U.S. Department of the Treasury: "Tip – Designating the “Entity Type” on Subrecipient and Subaward Records"

Summary

A Treasury tip sheet telling ERA2 grantees that, beginning with the ERA2 Q1 2023 report, they must provide an "entity type" on all new and existing Subrecipient and Subaward records. It explains that grantees create records for each organization to which they plan to obligate ERA2 funds totaling $30,000 or more, and that an organization can be a Subrecipient, Contractor or Beneficiary (Direct Payee), with up to three entity type roles. Step-by-step instructions cover manual entry, revising existing records through the eye icon, and bulk upload with Template #1 and Template #2. Each obligation record may carry only one entity type, so an organization serving as both subrecipient and beneficiary gets two separate obligation records.

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        Designating the “Entity Type” on Subrecipient and Subaward Records

Beginning with the ERA2 Q1 2023 report, all grantees must provide an “entity type” on all new and existing
“Subrecipient” and “Subaward” records.

Treasury’s portal will display error messages like the sample below to remind grantees to select the entity
types on their Subrecipient and Subaward records. Grantees who receive an error message such as this
should confirm each of their new and previously submitted subrecipient and subaward records do include
correct “Entity Type” information.




Please see the following for more details on this reporting requirement.



Subrecipient/Contractor/Direct Payee Tab
ERA2 grantees use this tab to create reporting records for each organization to which the grantee plans
to obligate ERA2 funds totaling $30,000 or more over the award period. Organizations that receive ERA2
funds from the grantee can have one or more of the following roles or “entity types”:

    •     Subrecipient, where the organization receives ERA2 funds to assist the grantee in administrating
          the ERA2 project.
    •     Contractor, where the organization is paid ERA2 funds for providing a service to the grantee.
    •     Beneficiary (Direct Payee), where the organization receives an ERA2 financial assistance payment
          directly from the grantee, such as a landlord who receives a rental arrears payment.

The ERA2 grantee must indicate the organization’s “entity type” on the reporting record for the
organization. Each organization can have up to three of the entity type roles. The following provides
guidance on selecting an organization’s entity type roles using Manual Entry and Bulk Upload Entry.



          Manually Indicating the Entity Type when Creating a Record for a
          Subrecipient/Contractor/Direct Payee On-Screen

Step 1: Navigate to the Subrecipient/Contractor/Beneficiary Tab.

Step 2: Choose one or more of the three entity types displayed at the top of the Manual Entry Screen.
Select the role in the left box and transfer it to the box on the right (as shown below).




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Step 3: Enter the remaining elements on-screen and click the “Create a subrecipient, contractor, or
beneficiary record” button.


        Manually Revising an Existing Subrecipient/Contractor/Beneficiary Record to Indicate the Type

Step 1: Navigate to the Subrecipient/Contractor/Beneficiary tab.

Step 2: Navigate to the on-screen list “Subrecipient, Contractor and Beneficiary Records Reported to
Date.”

Step 3: Search and identify the record to be updated and click on the eye icon as shown below.




Step 4: Clicking on the eye icon will open a detail view of the record. Choose one or more of the three
entity types displayed at the top of the Manual Entry Screen by selecting the role in the left box and
transferring it to the box on the right (as shown below).




                                Designating the “Entity Type” on Subrecipient and Subaward Records v1
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        Using Bulk Upload to Indicate Subrecipient/Contractor/Beneficiary Types

Grantees use Template #1 to create reporting records for Subrecipients/Contractors/Beneficiaries. The
template includes a column where the grantee must indicate one or more entity type. If you need to
designate more than one entity type for an organization, separate the entity types with a semi-colon, as
shown in this example: Subrecipient; Beneficiary

Please see the User Guide – Treasury’s Portal for Recipient Reporting, Section XI (page 61-62) for detailed
guidance on using the bulk upload process to revise existing Subrecipient/Contractor/Beneficiary records,
such as for adding the entity type to existing records.



Subaward/Contract/Direct Payee Tab
ERA2 grantees use this tab to record their obligations of ERA2 funds. This tab captures the organization’s
role in receiving the ERA2 funds as either a subrecipient, contractor, or a direct payee (beneficiary).

ERA2 grantees may indicate only one purpose (and entity type) on each obligation record it creates. For
example, in the situation where the organization to which the ERA2 grantee obligates the funds serves as
both a subrecipient and a beneficiary in the ERA2 project, the grantee will create two separate obligation
records for the organization. One record will record information on the grantee’s obligation of ERA2 funds
for costs associated with the organization’s subrecipient role, and a second obligation record for costs
associated with the organization’s beneficiary role. Each obligation record must indicate the
organization’s “Entity type” for the specific obligation.

The following provides guidance on indicating the role (entity type) on obligation records using Manual
Entry and Bulk Upload Entry.




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       Manually Indicating the Entity Type when Creating an Obligation Record On-Screen

Step 1: Navigate to the “Recipient subawards, contracts, and direct payments” tab.

Step 2: Manually enter information on-screen. The third item, “Entity Type for this Payment,” is a
dropdown menu where you can select one of the following types: Subrecipient, Contractor, Beneficiary.
Select only one type from the dropdown list.


Figure 1 Snippet of Manual Entry of Subaward Record




       Manually Revising an Existing Obligation Record to Indicate the Type

Step 1: Navigate to the “Recipient’ subawards, contracts and direct payments” tab.

Step 2: Once on that screen, navigate to the on-screen list “Subaward, contract, direct payment records
reported to date.”

Step 3: Search and identify the record to be updated and click on the eye icon as shown below.




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Step 4: Clicking on the eye icon will open a detail view of the record. The second item on the upper left
corner of the display is labeled, “Entity Type.” The dropdown menu displays the following types:
Subrecipient, Contractor, Beneficiary. Select one type from the dropdown. Make additional revisions to
information on the display if needed. Click the “Save Subaward” button at the bottom right.




        Using Bulk Upload to Indicate Subaward/Contractor/Beneficiary Types on Obligation Records

Template #2 for the ERA2 Q1 2023 report, available for download from the “Bulk Upload Templates and
Instructions” tab in the portal, includes a new Column F where grantees can designate the Entity Type
(Subrecipient, Contractor, or Beneficiary) on obligation records. Grantees can use this bulk upload
template to make bulk revisions to existing obligation records. Please see Section XI (page 60-61) of the
User Guide – Treasury’s Portal for Recipient Reporting for detailed guidance on using the bulk template
to add the entity type to existing records.




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