating/correcting
subrecipient/contractor/beneficiary records
• Updated Section VI to instruct users on editing
functionality for updating/correcting
subaward/contract/direct payment records
• Updated Section VII to clarify editing functionality for
updating/correcting expenditure records
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• Updated Section X with additional information on
final certification process
• Added Appendix D to include additional content for
reporting succeeding subawards/contracts to a
single entity when the initial amount is less than
$30,000 and succeeding obligations increases the
value to $30,000 or more
V3.4 07/08/2022 • Updated Section I with additional information on how
to request an extension for your quarterly report
V3.4 12/08/2022 • Updated Appendix A with additional fields and help
text for sections H, I, J, K, L, and M
• Added section XI
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Table of Contents
Section I. Quarterly Reporting Basics ............................................................................ 8
Section II. Navigation and Logistics .............................................................................. 11
Section III. Recipient Profile Tab.................................................................................... 23
Section IV. Project Overview Tab ................................................................................... 27
Section V. Subrecipients, Contractors, and Beneficiaries Tab ....................................... 31
Section VI. Recipient Subawards, Contracts and Direct Payments Tab ......................... 36
Section VII. Expenditures Tab ......................................................................................... 40
Section VIII. Project Data and Participant Demographics Tab .......................................... 47
Section IX. Performance and Financial Reporting Tab ................................................... 54
Section X. Report Certification and Submission Tab ..................................................... 59
Section XI. Editing and Revising Your Data ................................................................... 61
Appendix A – Bulk File Upload Overview ............................................................................ 64
Appendix B – Total Quarterly Obligations and Expenditures Associated with
the ERA Recipient’s Subawards, Contracts and Direct Payments Valued at
Less than $30,000 .............................................................................................................. 92
Appendix C – Recipient Obligations and Expenditures (Payments) to Individuals
(Beneficiaries) .................................................................................................................... 93
Appendix D – Treatment of Contractors with Initial Obligations Less than $30,000 in
One Reporting Period that Increases to $30,000+ in a Subsequent Reporting Period......... 94
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List of Figures
Figure 1 – Report Certification and Submission (AA/ARR) .................................................. 10
Figure 2 – Report Certification and Submission (POC) ....................................................... 10
Figure 3 – Login Page ......................................................................................................... 11
Figure 4 – Landing Page ..................................................................................................... 12
Figure 5 – Quarterly Report Selection ................................................................................. 12
Figure 6 – Navigation Bar ................................................................................................... 13
Figure 7 – Project Information navigation pane ................................................................... 14
Figure 8 – Sample Bulk Upload Icon with Template Download Link .................................... 16
Figure 9 – Demographics Bulk Upload ................................................................................ 16
Figure 10 – Example Bulk Upload Errors ............................................................................ 17
Figure 11 – Manual Entry Error Example ............................................................................ 17
Figure 12 – Clickable Icons Legend .................................................................................... 18
Figure 13 – Manual Entry Text Box ..................................................................................... 18
Figure 14 – Green Saving Bar............................................................................................. 18
Figure 15 – File Upload Functionality .................................................................................. 19
Figure 16 – Deleting Uploaded Files ................................................................................... 19
Figure 17 – Image of submitted report ................................................................................ 20
Figure 18 – Image of submitted report ................................................................................ 20
Figure 19 – Image of submitted report ................................................................................ 20
Figure 20 – Reporting Guidance Tab .................................................................................. 21
Figure 21 – Bulk Upload Templates and Instructions .......................................................... 21
Figure 22 – UEI Information on Recipient Profile tab ........................................................... 22
Figure 23 – UEI Information on Subawards, Contracts and Direct Payments tab ................ 22
Figure 24 – Recipient Profile tab ......................................................................................... 23
Figure 25 – Recipient Information ....................................................................................... 24
Figure 26 – Recipient Profile Discrepancies Entry............................................................... 24
Figure 27 – SAM.Gov Registration Status ........................................................................... 24
Figure 28 – Currently Registered in SAM.Gov .................................................................... 25
Figure 29 – Not Currently Registered in SAM.gov ............................................................... 25
Figure 30 – Total Compensation Questions ........................................................................ 25
Figure 31 – Total Compensation Publicly Listed.................................................................. 25
Figure 32 – Total Compensation Not Publicly Listed ........................................................... 26
Figure 33 – Point of Contact List ......................................................................................... 26
Figure 34 – Project Overview tab ........................................................................................ 27
Figure 35 – Project List ....................................................................................................... 27
Figure 36 – ERA Recipient Information ............................................................................... 28
Figure 37 – Geographic Service Area List ........................................................................... 28
Figure 38 – Geographic Service Area, Targeted Communities............................................ 28
Figure 39 – Project Description ........................................................................................... 29
Figure 40 – System for Prioritizing Assistance .................................................................... 29
Figure 41 – Use of Fact-Based Proxies (1) ......................................................................... 29
Figure 42 – Use of Fact-Based Proxies (2) ......................................................................... 30
Figure 43 – Subrecipients, Contractors, and Beneficiaries tab ............................................ 31
Figure 44 – Subrecipient Links (Create, Upload, and Download Template)......................... 31
Figure 45 – Manually Create a Subrecipient, Contractor or Beneficiary Record .................. 32
Figure 46 – My Subrecipients, Contractors and Beneficiaries ............................................. 33
Figure 47 – View of Subrecipient/Contractor/Beneficiary Record ........................................ 34
Figure 48 – Recipient Subawards, Contracts and Direct Payments..................................... 36
Figure 49 – Subaward Links (Create, Upload, and Download Template) ............................ 36
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Figure 50 – Subaward Reporting Submodule ...................................................................... 37
Figure 51 – Subaward Reporting Submodule ...................................................................... 37
Figure 52 – My Subawards, Contracts, Direct Payments Section ........................................ 38
Figure 53 – View of Subaward/Contractor/Direct Payment Record ..................................... 39
Figure 54 – Expenditures Tab ............................................................................................. 40
Figure 55 – Expenditure Bulk Upload Icons ........................................................................ 40
Figure 56 – Data Entry for Expenditures > $30,000............................................................. 41
Figure 57 – Cumulative Expenditures Amount .................................................................... 41
Figure 58 – Data Entry for Expenditures < $30,000............................................................. 42
Figure 59 – Cumulative Obligations and Expenditures ........................................................ 43
Figure 60 – Data Entry for Payments to Individuals ............................................................. 44
Figure 61 – Cumulative Obligations and Expenditures ........................................................ 44
Figure 62 – Expenditure Search .......................................................................................... 45
Figure 63 – All Expenditure Edit Screens ............................................................................ 46
Figure 64 – Demographics tab ............................................................................................ 47
Figure 65 – Demographics Bulk Upload .............................................................................. 47
Figure 66 – Reporting on ERA Applicants ........................................................................... 48
Figure 67 – Reporting on ERA Applicants ........................................................................... 49
Figure 68 – Save Demographic Information ........................................................................ 49
Figure 69 – Reporting on ERA Applicants ........................................................................... 50
Figure 70 – Reporting on ERA Assistance Provided ........................................................... 51
Figure 71 – Reporting on households served based on income eligibility (1) ...................... 52
Figure 72 – Reporting on households served based on income eligibility (2) ...................... 52
Figure 73 – Reporting on award activity approved, and amount paid .................................. 53
Figure 74 – Performance & Financial Report tab................................................................. 54
Figure 75 – Performance Narrative ..................................................................................... 55
Figure 76 – Effective Practices Narrative Entry ................................................................... 56
Figure 77 – Federal Financial Reporting ............................................................................. 57
Figure 78 – Participant Household Payment Data ............................................................... 58
Figure 79 – Recipient Comments ........................................................................................ 58
Figure 80 – Form Submission Certification.......................................................................... 59
Figure 81 – Form Submission Approval Screen & Successful Submission.......................... 59
Figure 82 – Submission Error Message & Errors to Address............................................... 60
Figure 83 – Example Bulk Upload Template ....................................................................... 65
Figure 84 – Bulk Upload Pop-Up Message ......................................................................... 66
Figure 85 – Upload Files Message ...................................................................................... 66
Figure 86 – File added to Bulk Upload portal ...................................................................... 66
Figure 87 – Listing of Bulk Upload Errors ............................................................................ 67
Figure 88 – Bulk Upload Creation ....................................................................................... 67
Figure 89 – Select All Button ............................................................................................... 68
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List of Tables
Table 1 – Required Data Elements for the Subrecipients, Contractors, and Beneficiaries
Profile ................................................................................................................................. 69
Table 2 – Required Data Elements for Subawards, Contracts and Direct Payments
Reporting ............................................................................................................................ 74
Table 3 – Required Data Elements for Expenditures associated with the ERA Recipient’s
Subawards, Contracts and Direct Payments valued at $30,000 or More ............................. 78
Table 4 – Required Data Elements for Total of all obligations and total of all expenditures
associated with the ERA Recipient’s Subawards, Contracts and Direct Payments
valued at Less than $30,000 ............................................................................................... 80
Table 5 – Required Data Elements for Recipient Obligations and Expenditures
(Payments) to Individuals (Beneficiaries) ............................................................................ 81
Table 6 – Required Data Elements for Project Data and Participant Demographics ............ 83
Table 7 – Required Data Elements for Participant Household Payment Data File ............... 90
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Section I. Quarterly Reporting Basics
a) Overview
This document provides information on using Treasury’s portal to submit required Quarterly
Reports under the Emergency Rental Assistance (ERA1 and ERA2) program It is a
supplement to the ERA Reporting Guidance which contains all relevant information and
detailed guidance on reporting requirements.
In addition, the guidance presented in this document is relevant for ERA1 grantees in
submitting the required ERA1 Final Reports. Please see the ERA Reporting Guidance
Addendum for ERA1 Final Report for details on requirements of the ERA1 Final Reports.
Please also see Treasury’s ERA webpage for the latest guidance and updates on other
programmatic and reporting topics.
Each ERA Recipient is required to submit Quarterly Reports with current performance and
financial information on each of their ERA Project(s). The Quarterly Reports must include
background information about the ERA Project that is the subject of the report, participant
(household, beneficiary) data, details on financial obligations and expenditures, and other
information.
b) What is Covered in this User Guide?
This User Guide contains detailed instructions for ERA Recipients in using Treasury’s portal
for submitting the required ERA Quarterly Reports. All Recipients must submit the required
reports via Treasury’s portal.
Section I. Quarterly Reporting Basics
Section II. Navigation and Logistics
Section III. Recipient Profile
Section IV. Project Overview
Section V. Subrecipients, Contractors, and Beneficiaries
Section VI. Recipient Subaward, Contracts and Direct Payments
Section VII. Expenditures
Section VIII. Project Data and Participant Demographic
Section IX. Performance and Financial Reporting
Section X. Report Certification and Submission
Appendix A – Bulk File Upload Overview
Appendix B – Total Quarterly Obligations and Expenditures Associated with the ERA
Recipient’s Subawards, Contracts and Direct Payments Valued at Less than $30,000
Appendix C – Recipient Obligations and Expenditures (Payments) to Individuals
(Beneficiaries)
Appendix D – Treatment of Contractors with Initial Obligations Less than $30,000 in One
Reporting Period that Increases to $30,000+ in a Subsequent Reporting Period
c) Designate Staff for Key Roles in Managing ERA1 and ERA2 Reports
ERA Recipients must designate staff or officials for the following three roles in managing
reports for each of their ERA1 or ERA2 awards. Recipients must make the required
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designations on Treasury’s portal prior to accessing their quarterly reports. The required roles
are as follows:
• ERA Reporting Account Administrator (AA) for the ERA1 or ERA2 award has the
administrative role of maintaining the names and contact information of the designated
individuals for ERA reporting. The Account Administrator is also responsible for
working within your organization to determine its designees for the roles of Point of
Contact for Reporting and Authorized Representative for Reporting and providing their
names and contact information via Treasury’s portal. Finally, the Account Administrator
is responsible for making any changes or updates as needed over the award period.
We recommend that the Account Administrator identify an individual to serve in his/her
place in the event of staff changes.
• ERA Point of Contact (POC) for Reporting is the primary contact for receiving official
Treasury notifications about ERA1 and ERA2 reporting including alerts about
upcoming reporting, requirements, and deadlines. The Point of Contact for Reporting
is responsible for completing the ERA1 or ERA2 reports.
• ERA Authorized Representative for Reporting (ARR) is responsible for certifying
and submitting official reports on behalf of the ERA1 or ERA2 Recipient. Treasury will
accept reports or other official communications only when submitted by the Authorized
Representative for Reporting. In addition, the Authorized Representative for Reporting
is also responsible for communications with Treasury on such matters as extension
requests and amendments of previously submitted reports. The official reports may
include special reports, monthly reports, Quarterly Reports, interim reports, and final
reports.
An individual may be designated for multiple roles. For example, the individual designated as
the ERA 1 Point of Contact for Reporting may also be designated as the ERA1 Authorized
Representative for Reporting. Keep in mind that Recipients with an ERA1 and ERA2 awards
must make role designations for both awards as specific designations are applicable only to
the associated program. In addition, the Recipient may designate the same individual for all
three roles across both programs.
Each designated individual must register with ID.me or Login.gov for gaining access to
Treasury’s portal. You will find instructions to register at the links below:
ID.me Guidance (Used by Recipient staff to apply for recovery act awards/assistance as well
as to complete compliance reporting)
Login.gov Guidance (Used by Recipient staff to complete compliance reporting)
The designated individuals’ names and contact information will be pre-populated in the
“Recipient Profile” portion of the Recipient’s ERA1 or ERA2 Quarterly Reports. Recipients can
update the designations and related information at any time. Please see the Hints and Tips
for Designating Points of Contact for ERA1 and ERA2 Reporting for further details.
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Only staff designated as an ERA Authorized Representative for Reporting or ERA Account
Administrator can certify and submit ERA Quarterly or Final Reports (see Figure 1).
Figure 1 – Report Certification and Submission (AA/ARR)
Staff assigned to the ERA Point of Contact user role are not authorized to certify and submit
ERA Quarterly or Final Reports. The ERA Point of Contact can only enter data and validate
the data to check for submission errors in the portal (see Figure 2).
Figure 2 – Report Certification and Submission (POC)
d) Questions?
If you have any questions about accessing or using Treasury’s portal or about the reporting
requirements, please contact us by email via EmergencyRentalAssistance@treasury.gov.
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Section II. Navigation and Logistics
Key terms appear in bold and are explained in the Data Dictionary posted on the Treasury’s
ERA webpage.
Log in to Treasury’s Portal via login.gov (see Figure 3).
Figure 3 – Login Page
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Upon logging in, navigate to the Introduction tab (see Figure 4).
Figure 4 – Landing Page
Click on the Go to Your Reports button (see Figure 4) to launch the required reports. Refer to
the ERA Reporting Guidance for details about the required reports.
Figure 5 – Quarterly Report Selection
Each listed Quarterly Report links to the required online forms for the specific report. See
Figure 5 above for an example Quarterly Report Selection screen.
To begin completing a specific report, click on the blue pencil icon under the “Provide
Information” column to access the given report.
Note: Users must submit ERA1 and ERA2 data separately. Always be
aware of a given report’s association with the ERA1 or ERA2 award.
The Quarterly Report Selection page lists the reports that currently require completion.
Treasury’s portal landing page lists the reports by ERA1 and ERA2 Federal Award
Identification number (FAIN). Reports in “Draft” status are available for data entry.
To navigate to a specific report, click the icon under Provide Information (see Figure 5) to enter
data for the current report for the specific ERA Award. This action will advance you to the
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Reporting Guidance tab. The Reporting Guidance and Bulk Upload Templates and
Instructions tabs are informational tabs. Your reporting begins with the Recipient Profile tab.
The Navigation Bar (see Figure 6) which appears on the left side of Treasury’s portal screens
allows you to navigate between each tab.
Figure 6 – Navigation Bar
On the right side of the screen, you will see another navigation pane that details information
about your ERA project (see Figure 7). Before a quarterly reporting deadline, you can modify
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submitted reports by clicking the “unsubmit” button to put your submission back into draft
status. Only an ERA ARR or ERA AA can “unsubmit” reports.
Figure 7 – Project Information navigation pane
a) Submitting Data to the Treasury Portal
Treasury’s portal leads you through a series of online forms that, when completed, will fulfill
your Quarterly Reporting obligations. Users have the option of either manually entering data
directly into the portal or providing information via a bulk upload file that includes all relevant
information in a Treasury approved process and format.
We encourage users with large amounts of data to use the bulk upload procedures. This
approach reduces administrative burden and minimizes data entry errors. The manual data
entry option is available to all users but may be more feasible for smaller programs with fewer
data burdens.
Bulk Upload Function
Recipients can use the associated bulk upload template for providing required information
for the modules listed here:
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• Subrecipients, Contractors and Beneficiaries Tab
o Template #1 – Subrecipient, Contractor, Beneficiary Profile Template
(FileName:
Template_1_Subrecipient_Contractor_Beneficiary_Profile_Template_3_31_20
22.xls)
• Recipient Subawards, Contracts and Direct Payments Tab
o Template #2 – Subaward, Contract, Direct Payment Record Template
(FileName:
Template_2_Subaward_Contract_Direct_Payment_Record_Template_3_31_2
022.xls)
• Expenditures Tab
o Template #3 – Reporting Expenditures associated with all Subawards,
Contracts and Direct Payments valued at $30,000 or more Template (FileName:
Tplt_3_Rep_Exp_assc_w_all_Subaw_Contr_and_Dct_Pmts_val_30k_or_mor
e_Tplt_3_31_22.xls)
o Template #4 – Reporting Expenditures associated with all Subawards,
Contracts and Direct Payments valued at less than $30,000 Template
(FileName:
Tem4_Rep_Obl_and_Exp_assc_all_Suba_Contr_and_Dir_Pmts_val_less_30k
Tem_3_31_2022.xls)
o Template #5 – Reporting Recipient Obligation and Expenditures to Individuals
Template (FileName:
Template_5_Rep_Recipient_Oblig_and_Expen_to_Individuals_Template_3_3
1_2022)
• Project Data and Participant Demographics Tab
o Template #6 – Participant Demographics Template (FileName:
Template_6_Participant_Demographics_Template_3_31_2022.xls)
• Performance and Financial Reporting Tab
o Template #7 – Participant Household Payment Data File Template (FileName:
Template_7_Participant_Household_Payment_Data_File_Template_3_31_20
22.xls)
Note, templates are updated from time to time, so recipients need to make sure to use the
most recent version.
When using the bulk upload function, Recipients must provide the required information in
specified formats and use Treasury approved templates for each respective bulk file
upload.
Recipients that choose to use the bulk upload functionality should download the current
version of each bulk file upload template within the relevant Quarterly or Final Report. The
current versions are available for download from the “Bulk Upload Templates and
Instructions” tab.
Note that all State, Local and Territorial ERA1 and ERA2 Recipients are required to provide
a Participant Household Payment Data File as part of each Quarterly Report. All other bulk
upload files have manual entry options, while the Participant Household Payment Data
File must use the bulk file upload capability.
Please see Appendix A – Bulk Upload Overview for complete guidance on using this
important function.
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Modules and submodules accepting bulk upload files are clearly marked in Treasury’s
portal and identified in later sections of this guide. The template for each upload file is also
available in the relevant tab for download (see Figure 8).
Figure 8 – Sample Bulk Upload Icon with Template Download Link
All bulk file templates download in the .xls format, but these files must be converted to .csv
format to properly upload. When you click the upload button you will be directed to a pop-
up screen (see Figure 9) including basic instructions on uploading your file. You can either
choose to add files or drag and drop files to initiate the bulk upload.
Figure 9 – Demographics Bulk Upload
Treasury’s ERA portal will reject a Bulk Upload File if it contains incorrect data (e.g., data
not matching a picklist requirement) or if the file is not in “.csv” format. The portal will
display an error message on screen if the bulk file upload data contains errors. If your
submission receives a(n) error message(s), you are required to reconcile the errors in the
bulk upload file and re-submit the corrected version to the portal. You will need to “Validate”
(step 4) each time you make new corrections until no errors remain in the Bulk Upload
File. Then you will click “Import” to finalize.
There are three common Bulk File Upload errors as described below (see Figure 10):
• Blank Data: Blank Data: When a required field is left blank within your bulk upload
file, the specific bulk upload file row and cell number will be displayed on the
screen. In the example below, the user made an error pertaining to the “Completion
Status” and the error is located in Column FF, Row 89.
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• Invalid Data: Invalid data includes any type of data (numeric or text) that does not
meet the requirements set forth in the Help Text within each bulk upload file
template. In the example below, the user made an error pertaining to the “Adopted
Budget” and the error is located in Column G, Row 9.
• Duplicate Data: Duplicate data includes any type of data (numeric or text) that is
repeated in the same column when the Help Text within a bulk upload file template
requires a unique entry. For example, unique numbers should be provided for the
project identification number. In the example below, the user made an error
pertaining to the “Completion Status” and the error is in Column E, Row 8.
Figure 10 – Example Bulk Upload Errors
Manual Data Entry
Manual data entry requires you to key in information as instructed on the screen. Manual
inputs are described in detail below for each section of this guide.
Note: * indicates a required field. You must enter information
into the field before you can save or proceed to the next screen.
Your inputs will be subject to validation by Treasury’s portal to ascertain that the data
provided is consistent with expected format or description (e.g., entering “one hundred”
instead of 100). If a given data entry fails a validation rule, the portal will display an error
message for you to address (see Figure 11).
Figure 11 – Manual Entry Error Example
After Treasury’s portal validates the data that has been manually entered for a given tab,
you may continue to the next tab. The portal provides the error notifications for those
elements that fail the validation rules (For Example: Leaving a required field as blank).
Also, the portal will alert you when you manually enter a data value that does not satisfy
the validation rules (For Example: Trying to enter a currency value beyond a specific
range).
Clickable Icons
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Some data entry areas will have an icon (see Figure 12) that will allow you to Provide
Information (enter data), View information (previous data entries), or Download information
(previous data entries).
Figure 12 – Clickable Icons Legend
Narrative Boxes
When providing narratives, you are encouraged to type the responses using a word
processing system (such as Microsoft Word) to minimize grammatical errors, track word
count, and concisely answer all required narrative details. You can copy and paste the
final narratives directly into the text boxes in Treasury’s portal.
The text boxes (see Figure 13) can be expanded by clicking and dragging the icon in the
bottom-right corner.
Figure 13 – Manual Entry Text Box
Saving Data
Within each tab of Treasury’s portal, you will see a next button and a save button at the
bottom of the screen. The “Next” button will advance you to the following module and
automatically save all information entered on that screen when clicked. Clicking the “Save”
button will allow you save current progress without advancing to the next module. You can
use the “Save” button when you plan to exit the portal and come back to your report at any
time for completion. You will see a green notification across the top of the screen when your
report is successfully saved (see Figure 14).
Figure 14 – Green Saving Bar
Uploading and Deleting Word, Excel, and PDF Documents
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After you have uploaded a Word document or PDF file to the portal, you will see the file
Title and Upload Date populate within the relevant section. To view your uploaded file,
click the “View Uploaded File” button (see Figure 15). You may upload multiple files in
each section.
Figure 15 – File Upload Functionality
If you must delete a previously uploaded file for any reason, click the check box next to
the Title of your file. A red button that says “Delete Files” will appear above your uploaded
file (see Figure 16). Click this button to delete the selected file.
Figure 16 – Deleting Uploaded Files
This functionality applies to the upload file segments found on the “Projects” and
“Performance & Financial Reports” tabs.
b) Report Processing Information
The following section describes helpful practices for submitting a report, editing a report prior
to submission, and editing a report after submission.
Printing or downloading a copy of the report
When you finish uploading your report, you will be able to download or print a copy of the
Quarterly Report for your records (see Figure 17). The icon that appears under the
“Download” heading will be available on the ERA Compliance Reports page once your
report is complete.
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Figure 17 – Image of submitted report
Editing a report prior to the submission due date
You will be able to log back into Treasury’s portal and complete your partial reports. You
are also able to edit your submitted Quarterly Report any time before the submission due
date for the current quarter. At any time before the due date, you can “unsubmit” your
report to revise data as needed and then certify and resubmit your quarterly report.
Any other party (AA, ARR or POC) in your organization can enter the data for the report.
However, only the AA or ARR can certify and submit/unsubmit/resubmit your reports.
Figure 18 – Image of submitted report
Image of submitted report
Figure 19 – Image of submitted report
Requesting an extension to a report prior to the submission due date
Recipients are now able to request a one-time 30-day extension for Quarterly Report
submission using the button under “Extend Deadline” (See Figure 18). Extension requests
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can only be made prior to the submission deadline. Recipients must provide a “Reason for
Extension” (See Figure 19). Once requested, you will be able to see your extension
request status under “Extension Status” (See Figure 18). Upon approved, you will see the
revised due date in “Deadline” (See Figure 18)
Only the AA or ARR can request to extend your submission deadline.
c) Informational Tabs
The portal has two information tabs – Reporting Guidance (see Figure 20) and Bulk Upload
Templates and Instructions (see Figure 21) for your convenience. These tabs include links to
the ERA Reporting Guidance, User Guide, bulk upload templates, and other information to
help you complete your Reports.
The bulk upload templates are updated periodically. The latest revision date is listed next to
the template name as shown below. Additionally, please verify that the revision date on the
upper left corner (Cell A1) on each downloaded template matches the date listed for the file in
the Bulk Upload tab. Please ensure that you are always using the latest version of each
template prior to starting your quarterly report submissions.
Figure 20 – Reporting Guidance Tab
Figure 21 – Bulk Upload Templates and Instructions
d) Unique Entity Identifier (UEI)
On April 4, 2022, the federal government stopped using the DUNS number to uniquely identify
entities. Entities doing business with the federal government are now required to use a Unique
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Entity Identifier (SAM) created in SAM.gov. They will no longer have to go to a third-party
(Duns and Bradstreet) website to obtain their identifier. This transition allows the government
to streamline the entity identification and validation process, making it easier and less
burdensome for entities to do business with the federal government.
How to find UEI in Salesforce
If your entity is registered in SAM.gov, Treasury will retrieve your UEI from your existing
SAM.gov profile. Your Recipient profile will be automatically updated with your UEI. The
same actions will be performed for any of your subrecipient or contractor entities that
maintain an active SAM.gov registration. Below, you will see a sample of where your UEI
will display on the Recipient Profile (see Figure 22) as well as the Subawards, Contracts
and Direct Payments (see Figure 23) tabs.
Figure 22 – UEI Information on Recipient Profile tab
Figure 23 – UEI Information on Subawards, Contracts and Direct Payments tab
How to find UEI on SAM.gov
If your entity is registered in SAM.gov, your Unique Entity ID (SAM) has already been
assigned and is viewable in SAM.gov. This includes inactive registrations. The Unique
Entity ID is currently displayed below the DUNS Number on your entity registration record.
Remember, you must be signed in to your SAM.gov account to view entity records. To
learn how to view your Unique Entity ID (SAM) go to this help article.
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Section III. Recipient Profile Tab
In this tab, you will review and confirm information about your organization, its SAM.gov
registration status, and its executive compensation data (see Figure 24). Refer to the ERA
Reporting Guidance for additional details about the tab.
This module includes two segments: a) Recipient Profile and b) SAM.gov Registration and
Executive Compensation.
Figure 24 – Recipient Profile tab
a) Recipient Profile
Recipient Profile information will be pre-populated with information from the
Recipient’s ERA application and other sources (see Figure 25).
The screen will also display the names and contact information for individuals
the Recipient has designated for key roles for ERA program reporting.
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Figure 25 – Recipient Information
Use the textbox (see Figure 26) to flag errors, notifying Treasury if any
information is incorrect.
Figure 26 – Recipient Profile Discrepancies Entry
b) SAM.gov Registration and Executive Compensation
Use the dropdown (see Figure 27) to confirm your entity’s SAM.gov status and
Executive Compensation reporting eligibility questions.
Note: This information is required for Treasury to complete the
FSRS.gov reporting on your behalf.
Figure 27 – SAM.Gov Registration Status
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If the ERA Recipient is registered in SAM.gov, select “Yes” from the picklist
(see Figure 28) and move on to Step 7 below.
Figure 28 – Currently Registered in SAM.Gov
If the ERA Recipient is not registered in SAM.gov, select “No” from the picklist.
Two additional questions will populate the space below (see Figure 29).
Figure 29 – Not Currently Registered in SAM.gov
Note: For SAM.gov registration assistance, please contact the
Federal Service Desk at www.fsd.gov or 1-866-606-8220.
If the ERA Recipient received 80% or more of its annual gross revenue from
federal funds in the preceding fiscal year AND the ERA Recipient received $25
million or more of its annual gross revenue from federal funds, an additional
question will appear (see Figure 30).
Figure 30 – Total Compensation Questions
Select “Yes” if the total compensation for the ERA Recipient organization’s five
highest paid officers is publicly listed or otherwise listed in SAM.gov (see Figure
31) and move on to Step 7 below.
Figure 31 – Total Compensation Publicly Listed
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Select “No” if the total compensation for the ERA Recipient organization’s five
highest paid officers is not publicly listed or otherwise listed in SAM.gov. Enter
the name(s) of the officer(s) in the chart that will appear (see Figure 32), and
the total compensation received by each. If fewer than five (5) officers exist,
enter “N/A” and $0 in the empty field(s).
Figure 32 – Total Compensation Not Publicly Listed
Figure 33 – Point of Contact List
Figure 33 illustrates the table that will list the current members of your
organization that are the designated staff for key roles in managing ERA1 and
ERA2 Reports. Please review the list for accuracy. You can update this
information at this time by clicking the blue “here” icon above the table. This
will open up a new tab where you are able to modify/update your
organizations staff and role designations. Please see the Hints and Tips for
Designating Points of Contact for ERA1 and ERA2 Reporting for further
details.
Click the Save button to record progress.
Click the Next button to advance to the Project Overview module.
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Section IV. Project Overview Tab
In this tab, you will provide a narrative overview of the ERA1 or ERA2 Project that is the subject
of the report. Refer to Project Overview Tab in the ERA Reporting Guidance for additional
information on this section.
The ERA Recipient is required to enter the Name of the ERA Project, Recipient Project ID (an
identification number to be created by the ERA Recipient), and a narrative description of the
ERA project. The mandatory information includes data points required for reporting on
FSRS.gov. You will provide additional information about the subject ERA Project including
information on the project’s goals and accomplishments (see Figure 34).
This Quarterly Report module includes five segments: a) My Project, b) ERA Recipient
Information, c) ERA Project Description, d) System for Prioritizing Assistance, and e) Use of
a Fact-Based Proxy for Determining Eligibility. Information reported in previous quarterly
reports will be carried forward to the current quarterly report. ERA Recipients should edit and
update the information as appropriate.
Figure 34 – Project Overview tab
a) My Project
The “My Project” box (see Figure 35) will appear near the top of the screen.
You will be required to provide a Project Name and Recipient Project ID on
your first report. Thereafter, the list will display the name of your ERA Project
and the Recipient Project ID as previously entered. These fields will be greyed
out and will no longer be editable.
Figure 35 – Project List
b) ERA Recipient Information
Enter the following (see Figure 36):
• Recipient Project ID. Enter a unique/self-generated Project ID for the
subject ERA1 or ERA2 Project. The Project ID may include numbers
and letters. Please maintain the Project ID for future reference.
• Name of the ERA Project. This information will also be used to identify
your ERA Project data.
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• ERA Project Website URL.
Figure 36 – ERA Recipient Information
Indicate the Geographic Service Area (see Figure 37) served by the project.
Figure 37 – Geographic Service Area List
If Targeted Communities is selected, an additional text box will appear where
you can provide the names of the Specific Cities/Counties (see Figure 38).
Figure 38 – Geographic Service Area, Targeted Communities
Note: Indian Tribes, Tribally Designated Housing Entities (TDHEs), and
the Department of Hawaiian Home Lands (DHHL) Recipients (referred
to as “Tribe, TDHE, and the DHHL Recipients”) will not see “Targeted
Communities” under the Geographic Service Area dropdown.
c) Utilize the ERA Project Description text box (see Figure 39) to provide a narrative
description on the project.
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Figure 39 – Project Description
d) Utilize the System for Prioritizing Assistance text box to provide a narrative
description on your system of prioritizing assistance to participant households of
certain incomes (see Figure 40).
Figure 40 – System for Prioritizing Assistance
e) Use of a Fact-Based Proxy for Determining Eligibility
Select “Yes” or “No” if your organization used any fact-based proxies when
determining income eligibility (see Figure 41).
Figure 41 – Use of Fact-Based Proxies (1)
If fact-based proxies were used, provide a narrative description of the proxies
used and known procedures (see Figure 42).
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Figure 42 – Use of Fact-Based Proxies (2)
At the bottom of the page, click the Save Project icon to complete your project
setup.
Click the “Next” button to advance to the Subrecipients, Contractors and
Beneficiaries tab.
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Section V. Subrecipients, Contractors, and Beneficiaries Tab
In this module, you will provide information on all obligations, including details about all
Subrecipients, Contractors and Beneficiaries (other than beneficiaries who are individual
tenants or individual/small business landlords) to which the ERA Recipient obligated $30,000
or more in the reporting period. Please refer to “Subrecipients, Contractors, and Beneficiaries
Tab” in the ERA Reporting Guidance for additional clarification on this section. (See Figure
43).
Figure 43 – Subrecipients, Contractors, and Beneficiaries tab
This module includes two segments: a) Subrecipient Information and b) My Subrecipients
(Subaward, Contract and Direct Payment).
Subrecipients, Contractors and Beneficiaries Information
The Subrecipients, Contractors and Beneficiaries module allows users to enter data manually
or leverage the bulk file upload capability. For bulk upload instructions specific to this
submodule, see Appendix A – Bulk Upload Overview. You can download the bulk file
template for use in submitting the required data via bulk file upload (see Figure 44). When
ready to submit the data in your bulk upload file, use the Upload complete Template #1 button
(see Figure 44).
Figure 44 – Subrecipient Links (Create, Upload, and Download Template)
Note: When using the bulk file upload capability or manual entry,
subrecipient, contractor or beneficiary profiles must be completed prior
to beginning the data entry for the subawards, contracts or direct
payments.
If you choose to individually enter records, follow the instructions below.
If you are making a profile record for a new Subrecipient, Contractor or
Beneficiary, enter the relevant information in each of the required fields (see
Figure 45). All starred information is required. However, you may enter either
the UEI or TIN; the system requires only one of the two options.
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Figure 45 – Manually Create a Subrecipient, Contractor or Beneficiary Record
Note: When entering profile information for Beneficiaries that are
businesses, corporations or non-profits that receive ERA financial
benefits in amounts of $30,000 or more, please select “NA” for the
question, “Is the subrecipient, contractor, beneficiary” registered in
SAM.gov.
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At the bottom of the section, click the Create a Subrecipient, Contractor, or
Beneficiary Record icon to complete the profile record. Continue to manually
create additional profile records for other Subrecipients, Contractors and
Beneficiaries as needed.
As you enter information about each Subrecipient, Contractor and Beneficiary,
the list at the bottom of the page will populate with key information for each
record (see Figure 46). Subrecipient, contractor and beneficiary information
entered in past quarterly reports will carry over from quarter to quarter. Please
do not create duplicate records.
When all Subrecipient, Contractor and Beneficiary profile record information is
entered, click the Next button to advance to the next module.
Figure 46 – My Subrecipients, Contractors and Beneficiaries
Update/Delete/Search/Download Subrecipients, Contractors, and Beneficiaries
records
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1. Please use the search box in Figure 46 to search for specific subrecipient,
contractor or beneficiary records.
2. Please use the “Download My Subrecipients List” button in Figure 44 to
download a full list of your subrecipient, contractor and beneficiary records.
3. Please use the “eye” symbol in Figure 46 to view the record for a specific
subrecipient, contractor and beneficiary records online.
Figure 47 – View of Subrecipient/Contractor/Beneficiary Record
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4. Update a specific subrecipient, contractor or beneficiary record by editing any
of the fields shown and using the “Save Subrecipient” button (See Figure 47).
Delete the entire record by using the “Delete Subrecipient” button (See Figure
47). . If you are only viewing the record and not making any changes, please
use the “X” at the top right corner of Figure 47 to close the record. Do not press
“Save Subrecipient” as you will be prompted to explain your changes each time.
5. The “Narrative” box will appear only while editing records created in previous
quarters. Add notes under “Narrative” describing the changes made to the
record before saving.
Note: Changing/Updating/Deleting a subrecipient, contractor or
beneficiary record may impact any associated subaward, contract or
direct payment or expenditure information.
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Section VI. Recipient Subawards, Contracts and Direct Payments Tab
The Subaward, Contracts, and Direct Payments tab allows you to enter the required
information regarding all subawards, contracts and direct payments valued at $30,000 or more
made by the ERA Recipient in the reporting period. Please refer to the ERA Reporting
Guidance for additional clarification on required information about Subrecipients, Contractors,
and Beneficiaries and related obligations and expenditures (see Figure 48).
Figure 48 – Recipient Subawards, Contracts and Direct Payments
Subaward, Contract, and Direct Payment Information
The Subawards, Contracts and Direct Payments tab allows users to enter data manually or
leverage the bulk file upload capability. For bulk upload instructions specific to this tab, see
Appendix A – Bulk Upload Overview. You can download the bulk template using the provided
link in Treasury’s portal before using the upload button (see Figure 49).
Figure 49 – Subaward Links (Create, Upload, and Download Template)
Note: Subaward, Contract, Direct Payment bulk upload can only be
completed after Subrecipient, Contractor, Beneficiary bulk upload is
completed.
If you choose to individually enter records, follow the instructions below.
Enter the following fields: Subaward, Contract or Direct Payment Number,
Amount Obligated, Date, Type, Performance Start, Performance End,
Place of Performance Address, City, State, Zip, Zip+4, and Country (see
Figure 50). Valid selections are listed in blue font below two data elements in
Figure 50 below.
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Figure 50 – Subaward Reporting Submodule
Figure 51 – Subaward Reporting Submodule
Enter the Subrecipient, Contractor or Beneficiary UEI or TIN in the Select
Subrecipient, Contractor or Beneficiary Entity text box (see Figure 50) and click
the search icon on the right. If a Subrecipient, Contractor or Beneficiary record
already exists, this will connect it to your Subaward, Contract, or Direct
Payment.
Use the open textbox to provide a brief description of the Subaward, Contract
or Direct Payment’s underlying eligible use (see Figure 51).
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Click Create Subaward, Contract or Direct Payment Record to establish the
Subaward record. Repeat Steps 1 through 3 to create additional Subaward,
Contract or Direct Payment records.
The list of Subawards, Contracts and Direct Payments will be displayed below
the “My Subawards, Contracts and Direct Payments” title at the bottom of the
page (see Figure 52).
When finished adding to your list, click the Next button to advance to the
Expenditures tab.
Figure 52 – My Subawards, Contracts, Direct Payments Section
Update/Delete/Search/Download Subaward, Contract, and Direct Payment
records
1. Please use the search box shown in Figure 52 to search for specific
subrecipient, contractor or beneficiary records.
2. You can use the “Download My Subawards List” button in Figure 52 to
download a list of your subrecipient, contractor and beneficiary records.
3. You can then use the downloaded information to perform offline review and
verification on the submitted information. This will enable you identify any
records that require updates. You can also use this function to download past
and current quarter data for your local recordkeeping purposes.
4. Alternatively, please use the “eye” symbol in Figure 52 to view your
subrecipient, contractor and beneficiary records online.
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Figure 53 – View of Subaward/Contractor/Direct Payment Record
6. Update or delete subawards, contracts or direct payments record by editing
any of the fields shown and using the “Save Subaward” button (See Figure 53).
“Grey” fields cannot be updated/changed. Delete the entire record by using the
“Delete Subaward” button (See Figure 53). If you are only viewing the record
and not making any changes, please use the “X” at the top right corner of Figure
51 to close the record. Do not press “Save Subaward” as you will be prompted
to explain your changes each time.
7. The “Narrative” box will appear only while editing records created in previous
quarters. Add notes under “Narrative” describing the changes made to the
record before saving.
Note: Changing/Updating/Deleting a subaward, contract or direct
payment record may impact any associated expenditures information.
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Section VII. Expenditures Tab
As part of the Quarterly Reporting requirement, you will need to provide information regarding
all expenditures made in the reporting period (see Figure 54). Please refer to the ERA
Reporting Guidance for additional clarification on the Expenditures tab.
Figure 54 – Expenditures Tab
The expenditures reporting is categorized into three groups: (1) Expenditures Associated with
the ERA Recipient’s Subawards, Contracts and Direct Payments Valued at $30,000 or More,
(2) Total of all Obligations and Total of all Expenditures Associated with the ERA Recipient’s
Subawards, Contracts and Direct Payments Valued at Less than $30,000 and (3) Recipient
Obligations and Expenditures (Payments) to Individuals (Beneficiaries).
The Expenditures reporting tab allows users to enter data manually or leverage the bulk file
upload capability. For bulk upload instructions specific to this tab, see Appendix A – Bulk
Upload Overview. You can download the unique bulk templates for each of the three groups
listed above using the provided link in the Treasury portal before using the upload button (see
Figure 55 for the first of three templates on the page).
Figure 55 – Expenditure Bulk Upload Icons
If you do not use the bulk upload function, follow the steps listed below.
• Expenditures Associated with the ERA Recipient’s Subawards, Contracts and
Direct Payments Valued at $30,000 or More (see Figure 56)
The default screen allows you to report any Administrative Costs incurred by the ERA
Recipient (recipient-level) which are not associated with a subaward or contract.
1. To report new expenditures under a specific subaward, contract or direct
payment, enter the Subaward, Contract or Direct Payment Number in the
search function under Subaward ID field to associate the expenditure record
to the appropriate subaward, contract or direct payment.
2. Enter the Expenditure Start Date, Expenditure End Date, and Expenditure
Amount.
3. Select the associated ERA Expenditure Category from the drop-down picklist.
There is a space to provide a narrative for Administrative Costs.
4. Cumulative Expenditures to date are also shown on the screen (see Figure 57).
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Figure 56 – Data Entry for Expenditures > $30,000
Figure 57 – Cumulative Expenditures Amount
5. Click the Create Expenditures button to submit the record. Repeat Steps 1
through 4 to report additional expenditures, which will appear in a list below the
section. Proceed to the next segment once all expenditures are reported.
Note: To report an ERA Recipient’s administrative costs in amounts of
$30,000 or more:
1. Leave the Subaward, Contract, Direct Payment ID/ number fields
blank.
2. Enter the Expenditure Start Date, End Date, Expenditure Amount.
3. The Expenditures Category field is pre-selected to “Administrative
Costs”.
5. Enter “N/A’ for the “Please provide a brief description” field.
6. Use the “Administrative Cost Narrative” field to provide a supporting
narrative.
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• Total of all Obligations and Total of all Expenditures Associated with the ERA
Recipient’s Subawards, Contracts and Direct Payments Valued at Less than
$30,000 (see Figure 58)
1. Enter the Total Quarterly Expenditure Amount and Total Quarterly
Obligation Amount. You may enter “0” (zero) where appropriate.
2. Select the associated Expenditure Category and Subaward. Contract or
Direct Payment Type from the drop-down picklist.
3. Click the Save Data Entry button to submit the record. Depending on the
obligations and expenditures in the current reporting period, Steps 1 & 2 will
need to be repeated up to 21 times (for 7 Expenditure Category types and
3 Aggregate Payment types).
4. Treasury’s portal will display an on-screen summary of the reported obligations
and expenditures in tabular format. Please see Appendix B for a sample of the
table. The sample may be particularly helpful for Recipients who manually key-
in these data points.
5. Cumulative Expenditures, and Cumulative Obligations displays the sum
total of all records reported in this section. These fields are automatically
calculated and displayed at the bottom of the subsection (see Figure 59).
Figure 58 – Data Entry for Expenditures < $30,000
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Figure 59 – Cumulative Obligations and Expenditures
6. Proceed to the next segment once all obligations and expenditures are
reported.
Note: To report an ERA Recipient’s expenditure under a subaward or
contract that is an administrative cost in an amount less than $30,000:
1. Select “Administrative Costs” for the Expenditures Category.
2. Use the “Administrative Cost Narrative” field to provide a supporting
narrative.
• Recipient and Subrecipient Expenditures (Payments) to Individuals (see Figure
60)
1. Enter the Total Quarterly Expenditure Amount and Total Quarterly
Obligation Amount.
2. Select the associated Expenditure Category from the drop-down picklist.
3. Click the Save Data Entry button to submit the record. Depending on the
obligations and expenditures performed in the current reporting period, Steps
1 & 2 will need to be repeated up to 7 times once for each of the 7 Expenditure
Category types.
4. Treasury’s portal will display an on-screen summary of the reported obligations
and expenditures to individuals in tabular format. Please see Appendix C for a
sample of the table. The sample may be particularly helpful for Recipients who
manually key-in these data points.
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5. Cumulative Expenditures, and Cumulative Obligations displays the sum
total of all records reported in this section to date. These fields are automatically
calculated and displayed at the bottom of the subsection (see Figure 61).
Figure 60 – Data Entry for Payments to Individuals
Figure 61 – Cumulative Obligations and Expenditures
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6. Click the Next button on the navigation bar to advance to the next section.
• Expenditure search functionality
You can search for expenditures that have been entered in the current reporting period
and for those submitted in prior periods. You can filter by reporting quarter and reporting
year and also download information about the expenditures (see Figure 62).
Figure 62 – Expenditure Search
• Update/Delete Expenditure Records
1. Use the “eye” symbol next to any expenditure, as shown in Figure 61, to view
expenditure records online for each of the three expenditure categories.
2. Update expenditure records by editing any of the fields shown and using the
“Save Expenditure” button (See Figure 63). “Grey” fields cannot be
updated/changed. Delete the entire record by using the “Delete Expenditures”
button (See Figure 63). If you are only viewing the record and not making any
changes, please use the “X” at the top right corner of Figure 63 to close the
record. Do not press “Save Expenditures” as you will be prompted to explain
your changes each time.
3. The “Edit Explanation” box will appear only while editing records created in
previous quarters. Add notes under “Edit Explanation” to justify changes to
previously certified expenditure before saving.
Please see Section XI - Editing and Revising Your Data, below, for detailed guidance
on procedures for making updates and revisions to previously submitted data.
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Figure 63 – All Expenditure Edit Screens
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Section VIII. Project Data and Participant Demographics Tab
In this module, you will provide participant demographic information (see Figure 64) for the
subject ERA project. For each measure and data element listed, Recipients must report
progress achieved over the reporting period. State, Local, and Territorial Recipients must also
report certain data elements by race, ethnicity, and gender of the primary applicant for
assistance in the household. Please refer to the ERA Reporting Guidance for additional
clarification.
Figure 64 – Demographics tab
All recipients must manually enter their responses into each of the text boxes on this page.
For any data fields that do not apply, please enter “0.” In addition, State, Local, and Territorial
recipients are required to submit Participant Demographic Information by race, ethnicity, and
gender (see Figure 67). This information can be provided manually or via bulk upload.
For bulk file upload instructions specific to this submodule, see Appendix A – Bulk Upload
Overview. You can download the bulk template using the provided link in Treasury’s portal
before submitting using the upload button (see Figure 65).
Note: There is no bulk file upload template for Tribe, TDHE, and the
DHHL Recipients. Tribes, TDHE, and the DHHL Recipients are not
required to report the information broken out by race, ethnicity, and
gender of the primary applicant for assistance.
Figure 65 – Demographics Bulk Upload
If you choose to manually provide Participant Demographic Information, please follow the
instructions below.
Click Provide Demographic Information (see Figure 66) to report demographic
information broken out by race, ethnicity, and gender for all required fields.
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Figure 66 – Reporting on ERA Applicants
Enter the applicable data in the number column (see Figure 66).
Click Save Demographic Information (see Figure 67) to submit demographic
for the current field.
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Figure 67 – Reporting on ERA Applicants
Figure 68 – Save Demographic Information
The Project Data and Participant Demographics reporting tab is categorized into four groups:
1) ERA Applicants, 2) ERA Assistance Provided, 3) Participant Households at Certain Income
Levels, and 4) Award Activity Amounts Approved (Obligated) and Amounts Paid (Expended)
During the Quarter.
If you choose to manually enter records, follow the instructions below.
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Under the ERA Applicants section (see Figure 69), report data on ERA
applications received and assistance provided in the reporting period.
Figure 69 – Reporting on ERA Applicants
Under the ERA Assistance Provided Section, report data on unique households
that received different types of ERA assistance (excluding Housing Stability
Services) (see Figure 70).
Note: Tribe, TDHE, and the DHHL Recipients must report on each of
the ERA Assistance Types listed. Tribes, TDHE, and the DHHL
Recipients are not required to report the information broken out by race,
ethnicity, and gender of the primary applicant for assistance.
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Figure 70 – Reporting on ERA Assistance Provided
Under the Participant Households at Certain Income Levels section, report data
on households served based on income eligibility (see Figures 71 and 72).
Note: Tribe, TDHE, and the DHHL Recipients are only required to
report the total amount of ERA award paid to or for participating
households in this section.
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Figure 71 – Reporting on households served based on income eligibility (1)
Figure 72 – Reporting on households served based on income eligibility (2)
Under the Award Activity Amounts Approved (Obligated) and Amounts Paid
(Expended) During the Quarter section, report data on all amounts obligated
and expended in the current Quarterly Reporting period (see Figure 73).
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Figure 73 – Reporting on award activity approved, and amount paid
Click the Save Demographics button to record progress.
Click the Next button to advance to the Performance and Financial Report
module.
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Section IX. Performance and Financial Reporting Tab
In this module, you will report on the overall performance and financials and will also submit
participant household payments data for the current reporting period for the subject ERA
Project (see Figure 74). Please refer to the ERA Reporting Guidance for additional
clarification.
This module includes four segments: a) Performance Narrative; b) Narrative on Effective
Practices; c) Federal Financial Reporting; and d) Participant Household Payment Data File.
Figure 74 – Performance & Financial Report tab
Performance Narrative
In this section, you will provide additional information on how the project performed
against the outlined ERA goals and outcomes for the current reporting Quarter (see
Figure 75).
Provide a narrative that discusses how the project performed relative to the
goals outlined by the ERA program. Address all the listed relevant points.
Alternatively, you can choose to upload your performative narrative via the
“Upload Files” functionality. For ease of tracking, please consider using a
standard naming convention for your file (example –
PerformanceNarrative_RecipientName_ERAProgram_Date).
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Figure 75 – Performance Narrative
Narrative on Effective Practices
In this section, you will provide additional information on the effective practices that
were used by your organization.
Provide a brief explanation on the effective practices used when administering
the ERA Project (see Figure 76).
Alternatively, you can choose to upload your narrative via the “Upload Files”
functionality. For ease of tracking, please consider using a standard naming
convention for your file (example –
EffectivePractices_RecipientName_ERAProgram_Date).
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Figure 76 – Effective Practices Narrative Entry
Federal Financial Reporting
This section of the ERA Quarterly Report has been updated effective with the Quarter
1, 2022 report, to require Recipients to provide financial data directly into Treasury’s
portal, rather than by uploading SF-425 forms as was required previously.
Treasury’s Portal will pre-populate the Total Award data field.
Enter the Cumulative amount of Award Obligated as of the end of the
Reporting Period, Cumulative amount of Award Obligated but not
Expended as of the end of the Reporting Period, Cumulative amount of
Award Expended as of the end of the Reporting Period, and Amount of
award Unobligated as of the end of the Reporting Period data (see Figure
77).
Report/verify Current Quarter Obligations and Current Quarter
Expenditures.
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Figure 77 – Federal Financial Reporting
Participant Household Payment Data
The Participant Household Payment Data section does not contain a manual data entry
option. Users must use the bulk file upload capability to submit the required data.
Under the Participant Household Payment Data section, click the Upload Files icon
(see Figure 78) and attach the Participant Household Payment Data File (*.csv). The
file can be downloaded by clicking the Download Participant Household Payment
Data icon. For ease of tracking, please consider using a standard naming convention
for your file (example – PHPDF_RecipientName_ERAProgram_Date).
Note: Tribe, TDHE, and the DHHL Recipients are not required to
submit the Participant Household Payment Data file and therefore this
section will not appear in their records.
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Figure 78 – Participant Household Payment Data
Recipient Comments
The Recipient Comments section may be used to provide any information or comments
to Treasury about the compliance reporting process. Recipients are encouraged to
provide any information deemed necessary to further explain any data or narrative
responses submitted in the quarterly report as well. You can upload a file or use the
provided text box (see Figure 79).
Figure 79 – Recipient Comments
Click the Save button to record progress.
Click the Next button to advance to the Report Certification and Submission
module.
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Section X. Report Certification and Submission Tab
The Recipient’s designated Authorized Representative for Reporting (ARR) or ERA Account
Administrator (AA) must e-sign the certification to successfully submit the Quarterly Reports
(see Figure 80). If the ERA Point of Contact certifies the submission, the report will be in “Draft”
status until the ARR or AA certifies through the portal.
a) Review and agree to the following statement:
Figure 80 – Form Submission Certification
b) Click Certify button to agree to the statement. A window will pop up to ensure you are
ready to submit. Click the Submit icon (see Figure 81).
Figure 81 – Form Submission Approval Screen & Successful Submission
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c) If there are any errors at the time of your submission, an error message will appear
with mistakes to be corrected in red (see Figure 82).
Figure 82 – Submission Error Message & Errors to Address
d) Address all errors and repeat Step B to certify and successfully submit your report.
This will complete the Quarterly Reporting process.
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Section XI. Editing and Revising Your Data
This section provides instructions for recipients who seek to provide updates or revisions to
information submitted in the Subrecipient, Subaward, Expenditure sequence of tabs in
previous quarterly reports. Please note that, unless initiated by Treasury staff, recipients will
not have the ability to make any edits directly on submitted reports after the report deadline.
Rather, any revisions to reports that have been submitted must be reflected in he next
available report.
There are two ways to revise Subrecipient, Subaward, and Expenditure records:
• Manual Entry – using the Treasury Portal’s web-based online forms to revise or change
fields manually and individually.
• Bulk Upload – using the bulk upload functionality in the different report modules to
upload a file that updates many different existing records at one time.
a) Manual Entry
1) Subrecipient/Contractor/Direct Payee (Beneficiary) Records
Recipients have the ability to revise previously entered Subrecipient/Contractor/Direct Payee
(Beneficiary) information by clicking on the on-screen “Eye” icon located in the “More”
column.
Recipients can revise identifiers such as the UEI or the TIN. Subrecipient identifying
information, including UEI and TIN, should be entered or updated if available, as DUNS
numbers are no longer being used as a valid identifier.
Please note that revising a record will trigger a requirement to provide a brief statement of
the reason and description of the edits.
2) Subaward/Contract/Direct Payment Records
Similarly, for revising previously entered Subaward/Contract/Direct Payment data, recipients
will need to click on the on-screen “Eye” icon located in the “More” column.
Please note that revising the record will trigger a requirement to provide a brief statement of
the reason and description of the edits.
3) Expenditures
Recipients have the ability to manually revise previously entered expenditure information on-
screen by clicking on the “Eye” icon located in the “More” column. Monetary and Non-
monetary content (i.e., amounts, dates, categories, etc.) can be changed directly on-screen
in the portal. Recipients are able to make revisions one expenditure at a time when using
the on-screen manual method. Editing the record will trigger a requirement to provide a
reason and description of the edits.
b) Bulk Upload Entry
Similar to bulk uploading new data (as described in Appendix A), recipients have the ability
to revise multiple records at one time by using the bulk upload templates.
The steps to make these revisions using bulk upload templates are as follows:
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1) Subrecipient/ Contractor/Direct Payee and Subaward/Contract/Direct Payments
module
NOTE:
Prior to revising an existing record, please ensure you have the most up to date bulk upload
template for the respective modules. You will populate a blank template with your new
changes. Templates are available for download on the portal.
All revisions require the existing identifier field for each respective record. You can find the
identifier field by using the “Download Information Reported to Date” function below every
module to easily view your record’s identifiers in Excel. The mapping for unique identifiers for
each module is as follows:
• Subrecipient/Contractor/Direct Payee: “ID”
• Subaward/Contract/Direct Payment: “ID”
(Copy the .csv “ID” field to the “Recipient Project ID” field in the respective bulk file
upload template)
Step 1
Identify and Populate Record Identifiers: Identify which record(s) require revision.
Populate the identifier field (located in the respective .csv file) in the relevant and blank Bulk
Upload Template for the records you want to edit. Make sure that in each template, the
identifiers correspond with records that currently exist in the system.
Step 2
Populate Record Changes: Once the identifier is populated for the records you want to
reviseedit, fill in the rest of the template both with fields that are being revised, and fields that
are not changing. You will add your changes and record identifier starting with Row 8,
column B for each respective template. IMPORTANT: Revising with bulk upload replaces
data in the entire record, not only in the fields you want to edit. So, if you leave any fields
blank in your upload template, those fields will be blank in the system.
EXAMPLE: The period of performance start date needs to be changed for a subaward
record.
Using a new blank bulk file upload template, populate the appropriate record identifier and
new period of performance start date. Populate all remaining unchanged fields with the
existing record content.
Step 3
Bulk Upload: After completing the bulk upload template that includes your edits, save the
template as a .CSV file and change the file name as needed. Click the on-screen Bulk
Upload link labeled, “Upload completed Template #x”” to open the Bulk Upload box and
select your file for uploading. Validate your data to ensure it is accurate. Your new data has
been added to the system.
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2) Expenditure Module
NOTE:
Recipients will utilize “ledger entries” to make any changes to the total amount of obligation
or expenditures previously reported by creating new records for the current reporting period
in either positive or negative amounts.
Step 1
Identify and Populate Record Identifiers: Identify which record(s) require editing. .
Populate the identifier field (located in the respective .csv file) in the relevant and blank Bulk
Upload Template for the records you want to edit. NOTE: For expenditures greater than
$30,000, you must populate the Subaward ID# in the blank bulk file upload template. It is not
required to populate the identifier for Expenditures less than $30,000 and payments to
individuals.
Step 2 1
Zero Out Expenditure Entries: Using a new blank template for the respective expenditure
module, populate the total amount of obligation or expenditure by entering either positive or
negative amounts.
Example: You initially reported expenditures of $100,000 but need to revise the amount to
$50,000. You must first create a zero-expenditure balance prior to creating an updated
expenditure of $50,000. Enter negative -$100,000 to bring the expenditure amount to zero.
Step 3
Bulk Upload Zero Expenditures: After completing the expenditure edits, save the template
as a .CSV file and change the file name as needed. Click the Bulk Upload link to open the
Bulk Upload box and select your file for uploading. Validate your data to ensure it is
accurate. Upload the file. The new system expenditure amount for the respective record will
be zero.
Step 4
Create New Expenditure Record: The current record expenditure amount in the system
should be zero. Using a new blank bulk file upload template, populate the .xlxs file with
updated expenditure data. Using the previous example, you would enter $50,000 as the new
expenditure. Upload the file using the process in Step 3.
1 An alternative approach is to create 1 adjusting ledger entry in the expenditure template that results
in the “net” expenditure value desired. For example, to adjust a previously reported expenditure for
$1,000,000 down to $500,000 within a bulk upload template, you need to create a new, adjusting
ledger style expenditure of “negative $500,000” to make the adjustment.
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Appendix A – Bulk File Upload Overview
a) Purpose
Appendix A provides an overview of the ERA bulk file upload process. There are seven (7)
unique bulk file upload templates listed below in the order in which they should be populated
and submitted to the ERA Treasury portal. The data requirements for each template can be
found in subsequent sections of this Appendix. A copy of each template can be downloaded
directly from the Bulk Upload Templates and Instructions Tab on the ERA quarterly report.
1. Template #1 – Subrecipient, Contractor, Beneficiary Profile Template (FileName:
Template_1_Subrecipient_Contractor_Beneficiary_Profile_Template_3_31_2022.
xls)
2. Template #2 – Subaward, Contract, Direct Payment Record Template (FileName:
Template_2_Subaward_Contract_Direct_Payment_Record_Template_3_31_202
2.xls)
3. Template #3 – Reporting Expenditures associated with all Subawards, Contracts
and Direct Payments valued at $30,000 or more Template (FileName:
Tplt_3_Rep_Exp_assc_w_all_Subaw_Contr_and_Dct_Pmts_val_30k_or_more_T
plt_3_31_22.xls)
4. Template #4 – Reporting Expenditures associated with all Subawards, Contracts
and Direct Payments valued at less than $30,000 Template (FileName:
Tem4_Rep_Obl_and_Exp_assc_all_Suba_Contr_and_Dir_Pmts_val_less_30kTe
m_3_31_2022.xls)
5. Template #5 – Reporting Recipient Obligation and Expenditures to Individuals
Template (FileName:
Template_5_Rep_Recipient_Oblig_and_Expen_to_Individuals_Template_3_31_
2022)
6. Template #6 – Participant Demographics Template (FileName:
Template_6_Participant_Demographics_Template_3_31_2022.xls)
7. Template #7 – Participant Household Payment Data File Template (FileName:
Template_7_Participant_Household_Payment_Data_File_Template_3_31_2022.
xls)
b) Template Description
Each template contains information on how to build the upload file. Each Module in the web
application provides a link to download the template. All templates have the same structure
as described below:
Row 1: Template Version
Row 2: Template Name
Row 3: Instructions: Brief description of the template constraints and download/upload
guidance
Row 4: Field IDs: Column identifiers
Row 5: Field Label: Brief description of each Field or Column
Row 6: Required or Optional: This field specifies if the field is optional or required.
When the column is required, and a recipient does not provide the required data, the
system will not accept any record or allow the file to be uploaded.
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Row 7: Field Help Text: Provides a description of the column. There are 2 types of
fields, 1). An open value either text or numbers and 2). A predefined list of picklist
values:
Open Value: Any text or number. Text for State name or Last Name or a Number
that represents amounts. Most text types are free formats, the only expectation is
for Dates, each column that represents a date describes the accepted format. For
any number field, do not add “,” to represent thousands or “$” to represent
currency. Only add decimal “.” When needed.
Picklist: A predefined list of values that is accepted by the system. When the
column is a picklist, row 7 provides the list of options that the system accepts.
Recipients should “copy and paste” the valid value for each record. If the recipient
provides a value that is not in the predefined picklist, the system will not accept
the file. Responses should not contain double quotes
Row 8: Data that Recipient submits. Row 8 is where recipients begin to insert specific
data to submit. The system accepts 1 or many rows.
The following is special guidance for each row or set of rows:
Do not change the content of rows 1 to 7
Rows 4 to 7 provide metadata of each data element or column of the
information that Recipients will provide.
Start adding your data in row 8 column B.
The following is an example of a template:
Figure 83 – Example Bulk Upload Template
Note: The ERA Programmatic Reporting Module has a small modification where recipients
can add data from E9 to V25.
c) Bulk Upload Template Download and Upload Steps
The Template download and upload process includes the following steps:
Download the template from the Bulk Upload Templates and Instructions tab.
Open the template in Microsoft Excel.
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Add your data starting with row 8, column B of the applicable template.
When you finish adding your data for row 8, repeat on additional rows as
required.
Save the template as a .CSV file and change the name of the file if needed.
Click the Bulk Upload link to open the Bulk Upload box (see Figure 84).
Figure 84 – Bulk Upload Pop-Up Message
Attach your saved .CSV file by clicking on “Upload Files”, alternatively you can
drag the file to the designated area.
A message will appear confirming that your file is uploaded (see Figure 85).
Click “Done”.
Figure 85 – Upload Files Message
Your file will be listed at the bottom of the bulk upload window (see Figure 86).
Figure 86 – File added to Bulk Upload portal
Click “Validate” to have the system verify that your bulk upload does not have
errors.
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If the system validation finds errors in your bulk upload, it will return the screen
with the list of the errors (see Figure 87). From here, you can either update on
the screen by manually typing in your corrections in the Value column, or you
may restart the process with a corrected bulk upload file. In cases when it may
be preferable to work from a master list of errors, click the Download – Export
Errors link, highlighted in red box in Figure 87, to download a spreadsheet
detailing all errors in the bulk upload file. Once your errors are corrected, click
“update”. The system will once again check your upload for errors.
Figure 87 – Listing of Bulk Upload Errors
If the system validates that your bulk upload has no errors, it will return the
same screen as Figure 86 with instead the option to “Create” (see Figure 88).
Click the “Create” button.
Figure 88 – Bulk Upload Creation
Once created, your records will show at the bottom of the relevant screen.
d) Module-To-Module Bulk Upload File Creation Steps
The collective bulk file upload process is contingent upon end-users following the below steps
to ensure successful submission:
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Set up a Project Record within the system
Load the Subrecipient Profile within the Project Record
Load the Subaward Reporting next (file references Sub Recipient and Project
Record information)
Load the three Expenditures files (files reference Sub Award and Project
Record information)
Load the Demographic File
Load the Participant Household Payment Data File
Note: All information submitted through the bulk upload process must
be submitted as a CSV file.
e) CSV Guidance
Refer to the following link for descriptions of the CSV format.
https://en.wikipedia.org/wiki/Comma-separated_values
f) Specific CSV characteristics
• The date format is MM/DD/YYYY. Example:
a. 06/22/2021
• All currency values are numeric. It is not required to add “,” for thousand or millions.
• Currency values should not contain a “$” sign. The file will be rejected if a “$” is
included in the data entry.
• All data for each template should be entered as text. Prior to entering your data,
please following the below steps:
Step 1: Select all cells within the template. The Select All button sits at the upper left
of all worksheets, at the origin of row and column labels.
Figure 89 – Select All Button
Step 2: Click the drop-down arrow next to the Format command on the Home tab.
Select Format Cells.
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Step 3: Click the Number tab. Select Text as the Category.
Step 4: Click OK.
g) Upload Template Description
Each data element and/or column in the CSV files is described below:
• Index No: Reference number for the data element. For internal use only
• Defined term: Column Short description
• Definition: Column long description or definition
• CSV Column Name: The column header name that must be used in the CSV file
• Required: Indicates if the column is required or not required.
• List Value: The content of the column is from a list of predefined values. This is
valid for some of the columns. The list is provided for all cases. Most of the cases
is N/A which means that the type is ether String or Numeric
• Data type: Specify the data type of the column. The options are: Numeric, Text,
Date and Picklist.
• Max Length: Indicates the maximum length in characters that is allowed for each
column.
h) Subrecipients, Contractors, and Beneficiaries Profile Template
This module provides and documents information about each Subrecipient, Contractor and
Beneficiary (other than beneficiaries who are individual tenants or individual/small
business landlords) to which the ERA Recipient has obligated $30,000 or more in ERA
funding under the subject ERA Project. The Subrecipients, Contractors a Beneficiaries
module allows users to enter data manually or leverage the bulk file upload capability. For
a definition of “Subaward” in the context of ERA reporting, please see the Addendum to
ERA Reporting Guidance – Clarifications and Guidance for Financial Reporting on
Recipient and Subrecipient Activities.
CSV Format details
The templates provide all information required to create the upload files. The following table
highlights the data elements required for the Subrecipients, Contractors, and Beneficiaries
profile.
Table 1 – Required Data Elements for the Subrecipients, Contractors, and Beneficiaries Profile
Defined Term Definition Required List Values Data Type Max
Length
Subrecipient UEI The Required n/a Alpha-numeric 12
Subrecipient,
Contractor, or
Beneficiary
Unique Entity
Identifier (UEI)
from their
SAM.gov profile.
NOTE: One of
the following
identification
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Defined Term Definition Required List Values Data Type Max
Length
numbers must be
provided:
-UEI, or
-TIN
Subrecipient TIN The Required n/a Numeric 9
Subrecipient,
Contractor, or
Beneficiary
Internal Revenue
Service (IRS)
Taxpayer
Identification
Number
NOTE: One of
the following
identification
numbers must be
provided:
-UEI, or
-TIN
Recipient Profile [DO NOT Optional n/a Numeric 10
ID ENTER FOR
NEW ENTRIES]
This is a
Treasury Portal
auto-generated
unique ID only
for use when
updating existing
subrecipients via
bulk upload
functionality.
The IDs can be
found in the “My
Subrecipients”
table, and the
“Download as
CSV” feature.
Subrecipient A collection of Required |- State Picklist (see 82
Type indicators of |- County permissible
different types of Government values in
Subrecipients, |- City or previous column)
Contractors, or Township
Beneficiaries Government
types that |- Regional
receive ERA Organization
funds. |- Nonprofit with
Sec 501(C)(3)
IRS status (Other
than an
institution of
Higher
Education)
|- Nonprofit
without Sec
501(C)(3) IRS
status (Other
than an
institution of
Higher
Education)
|- Individual
|- For-Profit
Organization
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Defined Term Definition Required List Values Data Type Max
Length
(Other than a
Small Business)
|- Small Business
|- Other
Subrecipient The name of the Required n/a String 80
Name Subrecipient,
Contractor, or
Beneficiary.
POC Email The email Required n/a String 40
Address address of the
primary point-of-
contact for the
Subrecipient
Contractor, or
Beneficiary.
Address Line 1 First line of the Required n/a String 255
Subrecipient,
Contractor, or
Beneficiary
address.
Address Line 2 Second line of Optional n/a String 255
the Subrecipient,
Contractor, or
Beneficiary
address.
Address Line 3 Third line of the Optional n/a String 255
Subrecipient,
Contractor, or
Beneficiary
address.
City Name Name of the city Required n/a String 100
in which the
Subrecipient,
Contractor, or
Beneficiary is
located.
State Code United States Required (AL, AK, AS, AZ, String 2
Postal Service AR, CA, CO, CT,
(USPS) two-letter DE, DC, FM, FL,
abbreviation for GA, GU, HI, ID,
the state or IL, IN, IA, KS,
territory in which KY, LA, ME, MH,
the Subrecipient, MD, MA, MI, MN,
Contractor, or MS, MO, MT,
Beneficiary is NE, NV, NH, NJ,
located. NM, NY, NC, ND,
MP, OH, OK,
OR, PW, PA, PR,
RI, SC, SD, TN,
TX, UT, VT, VI,
VA, WA, WV, WI,
WY)
Zip5 United States Required n/a Numeric 5
ZIP code (five
digits) associated
with the
Subrecipient's,
Contractor’s, or
Beneficiaries
address.
Zip4 United States Optional n/a Numeric 4
ZIP code + 4
(four digits)
associated with
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Defined Term Definition Required List Values Data Type Max
Length
the
Subrecipient's,
Contractor's, or
Beneficiaries
address.
Format XXXX, 4
numeric
characters.
Subrecipient Confirmation that Optional Yes/No Picklist (see n/a
SAM.gov the Subrecipient permissible
Registration or Contractor is Select N/A if you values in
registered in are reporting for previous column)
SAM.gov. a beneficiary.
Must select Yes
or No.
.
In its preceding Confirmation that Optional Yes/No Picklist (see n/a
fiscal year, did the proportion of permissible
recipient receive the Leave blank if values in
80% or more of Subrecipient's or not applicable. previous column)
its annual gross Contractor's
revenue from federal funding-
federal funds? to-total annual
gross revenue for
the preceding
fiscal year is at
least 80%
In the preceding Confirmation that Optional Yes/No Picklist (see n/a
fiscal year, did the permissible
recipient receive Subrecipient's or values in
$25 million or Contractor's total Leave blank if previous column)
more of its annual gross not applicable.
annual gross revenue from
revenue from federal funding
federal funds? across all
programs for the
preceding fiscal
year is greater
than $25 million.
Is the "total Confirmation that Optional Yes/No Picklist (see n/a
compensation" qualifying permissible
for the Subrecipient's or values in
organization's Contractor's Leave blank if previous column)
five highest paid publicly identify not applicable.
officers publicly their top five
listed or highest
otherwise listed compensated
in SAM.gov? executives or
have it listed in
their SAM.gov
profile, if No
please provide
names and
compensation for
top 5 executives.
Executive Name The legal name Optional n/a String 100
(1) belonging to one
of the five Leave blank if
highest paid not applicable.
executives,
officers, or
employees of the
Subrecipient or
Contractor
Total The Total Optional n/a Numeric 12,2
Compensation Compensation,
(1) as defined in 2 Leave blank if
CFR part not applicable.
170.330, earned
by the five
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Defined Term Definition Required List Values Data Type Max
Length
highest paid
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Executive Name The legal name Optional n/a String 100
(2) belonging to one
of the five Leave blank if
highest paid not applicable.
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Total The Total Optional n/a Numeric 12,2
Compensation Compensation,
(2) as defined in 2 Leave blank if
CFR part not applicable.
170.330, earned
by the five
highest paid
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Executive Name The legal name Optional n/a String 100
(3) belonging to one
of the five Leave blank if
highest paid not applicable.
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Total The Total Optional n/a Numeric 12,2
Compensation Compensation,
(3) as defined in 2 Leave blank if
CFR part not applicable.
170.330, earned
by the five
highest paid
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Executive Name The legal name Leave blank if n/a String 100
(4) belonging to one not applicable.
of the five
highest paid
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Total The Total Optional n/a Numeric 12,2
Compensation Compensation,
(4) as defined in 2 Leave blank if
CFR part not applicable.
170.330, earned
by the five
highest paid
executives,
officers, or
employees of the
Subrecipient or
Contractor.
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Defined Term Definition Required List Values Data Type Max
Length
Executive Name The legal name Optional n/a String 100
(5) belonging to one
of the five Leave blank if
highest paid not applicable.
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Total The Total Optional n/a Numeric 12,2
Compensation Compensation,
(5) as defined in 2 Leave blank if
CFR part not applicable.
170.330, earned
by the five
highest paid
executives,
officers, or
employees of the
Subrecipient or
Contractor.
Description for Brief description Optional n/a String 750
Edit of all changes to
this subaward
record. When
providing the
description,
please document
the field name
and
corresponding
change(s).
This field is
required if any
subaward field
was
changed/edited.
This field is not
required if the
subaward record
did not incur
changes/edits.
i) Subawards, Contracts, and Direct Payments Template
This module provides general information for each Subaward, Contract and Direct Payment
of federal funding provided under this program. The module includes detailed information on
the amount, date, period and place of performance, and a brief description of the Subaward,
Contract, or Direct Payment and its underlying eligible use. In addition, associate the
Subaward with the relevant Project /FAIN and Subrecipient.
CSV Format details
The templates provide all information required to create the upload files. The following table
highlights the data elements required for the Subawards, Contracts, and Direct Payments
reporting.
Table 2 – Required Data Elements for Subawards, Contracts and Direct Payments Reporting
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Defined Term Definition Required List Values Data Type Max
Length
Subrecipient UEI The Subrecipient's or Contractor's Required n/a Alpha-numeric 12
Unique Entity Identifier (UEI) from
their SAM.gov profile.
NOTE: One of the following
identification numbers must be
provided:
-UEI, or
-TIN
Subrecipient TIN The Subrecipient, Contractor, or Required n/a Numeric 9
Beneficiary Internal Revenue
Service (IRS) Taxpayer
Identification Number
NOTE: One of the following
identification numbers must be
provided:
-UEI, or
-TIN
Recipient Project The Project Identification Number Required n/a Numeric 20
Id associated with the subaward,
contract, or direct payment.
Subrecipient The name of the Subrecipient, Required n/a String 120
Name Contractor, or Beneficiary
assigned to the subaward,
contract, or direct payment.
NOTE: The name must match the
name provided in the Subrecipient
bulk upload file or the name
entered in the system.
NOTE: The name must match the
information provided either via
bulk upload file or manually
entered in the system under the
Subrecipients, Contractors, and
Beneficiaries.
Subaward No. Recipient's internal account Required n/a String 20
number for the grant, contract,
transfer, or direct payment. This
can be the account number, or
any other unique identifying
number assigned by the Recipient
to the award. This number is
strictly for the Recipient's
recordkeeping.
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Defined Term Definition Required List Values Data Type Max
Length
Subaward Type The type of Subaward. Required - Contract: Picklist (see 30
Purchase Order permissible
- Contract: values in
NOTE: The ERA portal includes Delivery Order previous
additional picklist values for this - Contract: column)
field. Please disregard those Blanket
additional values and use the Purchase
award types provided above. Agreement
- Contract:
Definitive
Contract- Direct
Payment
- Subaward
Subaward Total amount of ERA funds Required n/a Numeric 12,2
Amount obligated by the Recipient to a
(Obligation) Subrecipient under a given
Subaward.
Subaward Date The date the Recipient obligated Required n/a Date 8
funds to a Subrecipient.
Period of The date on which efforts begin or Required n/a Date 8
Performance the Subaward is otherwise
Start effective.
Period of The date on which all effort is Required n/a Date 8
Performance End completed or the Subaward is
otherwise ended.
Place of First line of the address where the Required n/a String 120
Performance predominant performance of the
Address 1 Subaward will be accomplished.
Place of Second line of the address where Optional n/a String 120
Performance the predominant performance of
Address 2 the Subaward will be
accomplished.
Place of Third line of the address where Optional n/a String 120
Performance the predominant performance of
Address 3 the Subaward will be
accomplished.
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Defined Term Definition Required List Values Data Type Max
Length
Place of The name of the city where the Required n/a String 40
Performance City predominant performance of the
Subaward will be accomplished.
Place of United States Postal Service Required (AL, AK, AS, String 2
Performance (USPS) two-letter abbreviation for AZ, AR, CA,
State Code the state or territory indicating CO, CT, DE,
where the predominant DC, FM, FL,
performance of the Subaward will GA, GU, HI, ID,
be accomplished. IL, IN, IA, KS,
KY, LA, ME,
MH, MD, MA,
MI, MN, MS,
MO, MT, NE,
NV, NH, NJ,
NM, NY, NC,
ND, MP, OH,
OK, OR, PW,
PA, PR, RI, SC,
SD, TN, TX,
UT, VT, VI, VA,
WA, WV, WI,
WY)
Place of United States ZIP code (five Required n/a Numeric 4
Performance Zip digits) identifying where the
predominant performance of the
subaward will be accomplished.
Place of United States ZIP code (five Optional n/a Numeric 5
Performance digits) appended to the ZIP code
Zip4 +4 (four digits) identifying where
the predominant performance of
the Subaward will be
accomplished.
Place of Name of the country where the Required n/a String 100
Performance predominant performance of the
Country Subaward will be accomplished.
Subaward A description of the overall Required n/a String 750
Description purpose and expected outputs
and outcomes or results of the
funded subaward, including
significant deliverables and, if
appropriate, associated units of
measure. The purpose and
outcomes or results should be
stated in terms that allow an
understanding that the subaward
constitutes an eligible use of
funds.
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Defined Term Definition Required List Values Data Type Max
Length
Description for Brief description of all changes to Optional n/a String 750
Edit this subaward record. When
providing the description, please
document the field name and
corresponding change(s).
This field is required if any
subaward field was
changed/edited.
This field is not required if the
subaward record did not incur
changes/edits.
j) Expenditures associated with the ERA Recipient’s Subawards, Contracts, and
Direct Payments valued at $30,000 or more template
This module associates expenditures associated with the ERA Recipient’s Subawards,
Contracts, and Direct Payments valued at $30,000 or more. Recipients are required to provide
the relevant Expenditure Category, the amount of the expenditure(s) and relevant dates. In
addition, recipients receiving ERA award funds are required to answer additional Subaward,
Contract, and Direct Payment questions.
CSV Format Details
The templates provide all information required to create the upload files. The following table
highlights the data elements required for all Expenditures associated with the ERA Recipient’s
Subawards, Contracts and Direct Payments valued at $30,000 or more.
Table 3 – Required Data Elements for Expenditures associated with the ERA Recipient’s Subawards, Contracts
and Direct Payments valued at $30,000
Defined Term Definition Required List Values Data Type Max
Length
Recipient Recipient Project ID that Required n/a Numeric 20
Project Id allows the Recipient to
associate Expenditure
records to Project
records.
Subaward Subaward, Contract, or Required n/a Numeric 20
Number Direct Payment number
that allows the
Recipient to associate
Expenditure records to
Subaward records. The
Subaward or Contract
Number is not required
if Expenditure Category
is "Administrative Cost".
Expenditure Start date for the range Required n/a Date 8
Start Date of time when the
expenditure(s)
occurred.
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Defined Term Definition Required List Values Data Type Max
Length
Expenditure End date for the range Required n/a Date 8
End Date of time when the
expenditure(s) occurred
Expenditure Total amount of Required n/a Numeric 12,2
Amount Emergency Rental
Assistance dollars for
the Subaward, Contract,
or Direct Payment.
Expenditure The category to which Required - Financial Assistance: Picklist (see 100
Category the purpose of the Rent; permissible
expenditure most - Financial Assistance: values in
closely relates to when Rental Arrears; previous
created. - Financial Assistance: column)
Utility/Home Energy Costs;
- Financial Assistance:
Utility/Home Energy Costs
Arrears;
- Financial Assistance:
Other Housing Costs;
- Housing Stability Services
(Including Eviction
Prevention/Diversion);
- Administrative Costs
Administrative If Expenditure Category Optional n/a String 10000
Expense = Administrative Costs.
Explanation An explanation up to
10,000 characters is
required.
Description for Brief description of Optional n/a String 750
Edit expenditure changes to
this record. When
providing the
description, please
document the field
name and
corresponding
change(s).
This field is required if
expenditures/obligations
were changed/edited.
This field is not required
if the record did not
incur changes/edits.
k) Total of all obligations and total of all expenditures associated with the ERA
Recipient’s Subawards, Contracts and Direct Payments valued at less than
$30,000 Template
This module is for reporting obligations and expenditures associated with the ERA Recipient’s
Subawards, Contracts and Direct Payments valued at less than $30,000. Recipients are
required to provide total quarterly obligation and total quarterly expenditure amounts. Ensure
you accurately select Subaward, Contract, or Direct Payment for respective obligations and
expenditures.
CSV Format Details
The templates provide all information required to create the upload files. The following table
highlights the data elements required for Total of all obligations and total of all expenditures
associated with the ERA Recipient’s Subawards, Contracts and Direct Payments valued at
less than $30,000 Template
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Table 4 – Required Data Elements for Total of all obligations and total of all expenditures associated with the
ERA Recipient’s Subawards, Contracts and Direct Payments valued at less than $30,000
Defined Definition Required List Values Data Type Max
Term Length
Recipient Recipient Project ID that Required n/a Numeric 20
Project Id allows the Recipient to
associate Expenditure
records to Project
records.
Expenditure The category to which Required "Financial Assistance: Rent" Picklist 100
Category the purpose of the "Financial Assistance: Rental (see
expenditure most Arrears" permissible
closely relates to when "Financial Assistance: Utility/Home values in
created. Energy Costs" previous
"Financial Assistance: Utility/Home column)
Energy Costs Arrears"
"Financial Assistance: Other Housing
Costs "
"Housing Stability Services (Including
Eviction Prevention/Diversion)"
"Administrative Costs"
Subaward The Subaward, Required "Aggregate of Contracts less than Picklist 100
Type Contract, or Direct $30000"; (see
(Aggregates) Payment Type that had "Aggregate of Subawards less than permissible
obligation or $30000" values in
expenditure/payment "Aggregate of Direct Payments less previous
activity during the than $30000" column)
reporting period.
Total Sum of Required n/a Numeric 12,2
Quarterly amounts/obligations
Obligation during the most recent
Amount quarter for this
(Aggregates) Expenditure Category
(Aggregates).
Total Sum of Expenditures or Required n/a Numeric 12,2
Quarterly Payments during the
Expenditure most recent quarter for
Amount this Expenditure
(Aggregates) Category (Aggregates).
Administrative If Administrative Costs Optional n/a String 10000
Expense is selected as the
Explanation expenditure category,
an explanation of the
expenses must be
provided.
Description Brief description of Optional n/a String 750
for Edit expenditure changes to
this record. When
providing the
description, please
document the field
name and
corresponding
change(s).
This field is required if
expenditures/obligations
were changed/edited.
This field is not required
if the record did not
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incur changes/edits. did
not incur changes/edits.
l) Recipient Obligations and Expenditures (Payments) to Individuals
(Beneficiaries) Template
This module associates obligations and expenditures (Payments) to individuals, including
small, unincorporated landlords (Beneficiaries). Recipients are required to provide total
quarterly obligation and total quarterly expenditure amounts.CSV Format Details
The templates provide all information required to create the upload files. The following table
highlights the data elements required for Recipient Obligations and Expenditures (Payments)
to Individuals (Beneficiaries) Template.
.
Table 5 – Required Data Elements for Recipient Obligations and Expenditures (Payments) to Individuals
(Beneficiaries)
Defined Term Definition Required List Values Data Type Max
Length
Recipient Recipient Required n/a Numeric 20
Project Id Project ID that
allows the
Recipient to
associate
Expenditure
records to
Project
records.
Expenditure The category Required "Financial Assistance: Rent" Picklist (see 100
Category to which the "Financial Assistance: Rental Arrears" permissible
purpose of the "Financial Assistance: Utility/Home values in
expenditure Energy Costs" previous
most closely "Financial Assistance: Utility/Home column)
relates to Energy Costs Arrears"
when created. "Financial Assistance: Other Housing
Costs ""Housing Stability Services
(Including Eviction Prevention/Diversion)"
"Administrative Costs"
Total Sum of Required n/a Numeric 12,2
Quarterly amounts/oblig
Obligation ations during
Amount the most
(Aggregates) recent quarter
for this
Expenditure
Category
(Aggregates).
Total Sum of Required n/a Numeric 12,2
Quarterly Expenditures
Expenditure or Payments
Amount during the
(Aggregates) most recent
quarter for this
Expenditure
Category
(Aggregates).
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Administrative If Optional n/a String 10,000
Expense Administrative
Explanation Costs is
selected as
the
expenditure
category, an
explanation of
the expense
must be
provided
Description for Brief Optional n/a String 750
Edit description of
expenditure
changes to
this record.
When
providing the
description,
please
document the
field name and
corresponding
change(s).
This field is
required if
expenditures/o
bligations
were
changed/edite
d.
This field is
not required if
the record did
not incur
changes/edits.
m) Project Data and Participant Demographics Template
In this module, provide Treasury with the ERA Project data. If your organization does not utilize
the bulk upload feature for reporting project data, you will need to manually enter all required
data elements including the demographic data points.
Important: Collection of Demographic Data
All Questions require an aggregate/total numeric value reported on line 9 of the template. You
are then required to report/break down the information by the following demographic types:
Race (8 options), Ethnicity (4 options) and Gender (5 options) in Column B. Therefore, all
questions will have 18 responses. If your organization does not have the applicable
demographic data for a specific question, please enter "0" as your response. Do not leave the
field blank.
Below is an example of how to report demographic data:
Defined Term: Number of unique households that completed and submitted an application for
ERA assistance – Current Period
Row 9 Total 66
Race American Indian or Alaska Native 4
Race Asian 6
Race Black or African American 3
Race Mixed Race 0
Race Native Hawaiian or Other Pacific Islander 0
Race White 10
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Race Declined to Answer 7
Race Data Not Collected 0
Ethnicity Hispanic or Latino 4
Ethnicity Not Hispanic or Latino 6
Ethnicity Declined to Answer 8
Ethnicity Data Not Collected 4
Gender Male 0
Gender Female 8
Gender Non-Binary 6
Gender Declined to Answer 0
Gender Data Not Collected 0
NOTE: Row 9 of the Demographics Template (Total of the disaggregated categories) must be
manually entered into the portal.
CSV Format Details
The templates provide all information required to create the upload files. The following table
highlights the data elements required for Project Data and Participant Demographics
Template.
Table 6 – Required Data Elements for Project Data and Participant Demographics
Defined Definition Required List Data Type Max
Term Values Length
Number of The number of unique households that submitted a complete Required n/a Numeric 9
unique application, as reasonably determined by the Recipient, for
households ERA assistance in the reporting period.
that
completed Note: the phrase “unique households” means that a
and household that received or applied for assistance more than
submitted an once since the Recipient received the ERA award should
application for only be counted one time for reporting purposes.
ERA
assistance - This data element must be reported as both aggregated and
Current disaggregated format for race, gender, and ethnicity as
Period required under the ERA1 and ERA2 statutes.
Number of The number of unique households whose rent and/or Required n/a Numeric 9
unique utility/home energy payments were fully or partially paid by
households the ERA Recipient under the federal ERA program plus the
that received number of households that received housing stability
ERA services administered by the ERA Recipient in the reporting
assistance of period.
any kind -
Current This data element must be reported as both aggregated and
Period disaggregated format for race, gender, and ethnicity as
required under the ERA1 and ERA2 statutes.
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Defined Definition Required List Data Type Max
Term Values Length
Number of The number of unique participant households whose Required n/a Numeric 9
unique applications were accepted for rent, rental arrears,
submitted utility/home energy payments, utility/home energy arrears, or
applications other expenses related to housing.
accepted
over the The Recipient must report the number of unique households
award period that received ERA assistance of any type and of any dollar
of amount under the subject ERA Project in the reporting
performance. period.
NOTE: A numeric value is required for each disaggregated
category in Column B. Enter the numeric value in the below
cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
Acceptance The acceptance rate of all applications submitted over the Required n/a Numeric 9
rate of all award period of performance for ERA assistance of any kind
applications to include rent, rental arrears, utility/home energy payments,
submitted utility/home energy arrears, or other expenses related to
over the housing.
award period
of NOTE: A numeric value is required for each disaggregated
performance. category in Column B. Enter the numeric value in the below
Provide cells which correspond to each category. For any categories
Cumulative that do not apply please enter a value of 0.
Demographic
Information
Total Number The total number of unique participant households that Required n/a Numeric 9
of unique received ERA1 assistance over the award period of
participant performance for rent, rental arrears, utility/home energy
households payments, utility/home energy arrears, or other expenses
that received related to housing.
ERA1
assistance NOTE: A numeric value is required for each disaggregated
over the category in Column B. Enter the numeric value in the below
award period cells which correspond to each category. For any categories
of that do not apply please enter a value of 0.
performance
for each type
of assistance.
Provide
Cumulative
Demographic
Information
for each type
of assistance.
Number of The sum of the number of unique participant households Required n/a Numeric 9
unique whose rent and/or utility/ home energy payments were fully
households or partially paid for the first time under the subject ERA
that received award during the reporting period plus the number that only
their initial received housing stability services for the first time during the
ERA current reporting period.
assistance in
the current This data element must be reported as both aggregated and
reporting disaggregated format for race, gender, and ethnicity as
period required under the ERA1 and ERA2 statutes.
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Defined Definition Required List Data Type Max
Term Values Length
Number of The non-mutually exclusive number of unique households Required n/a Numeric 9
unique that received each type of assistance under the ERA
households program.
that received
ERA i. Rent: The number of unique participant
assistance by households that were paid (or whose landlord was paid) at
type - Current least one rent payment of any dollar amount under the
Period subject ERA award in the reporting period.
Assistance
Type: Rent NOTE: A numeric value is required for each disaggregated
category in Column B. Enter the numeric value in the below
cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
Number of The non-mutually exclusive number of unique households Required n/a Numeric 9
unique that received each type of assistance under the ERA
households program.
that received
ERA ii. Rental Arrears (#): The number of unique
assistance by participant households that were paid (or whose landlords
type - Current were paid) a payment of any dollar amount for rental arrears
Period under the subject ERA award in the reporting period.
Assistance NOTE: A numeric value is required for each disaggregated
Type: Rental category in Column B. Enter the numeric value in the below
Arrears cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
Number of The non-mutually exclusive number of unique households Required n/a Numeric 9
unique that received each type of assistance under the ERA
households program.
that received
ERA iii. Utilities/Home Energy Bills (#): The number of
assistance by unique participant households that were paid (or whose
type - Current utility or home energy provider was paid) a payment of any
Period dollar amount for any portion of at least one utility or home
energy bill under the subject ERA award in the reporting
Assistance period.
Type:
Utilities/Home
Energy Bills NOTE: A numeric value is required for each disaggregated
category in Column B. Enter the numeric value in the below
cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
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Defined Definition Required List Data Type Max
Term Values Length
Number of The non-mutually exclusive number of unique households Required n/a Numeric 9
unique that received each type of assistance under the ERA
households program.
that received
ERA iv. Utilities/Home Energy Costs Arrears (#): The
assistance by number of unique participant households that were paid (or
type - Current whose utility/energy provider was paid) a payment of any
Period dollar amount for utility/home energy bill arrears under the
subject ERA award in the reporting period.
Assistance
Type:
Utilities/Home NOTE: A numeric value is required for each disaggregated
Energy Cost category in Column B. Enter the numeric value in the below
Arrears cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
Number of The non-mutually exclusive number of unique households Required n/a Numeric 9
unique that received each type of assistance under the ERA
households program.
that received
ERA v. Other Expenses Related to Housing (#): The
assistance by number of unique participant households that were paid any
type - Current dollar amount for other approved housing expenses
Period (including eviction prevention/diversion) under the ERA
award during the reporting period as identified in Treasury’s
Assistance FAQ No. 7 at
Type: Other https://home.treasury.gov/system/files/136/ERA2FAQs%205-
Expenses 6-21.pdf.
Related to Other housing expenses incurred due to Covid-19 does not
Housing include rent, rent arrears, utility or home energy costs and
home energy costs arrears.
NOTE: A numeric value is required for each disaggregated
category in Column B. Enter the numeric value in the below
cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
Number of The non-mutually exclusive number of unique households Required n/a Numeric 9
unique that received each type of assistance under the ERA
households program.
that received
ERA vi. Housing Stability Services (#): The number of
assistance by unique participant households that received any housing
type - Current stability services provided under the ERA award during the
Period reporting period; This includes housing stability services
provided directly by the Recipient or by any Subrecipients or
Assistance Contractors.
Type:
Housing
Stability NOTE: A numeric value is required for each disaggregated
Services category in Column B. Enter the numeric value in the below
cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
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Defined Definition Required List Data Type Max
Term Values Length
Number of The number of households with incomes was less than 30% Required n/a Numeric 9
unique of the area median income as defined by the US Department
households of Housing and Urban Development that received ERA
that received program assistance in the reporting period.
any ERA
assistance This data element must be reported as both aggregated and
and has a disaggregated format for race, gender, and ethnicity as
household required under the ERA1 and ERA2 statutes.
income level
that is less
than 30% AMI
- Current
Period
Number of The number of households with incomes of at least 30% but Required n/a Numeric 9
unique not greater than 50% of the area median income as defined
households by the US Department of Housing and Urban Development
that received that received ERA program assistance in the reporting period
any ERA and whose
assistance
and has a This data element must be reported as both aggregated and
household disaggregated format for race, gender, and ethnicity as
income level required under the ERA1 and ERA2 statutes.
that is
between 30 –
50% AMI -
Current
Period
Number of The number of households that received ERA program Required n/a Numeric 9
unique assistance in the reporting period and whose income was
households more than 50% but less than 80% of the area median income
that received as defined by the US Department of Housing and Urban
any ERA Development.
assistance
and has a This data element must be reported as both aggregated and
household disaggregated format for race, gender, and ethnicity as
income level required under the ERA1 and ERA2 statutes.
that is
between 50 –
80% AMI -
Current
Period
Total number Total number of households that were deemed categorically Required n/a Numeric 9
of recipient eligible to receive ERA assistance based on prior enrollment
households in other income-based federal benefit programs during the
whose reporting period.
income
eligibility was This data element must be reported as both aggregated and
determined disaggregated format for race, gender, and ethnicity as
based on required under the ERA1 and ERA2 statutes.
their eligibility
for other
federal
benefit
programs -
Current
Period
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Defined Definition Required List Data Type Max
Term Values Length
Total number Total number of recipient households whose income Required n/a Numeric 9
of recipient eligibility was determined with one of the fact-based proxies
households described in the Program Overview during the reporting
whose period.
income
eligibility was This data element must be reported as both aggregated and
determined disaggregated format for race, gender, and ethnicity as
with a fact- required under the ERA1 and ERA2 statutes.
based proxy -
Current
Quarter
Average The total number of rent payments paid by the ERA Required n/a Numeric 9
number of Recipient to or for participating households during the
months of reporting period. Count each month’s payment to the same
prospective household individually. Do not count payments for rent
rent covered arrears.
for each
participant NOTE: A numeric value is required for each disaggregated
household. category in Column B. Enter the numeric value in the below
Provide cells which correspond to each category. For any categories
cumulative that do not apply please enter a value of 0.
demographic
information.
Average The total number of rent arrears paid by the ERA Recipient Required n/a Numeric 9
number of to or for participating households during the reporting period.
months of Count each month’s payment to the same household
rent arrears individually.
covered for
each NOTE: A numeric value is required for each disaggregated
participant category in Column B. Enter the numeric value in the below
household. cells which correspond to each category. For any categories
Provide that do not apply please enter a value of 0.
cumulative
demographic
information.
Average The total number of utility/ home energy bill payments paid Required n/a Numeric 9
number of by the ERA Recipient to or for participating households
months of during the reporting period. Count each month’s payment to
prospective the same household individually. Do not count payments for
utility/home utility or home energy bill arrears.
energy costs
covered for NOTE: A numeric value is required for each disaggregated
each category in Column B. Enter the numeric value in the below
participant cells which correspond to each category. For any categories
household. that do not apply please enter a value of 0.
Provide
cumulative
demographic
information.
Average The total number of utility/ home energy bill arrears Required n/a Numeric 9
number of payments paid by the ERA Recipient to or for participating
months of households during the reporting period. Count each month’s
prospective payment to the same household individually.
utility/home
energy cost NOTE: A numeric value is required for each disaggregated
arrears category in Column B. Enter the numeric value in the below
covered for cells which correspond to each category. For any categories
each that do not apply please enter a value of 0.
participant
household.
Provide
cumulative
demographic
information.
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Defined Definition Required List Data Type Max
Term Values Length
Total amount The total dollar amount of ERA award funds paid under the Required n/a Numeric 12,2
of ERA award ERA award to or for participating households during the
paid to or for reporting period including payments for Financial Assistance,
participating such as rent, rental arrears, utility and home energy costs,
households - utility and home energy cost arrears, other housing services
Current and eligible expenses, and Housing Stability Services
Quarter (including eviction prevention services).
This data element must be reported as both aggregated and
disaggregated format for race, gender, and ethnicity as
required under the ERA1 and ERA2 statutes.
Average The average amount of ERA1 funds expended to or for Required n/a Numeric 12,2
amount of participant households over the award period of
ERA1 funds performance.
expended to
or for NOTE: A numeric value is required for each disaggregated
participant category in Column B. Enter the numeric value in the below
households cells which correspond to each category. For any categories
over the that do not apply please enter a value of 0.
award period
of
performance.
Total amount The total dollar amount of administrative funds expended Required n/a Numeric 12,2
of ERA1 during the award period. Administrative expenses exclude
funds payments for Financial Assistance, such as rent, rental
expended for arrears, utility and home energy costs, utility and home
administrative energy cost arrears, other housing services and eligible
expenses expenses, and Housing Stability Services (including eviction
over the prevention services)
award period
of NOTE: A numeric value is required for each disaggregated
performance. category in Column B. Enter the numeric value in the below
cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
Total amount The total dollar amount of Housing stability services Required n/a Numeric 12,2
of ERA1 (including eviction prevention services) expended during the
funds award period of performance. Housing stability services
expended for expenses exclude payments for Financial Assistance, such
housing as rent, rental arrears, utility and home energy costs, utility
stability and home energy cost arrears,
services over
the award
period of NOTE: A numeric value is required for each disaggregated
performance. category in Column B. Enter the numeric value in the below
cells which correspond to each category. For any categories
that do not apply please enter a value of 0.
n) Participant Household Payment Data File Template
Each State, Local and Territorial Recipient must submit a Participant Household Payment
Data File (PHPDF) containing required information about each ERA Financial Assistance
payment made to or on behalf of each participant household during the reporting period. See
the chart below for details on the required information.
Users must use the Treasury-provided template for the PHPDF and submit the file using the
bulk upload process. There is not an option to provide the information manually; all State,
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Local and Territorial Recipients must provide the Participant Household Payment Data file via
bulk upload.
CSV Format Details
The templates provide all information required to create the upload files. The following table
highlights the data elements required for Participant Household Payment Data. The
“Participant Household” address fields should include the physical address for each Project
Participant Household (i.e., tenant) that received ERA Financial Assistance either directly or
through a payment made to their landlord, utility/home energy provider, or other service
provider. The address should be for the ultimate beneficiary of the services.
Table 7 – Required Data Elements for Participant Household Payment Data File
Defined Definition Required List Values Data Type Max
Term Length
Address First line of the Participant Household’s physical Required n/a String 120
Line 1 address (not a P.O. Box)
Address Second line of the Participant Household’s physical Optional n/a String 120
Line 2 address (Not a P.O. Box)
Address Third line of the Participant Household’s physical Optional n/a String 120
Line 3 address (Not a P.O. Box)
City Name The name of the city where the Participant Required n/a String 40
Household’s physical address is located
State United States Postal Service (USPS) two-letter Required n/a String 2
Code abbreviation for the state or territory indicating the
Participant Household’s state
Zip5 United States ZIP code (five digits) appended to Required n/a String 5
the ZIP code +4 (four digits) identifying the
Participant Household’s address.
Zip4 Zip Plus4 (four digits) identifying the physical Optional n/a String 4
address of the Participant Household.
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Defined Definition Required List Values Data Type Max
Term Length
Payee A collection of indicators of different types of Required Tenant; Picklist (see 120
Type payees Landlord or permissible
Owner; values in
Utility/Home previous
Energy column)
Service
Provider;
Other
Housing
Services and
Eligible
Expenses
Provider
Amount of Total amount of ERA funds disbursed to the payee Required n/a Dollar 12,2
Payment Numeric
Date of The date the payment was disbursed to the payee Required n/a Date 8
Payment Numeric
Type of A collection of indicators of different types of Required - Financial Picklist (see 120
Assistance assistance Assistance: permissible
Covered Rent; values in
by the - Financial previous
Payment Assistance: column)
Rental
Arrears;
- Financial
Assistance:
Utility/Home
Energy
Costs;
- Financial
Assistance:
Utility/Home
Energy Costs
Arrears;
- Financial
Assistance:
Other
Housing
Costs
Start Date Start date the Financial Assistance covers for a Required n/a Date 8
Covered particular household Numeric
by the
Payment
End Date End date the Financial Assistance covers for a Required n/a Date 8
Covered particular household Numeric
by the
Payment
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Appendix B – Total Quarterly Obligations and Expenditures Associated with the ERA
Recipient’s Subawards, Contracts and Direct Payments Valued at Less than $30,000
Total Quarterly Expenditure
Project Name Expenditure Category Transaction Type Total Quarterly Obligation Amount
Amount
Aggregate of Contracts Awarded for
56266 82084
ERA Test Project Financial Assistance: Rent less than 30000
Aggregate of Contracts Awarded for
26425 36252
ERA Test Project Financial Assistance: Rental Arrears less than 30000
Aggregate of Contracts Awarded for
16974 78922
ERA Test Project Financial Assistance: Utility/Home Energy Costs less than 30000
Aggregate of Contracts Awarded for
14108 6976
ERA Test Project Financial Assistance: Utility/Home Energy Costs Arrears less than 30000
Aggregate of Contracts Awarded for
13722 81841
ERA Test Project Financial Assistance: Other Housing Costs less than 30000
Aggregate of Contracts Awarded for
90056 57870
ERA Test Project Housing Stability Services (Including Eviction Prevention/Diversion) less than 30000
Aggregate of Contracts Awarded for
44621 21630
ERA Test Project Administrative Costs less than 30000
Aggregate of Subawards awarded for
37604 77390
ERA Test Project Financial Assistance: Rent less than 30000
Aggregate of Subawards awarded for
47964 42235
ERA Test Project Financial Assistance: Rental Arrears less than 30000
Aggregate of Subawards awarded for
28969 58445
ERA Test Project Financial Assistance: Utility/Home Energy Costs less than 30000
Aggregate of Subawards awarded for
49835 75677
ERA Test Project Financial Assistance: Utility/Home Energy Costs Arrears less than 30000
Aggregate of Subawards awarded for
76899 59797
ERA Test Project Financial Assistance: Other Housing Costs less than 30000
Aggregate of Subawards awarded for
10406 20818
ERA Test Project Housing Stability Services (Including Eviction Prevention/Diversion) less than 30000
Aggregate of Subawards awarded for
33439 88904
ERA Test Project Administrative Costs less than 30000
Aggregate of Direct Payments less
67150 55600
ERA Test Project Financial Assistance: Rent than 30000
Aggregate of Direct Payments less
92651 9410
ERA Test Project Financial Assistance: Rental Arrears than 30000
Aggregate of Direct Payments less
60999 82273
ERA Test Project Financial Assistance: Utility/Home Energy Costs than 30000
Aggregate of Direct Payments less
95224 26947
ERA Test Project Financial Assistance: Utility/Home Energy Costs Arrears than 30000
Aggregate of Direct Payments less
29109 76307
ERA Test Project Financial Assistance: Other Housing Costs than 30000
Aggregate of Direct Payments less
21683 7295
ERA Test Project Housing Stability Services (Including Eviction Prevention/Diversion) than 30000
Aggregate of Direct Payments less
18785 7645
ERA Test Project Administrative Costs than 30000
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Appendix C – Recipient Obligations and Expenditures (Payments) to Individuals
(Beneficiaries)
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Appendix D – Treatment of Contractors with Initial Obligations Less than $30,000 in
One Reporting Period that Increases to $30,000+ in a Subsequent Reporting Period
ERA Recipients often make multiple subawards or contracts to a single entity. When the first
contract is for less than $30,000, the Recipient should report the expenditure as one
associated with a contract valued at less than $30,000. However, if a subsequent obligation
increases the value of the contract to more than $30,000, the Recipient needs to report all
payments to that Contractor as expenditures associated with Contracts valued at $30,000 or
more. As a result, the Recipient will need to adjust the original expenditure reporting.
Example: Contractor XYZ was awarded a contract valued at $20k in Q3 and is paid the full
amount in Q3. The expenditure to XYZ should be reported in Q3 under “Total of all Obligations
and Total of all Expenditures Associated with the ERA Recipient’s Subawards, Contracts, and
Direct Payments Valued at Less than $30,000” aggregated with other expenditures under the
relevant “Expenditure Category” and contract type “Subaward, Contract or Direct Payment
Type (Aggregates).”
In Q4, the ERA recipient enters into a new contract, or modifies the initial contract with
Contractor XYZ for an additional $20k of services, so the total award/amount obligated to XYZ
is greater than $30,000. In Q4 the Recipient must create 1) a Subrecipient profile under
“Subrecipients, Contractors, and Beneficiaries” for XYZ and 2) one contract record for each
contract the recipient has or previously had with XYZ under “Recipient Subawards, Contracts,
and Direct Payments.” Contract records will include the total amount obligated under the
contract (expended to date and committed for future payment) in the “Amount Obligated” field.
Since payments to Contractor XYZ will now be reported as expenditures of $30,000 or more,
in order to avoid double-counting previous entries under “Subaward, Contract or Direct
Payment Type (Aggregates)”, a negative entry (-$20k) should be reported in the current
quarter quarterly report (with a note under the ‘Administrative Cost Narrative’ to clarify the
reason for the negative entry) under “Total of all Obligations and Total of all Expenditures
Associated with the ERA Recipient’s Subawards, Contracts, and Direct Payments Valued at
Less than $30,000” under the relevant “Expenditure Category” and contract type “Subaward,
Contract or Direct Payment Type (Aggregates).
Finally, all expenditures to date and going forward for Contractor XYZ under this ERA Award
should now be entered under “Expenditures Associated with the ERA Recipient’s Subawards,
Contracts and Direct Payments Valued at $30,000 or More” under the relevant “Expenditure
Category.”
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