Help
- Log In Page
- Add New/Edit Contract or Grant Disbursement Page
- Budget Page
- Vendor Information Page
- Deliverables Page
- CFDA/CSFA Page
- Contract Change Page
- Upload Contract/Grant Disbursement Information
- Add a New/Edit Grant Award Page
- Grantor Information Page
- CFDA/CSFA Information Page
- Letter of Credit Page
- Additional Cost Sharing information Page
- Add Grant Award Amendment Page
- Associated Agreement Information Page
- Upload Grant Award Information Page
Log-In Page
Log In Section
User ID – up to 20 alphanumeric characters – required
Input user name to obtain access to FACTS; logged by the system. Valid format: [Last Name][First Name][Middle Initial][Numeric Sequence] (e.g., JonesWilliamF1).
Password – up to 20 alphanumeric characters – required
Input the password associated with the user name. The password must be a minimum of eight characters long and must contain at least one instance from three of the following four categories; it can contain all four.
- English lowercase letters (a - z)
- English UPPERCASE letters (A - Z)
- Base 10 numerals (0 - 9)
- Special characters (e.g., -$, !, #, %)
Add New/Edit Contract or Grant Disbursement Page
Main Information Section
FLAIR Contract ID – 5 alphanumeric characters – required
Input the identification assigned to the contract in FLAIR. This identification is loaded into FLAIR and added to the FLAIR Title Files allowing subsequent FLAIR transactions to use the data. This identification is unique to a single contract and cannot be duplicated within an agency. It is required for all FACTS transactions and is allowed on all FLAIR transactions. Additionally, this identification is required on all FLAIR disbursement transactions for the related contract/grant disbursements, and will be used to retrieve expenditure data by contract/grant disbursement for reporting.
Short Title – up to 10 alphanumeric characters – required
Input data to assist agencies with identification of the contract. Used to populate FLAIR Title Files; retrieved for reporting purposes.
Long Title – up to 60 alphanumeric characters – required
Input data to assist the public with identification of the contract. Used to populate the FLAIR Title File; retrieved for reporting purposes.
Agency Contract ID – up to 50 alphanumeric characters – required
For agencies maintaining their own contract management system, input the agency assigned contract number. Use of this field in conjunction with the FLAIR Contract ID provides a link between the two systems and allows the agency to continue to use their own contract management system while complying with the requirements of FACTS.
Original Contract Amount – 13.2 numeric characters (10 digits before the decimal point and 2 digits after) – required
Input the original dollar amount of the contract. The input can equal zero for Master Agreement Contracts that are using task or work orders to authorize services and the related budget amounts. Valid formats are xx,xxx.xx or xxxxx.xx without the dollar sign ($).
Contract Type – drop-down menu – required
Select the contract type from the drop-down menu. If entering a Grant Disbursement, this field defaults to Grant Disbursement Agreement and cannot be changed. Valid selections:
- Master Agreements
- Agreements where pricing is agreed upon at the point of execution, however, services are not authorized to begin until a separate contractual document is issued (i.e., task or work orders). Examples include, surveyor contracts issued by the Department of Environmental Protection or engineering and surveying contracts issued by the Department of Transportation.
- Memorandum of Agreement/Understanding or Interagency Agreement
- Agreements where pricing is agreed upon at the point of execution, however, services are not authorized to begin until a separate contractual document is issued (i.e., task or work orders). Examples include, surveyor contracts issued by the Department of Environmental Protection or engineering and surveying contracts issued by the Department of Transportation.
- Memorandum of Agreement/Understanding or Interagency Agreement
- A two or more party agreement constructed with terms that may not be specified in law; typically between governmental entities. Both agencies involved should record the agreement in FACTS.
- Multi-Agency Participation Agreements
- Agreements where pricing is agreed upon at the point of execution, however, multiple agencies are allowed to receive the services being provided by the vendor. No separate written agreement is needed for the participating agencies to use the multi-agency contract. They would need a separate procurement document. For example, purchase order issued against a State Term Contract procured by the Department of Management Services, or purchase order issued against a court reporter contract procured by the Attorney General's Office.
- No Ceiling/Rate Agreement
- An agreement for which the total contract obligation cannot be determined until all the commodities or services are delivered such as utility agreements and task directed rate agreements.
- Revenue Agreements
- Contracts where revenue is received for goods and services provided on behalf of governmental entities. For example, contracted concessions or food services, where the contractor manages the delivery of services and charges user fees for them, and then submits commissions back to the agency.
- Settlement Agreement
- An obligation of the State or agency to expend state funds in order to discharge a debt due a person, entity or group of persons when the amount owed is in dispute pursuant to s. 17.03, F.S.
- Standard Two Party Agreements by Statute
- An agreement between two parties constructed with standard terms and conditions pursuant to applicable laws.
- Three or More Party Agreement
- An agreement between more than two parties built on standard terms and services pursuant to applicable laws.
Contract Status – drop-down menu – required
Select a status for the contract from the drop-down menu. Valid selections:
- Active
- Closed or Expired
- Deleted (for error corrections only)
- Extended
- An extended contract status indicates the agency is allowing the contractor additional time to complete the goods or services provided under the contract and only involve changes to the ending date of the contract. A contract can be extended for up to six months with all the same terms and conditions of the original agreement. Pursuant to section 60A-1.048, Florida Administrative Code, the extension must be signed prior to the original expiration date of the agreement. There can be only one extension of an agreement unless the failure to meet the terms of the agreement is due to events beyond the control of the provider of the goods or services.
- Terminated
- This status identifies contracts terminated by either party prior to the date established in the contract.
- Renewed
- A renewal is identified as an extension of a contract with additional compensation for additional goods or services (i.e., an agency asking a contractor to provide more of the goods or services purchased or required in the original contract under the same terms and conditions). Renewals must be executed prior to the expiration date of the original agreement, and must have all the same terms and conditions of the original agreement. Renewals are contingent on satisfactory performance evaluations and may be renewed for a period that may not exceed three years or the term of the original contract, whichever is longer, pursuant to section 287.058(1)(g), Florida Statutes. If the goods or services are purchased as a result of a competitive solicitation, the renewal price must be specified in the bid, proposal, or reply.
Date of Execution - 8 numeric characters – required
Input the date the contract was executed by all parties. The date must be input using the MM/DD/YYYY format and must be a valid date. The contract's execution date is the last signature date.
Date of Beginning - 8 numeric characters – required
Input the date the contractor may begin/did begin the commencement of goods or services. The date must be input using the MM/DD/YYYY format and must be a valid date. If not specified in the contract, the contract's beginning date is the date of the last signature.
Original End Date - 8 numeric characters – optional
Input the final date all goods or services must be provided under the original contract. The date must be input using the MM/DD/YYYY format and must be a valid date.
Statutory Authority – up to 60 alphanumeric characters – required
This is a free form field to record the statutory authority of the agency for procuring the specific goods or services in the contract. Input should be in the form of a numerical citation rather than verbiage. It is not intended for general authorizations such as Chapter 287 or other procurement statutes.
Contract Involves State or Federal Financial Assistance – check box – required
Indicate whether or not the contract involves the use of state or federal financial assistance. A check indicates Yes, the contract does involve the use of state or federal financial assistance. A blank indicates No, the contract does not involve the use of state or federal financial assistance. The default value is No, except for Grant Disbursements. Grant Disbursements default is Yes and cannot be changed. An input value of Yes triggers additional input requirements on the CFDA/CSFA input screens.
Do Not Publish this Contract on the FACTS Public Website – check box – optional
Indicate if the contract is not to be published to the FACTS public website. A check indicates Yes, the contract is not to be published, and prevents the contract from being published to the FACTS public website. A blank indicates No, and the contract will be published to the website. The default value is No.
Recipient Type – drop-down menu – conditionally required
If CFDA or CSFA codes are entered for the contract, select a recipient type from the drop-down menu. Valid selections:
- District School Boards
- Federal Agency
- For Profit Organization, includes Sole Proprietor
- Legislature
- Local Government
- Nonprofit Organization
- Private Universities*
- State Agency,* excluding State Universities State Community Colleges
- State Universities*
*Includes entities in or out of the State of Florida.
Agency Service Area – up to 5 alphanumeric characters – optional
Input the contract's internal districts, regions, or other geographic service area. This field is not validated.
Provide Administrative Cost – button – required
Indicate whether the contract provides for administrative costs. Select Yes or No. The default value is No.
Provide for Periodic Increase – radio button – required
Indicate whether the contract provides for increases in compensation for the vendor. Select Yes or No. The default value is No.
Periodic Increase Percentage – 6 alphanumeric characters – conditionally required
If the Provides for Periodic Increase value equals Yes, input the percentage of periodic increase to the vendor that is allowed under the contract.
Procurement Information Section
Authorized Advance Payment – radio button – required
Indicate if advance payments are authorized in the contract. If any part of the contract is authorized for an advance payment, select Yes. The default value is No.
Method of Procurement– drop-down menu – required
From the drop-down menu, select either the method of competitive procurement used for the contract or the reason a competitive procurement was not undertaken. The valid codes are listed in Appendix 1 of the user manual.
Method of Procurement Full Description – retrieved
This field automatically populates a description of the method of procurement based on the selection from the Method of Procurement drop-down menu.
State Term Contract ID – up to 50 alphanumeric characters – conditionally required
Input required if Method of Procurement value is equal to A or B. Input the specific Department of Management Services State Term contract number assigned when goods or services acquired under the contract were procured under a State Term contract.
Contract's Exemption Justification – up to 2,000 alphanumeric characters – conditionally required
Input required if an exemption code is used in the Method of Procurement field. Input the explanation for any exemptions from competitive procurement utilized for the contract.
Agency Reference Number – up to 50 alphanumeric characters – optional
Input references to competitive procurement documentations (i.e. ITN Number, Bid Number, Quote Number) issued and maintained by the agencies. Examples include the number of a Request for Proposal or Invitation to Negotiate that an agency issued to acquire services under the contract.
Business Case Study Done - radio button – required
Indicate if a business case study was done for this contract. Select Yes or No. The default value is No. Business case studies are required by section 287.0571, Florida Statutes, for any contract that will outsource an agency's services.
Business Case Date – numeric characters – conditionally required
Input required if the Business Case Study Done value equals Yes. Input the date a business case study was done for this contract. Input value must be a valid date in the MM/DD/YYYY format.
Legal Challenges to Procurement– radio button – required
Indicate if any legal challenges to the procurement of the contract arose. Select Yes or No. The default value is No.
Legal Challenge Description – 2,000 alphanumeric characters– conditionally required
Input required if the Legal Challenges to Procurement value equals Yes. Input a description of all legal challenges taken against the awarding of the contract.
Manager Information Section
Agency Manager Name – up to 31 alphanumeric characters – required
Input the agency's contract or grant disbursement manager. This field is not displayed to the public.
Phone Number – 10 alphanumeric characters – required
Input the telephone number of the agency's contract or grant disbursement manager. Valid format is 9999999999 without parentheses or dashes. This field is not displayed to the public.
E-Mail – up to 50 digits alphanumeric – required input
Input the email address of the agency's contract or grant disbursement manager. Valid format is xxxxxx@xxxxxxxxx.xxx. This field is not displayed to the public.
General Description Section
General Overview of the Contract – up to 2,000 alphanumeric characters – required
Input a general description of the contract or grant disbursement agreement that can be easily understood by the public. Agencies may also input general comments pertinent to the public regarding data reported on a specific contract.
Outsourcing/Capital Improvements Section
Was the Contracted Function Previously Performed by the State – radio button – required
Indicate if the services acquired under the contract were previously done in house by the agency. Select Yes or No. The default value is No.
Was the Contracted Function Considered for Insourcing Back to the State – radio button – required
Indicate if services acquired under the contract were considered for insourcing back to the agency. Select Yes or No. The default value is No.
Did the Vendor Make Capital Improvements on State Property – radio button – required
Indicate if the contractor made capital improvements on state property. Capital improvements are defined as improvement with a cost in excess of $1,000 and an estimated useful life in excess of one year. Select Yes or No. The default value is No.
Capital Improvement Description – up to 2,000 alphanumeric characters – conditionally required
Input is required if Did the Vendor Make Capital Improvements on State Property value equals Yes. Input a description of the capital improvements acquired under the contract.
Value of Capital Improvements – 13.2 numeric characters – conditionally required
Input is required if Did the Vendor Make Capital Improvements on State Property value equals Yes. Input the value of the capital improvements provided by the contract. Valid input formats are xx,xxx.xx or xxxxx.xx without the dollar sign ($).
Value of Unamortized Capital Improvements – 13.2 numeric characters – conditionally required
Input is required if Did the Vendor Make Capital Improvements on State Property value equals Yes. Input the amount of capital improvements acquired under the contract that have not yet been amortized. Valid input formats are xx,xxx.xx or xxxxx.xx without the dollar sign ($).
Budget Page
Budgetary Amount Section
Amount – 13.2 digits numeric – required
Used to record budgetary amounts associated with the agreement. They can be positive, negative, or zero. The default value is zero. Valid input formats are xx,xxx.xx or xxxxx.xx without the dollar sign ($).
Amount Type – radio button – required
Indicate whether the values are Recurring or Non-Recurring. Recurring budgets have been approved for current and future years. Non-recurring budgets are authorized for only one year. This information is used to classify budgetary entries for reporting purposes.
Account Code – 29 numeric characters – conditionally required
Input is required if the Amount field is not equal to zero. Input the FLAIR account code that is related to the budgetary amounts; must be valid on the FLAIR Account Description File. Valid formats are 99-99-9-999999-99999999-99-999999-99 or 9999999999999999999999999999.
Fiscal Year Effective Date – 8 numeric characters – conditionally required
Input required if the Amount field is not equal to zero. Input the fiscal year effective date of the budget; must be a valid date in MM/DD/YYYY format.
Cost Accumulator – up to 60 alphanumeric characters – optional
Used to record an assigned FLAIR Other Cost Accumulator, Grant, or Project ID code to the budgetary entry as needed. This field is not validated against FLAIR files.
Agency Amendment Reference – required – selected from a dropdown
Values used to identify and track individual contract amendments. The values are determined by the user agencies when the Change/Amendment was recorded in FACTS, cannot be duplicated.
Totals Section
Original Contract Amount – derived data
Original contract amount entered on the Add New/Edit Contract or Grant Disbursement Page.
Total Contract Amount – derived data
Total current dollar value of the contract (sum of the original contract amount and all amendment amounts entered).
Total Recurring Budgetary Amounts – derived data
Total current recurring budgetary amount of the contract (sum of all recurring budgetary amounts entered).
Total Non-Recurring Budgetary Amounts – derived data
Total current non-recurring budgetary amount of the contract (sum of all non‑recurring budgetary amounts entered).
Total Budgetary Amount – derived data
Total budgetary amount of the contract (sum of all budgetary amounts entered).
Total Unfunded Amount – derived data
The current amount of the contract that has not been funded (the contract's amendment amount less the total budgetary amount).
Vendor Information Page
VENDOR ID – 21 ALPHANUMERIC CHARACTERS – REQUIRED
Input the vendor identifier. Input values are edited against the FLAIR Statewide Vendor File, the FLAIR Accounts Receivable Customer Files, or the FLAIR Account Description File. Statewide Vendor File entries should contain both the prefix (S, F, or N), and sequence numbers for addresses. FLAIR Accounts Receivable Customer Files should include the prefix C, but no sequence numbers because the file does not contain sequence numbers. The contractor's address information will be retrieved from the FLAIR files and stored in FACTS. The FLAIR Accounts Receivable Customer File should only be used for Grant Awards and Revenue Contracts (Contract Types = GA and RA). For interagency agreements, input the first 21 digits of the FLAIR Account Code that will ultimately receive the payments. Contractor address information will not be retrieved for 21-digit account code entries, however, the name of the receiving agency will be displayed as the vendor name. Since the vendor identifier may contain social security numbers, this information will not be displayed to the public.
Name Line 1 and Line 2 – up to a total of 62 alphanumeric characters – retrieved
Name of vendor to provide services under the contract; retrieved from FLAIR Vendor Files. For mailing purposes names are divided into two 31 character fields. This information is displayed to the public.
Address – up to 60 alphanumeric characters – retrieved
Vendor’s street address; retrieved from FLAIR Vendor Files. This information is not provided when the FLAIR Account Description File is recorded in the contract's Vendor Identifier field. This information is not displayed to the public.
City – up to 30 alphanumeric characters – retrieved
Vendor’s city; retrieved from FLAIR Vendor Files. This information is not provided when the FLAIR Account Description File is recorded in the contract's Vendor Identifier field. This information is not displayed to the public.
State – 2 alphanumeric characters – retrieved
Vendor’s state; retrieved from FLAIR Vendor Files. This information is not provided when the FLAIR Account Description File is recorded in the contract's Vendor Identifier field. This information is not displayed to the public.
Zip – 10 alphanumeric characters – retrieved
This field provides the contractor's ZIP code. The information will be retrieved from the FLAIR vendor files and may not be input. This information will not be provided when the FLAIR Account Description File is recorded in the Contract's Vendor Identifier field. This information will not be displayed to the public.
Minority Vendor Designation – retrieved
This field identifies the contractor’s Minority Vendor Designation, trevied from the Statewide Vendor File, that will provide services under the contract. Valid Minority Vendor Designations are:
- African-American, Certified
- African-American, Non Certified
- Asian-American, Certified
- Asian-American, Non Certified
- Federal "8(a)" Designated Business
- Florida Veteran, Certified
- Florida Veteran, Non Certified
- Hispanic, Certified
- Hispanic, Non Certified
- Minority Business, Federal
- Native American, Certified
- Native American, Non Certified
- Non-Minority
- Non-Minority (White) Woman, Certified
- Non-Minority (White) Woman, Non Certified
- Non-Profit Organizations
- Non-Profit, Minority Board
- Non-Profit, Minority Community Served
- Non-Profit, Minority Employees
- Not Selected
Deliverables Page
Add / Edit Deliverable Section
Contract Wide Consequences – radio button – optional
Identify whether the contract carries a financial consequence that is not directly tied to a deliverable. Select Yes or No. The default value is No. If Contract Wide Consequences equals Yes, the system will generate code 99999 in the Commodity/Service Type field, Entire Contract in the Major Deliverable field, blank in the Method of Payment field, and does not require the input of data in the Performance Metrics and Financial Consequences fields on this screen. For example, termination for cause language.
Major Deliverable – 2,000 alphanumeric characters – conditionally required
This field is used to designate the types of goods or services that are being acquired under the contract. Valid input values are commodity/service codes in the DMS Commodity/Contractual Services catalog. That listing is available in My Florida Market Place and on the FACTS website, http://www.myfloridacfo.com/aadir/statewidecontractreporting.htm. Input values must be valid codes, and will be edited against the FLAIR Title file. A single type code is allowed for each contract or deliverable. This field is required unless the Contract Wide Consequences indicator = 'Yes', in which case the field will default to a value of "99999".
Commodity/Service Type – 6 alphanumeric characters – conditionally required
Input required unless the Contract Wide Consequences indicator equals Yes. Input a commodity/service code from the Department of Management Services’ Commodity/Contractual Services Catalog to designate the types of goods or services acquired under the contract. A single type code is allowed for each contract or deliverable. Input values must be valid codes and are edited against the FLAIR Title File. For a listing of available codes, visit MyFloridaMarketPlace or the FACTS website at: http://www.myfloridacfo.com/aadir/statewidecontractreporting.htm.
Method of Payment – drop-down menu – conditionally required
A selection is required unless the Commodity/Service Type field equals 99999. Select the method(s) of payment for the contract from the drop-down menu. Valid selections:
Advanced – 100% Advance
State funds advanced to vendor based on estimated cost with a reconciliation of cost at the conclusion of the contract.
Advanced - Fixed Price Unit Cost
State funds advanced based on estimated unit of service cost (e.g., unit bed cost) with a periodic reconciliation of units provided before the conclusion of the contract.
Advanced with Cost Reimbursement
State funds advanced based on estimated cost to be incurred (i.e. building rent, hourly wages, etc.) with a periodic reconciliation of incurred cost before the conclusion of the contract.
Advanced with Fixed Fee Schedule
State funds advanced based on estimated service cost (e.g. hourly rates) with a periodic reconciliation of hourly services provided before the conclusion of the contract.
Cost Reimbursement
A cost-reimbursement contract is used when an accurate estimate of the final cost cannot be determined. Cost Reimbursement contracts usually contain a not to exceed maximum.
Cost Reimbursement Plus Award Fee
Contracts having a larger estimated contract cost where the final cost cannot be accurately estimated but the contract assures the vendor a fixed award for meeting or exceeding performance targets, including any
cost savings.
Cost Reimbursement Plus Fixed Fee(s), including Fixed Price Components
A contract having a larger estimated contract cost where the final cost cannot be accurately estimated but the contract assures the vendor a profit or fixed award for meeting
or exceeding performance targets, including any cost savings.
Cost Reimbursement Plus Incentive Fee
A contract having a larger estimated contract cost where the final cost cannot be accurately estimated but the contract assures the vendor a flexible award for meeting or exceeding performance targets, including
any cost savings.
Cost Reimbursement Plus Percentage of Cost
A contract that pays rising fees as the contractor's costs increase. Since this contract type provides no incentive for the contractor to control costs, it is rarely utilized.
Fixed Fee – Unit Rate
A cost per unit of a commodity or service.
Fixed Price – Lump Sum
A contract where the amount of payment does not depend on the amount of resources or time expended. Including, a single amount paid at the completion of the contract, paid on a percent completion basis, at completion
of all services or at completion of task and at completion of defined tasks or mileposts.
No Cost
A contract resulting in no cost (no disbursements) to the agency (e.g., a Memorandum of Understanding between two agencies).
Revenue Generating
A contract resulting in revenue for the agency; basis for payment established in the agreement.
Major Deliverable Price – 13.2 numeric characters (10 digits before the decimal point and 2 digits after) – required
Input the price of each major deliverable of the contract. Zero is valid input. Valid formats are xx,xxx.xx or xxxxx.xx without the dollar sign ($).
Non Price Justification –-down list – conditionally required
A selection is required if the Major Deliverable Price field equals zero. Select a reason explaining why the value of the contract or deliverable is zero from the drop-down list. Valid selections:
- Agreement without a financial exchange or impact
- Price cannot be determined until the work has been completed
- Rate Agreement
- Revenue Generating Agreement
Source Documentation Page Reference – up to 250 alphanumeric characters – optional
Enter contract documentation page references. Page references can be entered for each contract deliverable.
Deliverable Number – up to 25 alphanumeric characters– optional
Input/assign a deliverable line value to keep the entered deliverables in the agency’s desired order in both FACTS and on the Contract Summary Form, even if modified later.
Performance Metrics – to 2,000 alphanumeric characters – conditionally required
Input required unless the Contract-wide Consequences indicator equals Yes. Input the performance metric descriptions and measurements for the goods or services to be provided. Multiple performance measures are allowed for each contract or deliverable.
Financial Consequences – up to 2,000 alphanumeric characters- conditionally required
Input required unless the Contract-wide Consequences indicator equals Yes. Input the financial consequences to the contractor for non-performance. Multiple financial consequences are allowed for each contract or deliverable.
CFDA/CSFA Page
Add / Edit CFDA Section
CFDA Code – 6 numeric characters – conditionally required
Input of either a Code of Federal Domestic Assistance (CFDA) or a Code of State Financial Assistance (CSFA) is required if the Contract Involve State field or Federal Financial Aid field indicators equal Y. Input the CFDA associated with the contract. Input values must be valid codes and will be edited against the FLAIR Title File. Multiple values may be input for each contract.
Procedures for requesting CFDA numbers:
- The agency must submit an email request to: NewAccountCode@MyFloridaCFO.com
- DFS will verify the code with the CFDA website and ensure the code does not currently existing in FLAIR.
- Once confirmed, DFS will add the new CFDA number in FLAIR and notifies the requesting agency.
CFDA listing is available on the FACTS website at: http://www.myfloridacfo.com/aadir/statewidecontractreporting.htm.
Add / Edit CSFA Section
CSFA Code – 6 numeric characters – conditionally required
Input of either a Code of State Financial Assistance (CSFA) or Code of Federal Domestic Assistance (CFDA) is required if the Contract Involve State field or Federal Financial Aid field indicators equal Y. Input the CSFA associated with the contract. Input values must be valid codes and will be edited against the FLAIR Title File. Multiple values may be input for each contract.
Procedures for requesting CSFA numbers for New State Projects:
- The agency must complete and submit the following documents for review to DFS (Teresa.Weeks@MyFloridaCFO.com):
- Florida Single Audit Act State Project Determination Checklist (DFS-A2-PD)
- Florida Single Audit Act Agency Request - New Number (DFS-A2-AR)
- Florida Single Audit Act State Project Compliance (DFS-A2-CS)
- DFS will verify that a state project has been determined on the State Project Determination Checklist and confirm budget data with both the General Appropriation Act and the legal authority provided on the request.
- Once confirmed, DFS will assign a unique CSFA number to the project, add the new CSFA number in FLAIR, and notify the requesting agency.
Contract Change Page
Add / Edit Contract Change Section
Agency Amendment Reference - 8 alphanumeric characters – required
Input a unique identifier for the contract amendment. Values are determined by the agency and are not required to be in numerical order.
Change Type – drop-down menu – required
Select the appropriate change or modification type made to the original contract. Valid selections:
- Amendment
- Amendments change the existing terms or conditions of the contract.
- Extension
- Extensions involve only changes to the ending date of the contract (i.e., the agency is giving the contractor additional time to complete the goods or services provided in the contract). Extensions can be for up to six months with all the same terms and conditions of the original agreement. The extension must be signed prior to the original expiration date of the agreement, pursuant to section 60A-1.048, Florida Administrative Code. There can be only one extension of an agreement unless the failure to meet the terms of the agreement is due to events beyond the control of the provider.
- Renewal
- Renewals are extensions of the contract dates with additional compensation for additional goods or services (i.e., the agency is asking the contractor to provide more of the goods or services that were requested in the original contract under the same terms and conditions). Renewals must be executed prior to the original expiration date of the agreement, and must have all the same terms and conditions of the original agreement. Renewals are contingent on a satisfactory performance evaluation and can be renewed for a period that may not exceed three years or the term of the original contract, whichever is longer, pursuant to section 287.058(1)(g), Florida Statutes. If the goods or services are purchased as a result of a competitive solicitation, the renewal price must be specified in the bid, proposal, or reply.
Amendment Amount – 13.2 numeric characters – required
Input the amount that is added or deducted from the contract. Zero, positive, and negative amounts are allowed. Valid formats are xx,xxx.xx or xxxxx.xx without the dollar sign ($). The amount input is used to systematically calculate the current amended amount of the contract for system purposes. All contract amendments should be recorded in the system, including amendments that do not change the dollar amount of the contract.
Amendment Effective Date – 8 numeric characters – required
Input the effective date of the contract change. Input must be a valid date in MM/DD/YYYY format.
Amendment Execution Date – 8 numeric characters – required
Input the date changes to the contract were executed. Input must be a valid date in MM/DD/YYYY format.
New Ending Date – 8 digits numeric – 8 digits numeric characters – conditionally required
Input the new contract ending date resulting from a contract extension or renewal. Input must be a valid date in MM/DD/YYYY format.
Change Description – up to 60 digits alphanumeric characters – required
Input a description of the changes made to the contract.
Upload Contract/Grant Disbursement Information
Upload File
Use the Browse button to locate the file to be uploaded. Once selected, click the Upload File button to load the file to the FACTS batch processing queue.
Note: Before using this function, review the Contract/Disbursement Agreement Batch Import File Format User Guide.
Note: Before using this function, review the Contract/Disbursement Agreement Batch Import File Format User Guide.
Add a New/Edit Grant Award Page
Main Information Section
Grant Award ID - 5 alphanumeric characters – required
Enter the individual grant award number to be used within the system for FLAIR processing purposes. Entered data will be loaded into the FLAIR and added to the FLAIR Title file, which will allow subsequent FLAIR transactions using the data. It is unique to a single grant award and cannot be duplicated within an agency. The field is required for all FACTS transactions, and is allowed on all FLAIR transactions. It is required on all FLAIR receipts transactions for the related grant awards, and will be used to retrieve receipt data by grant award for reporting on the internet.
Short Title - up to 10 alphanumeric characters – required
Input data to assist agencies with identification of grant award. Used to populate FLAIR Title Files; retrieved for reporting purposes.
Long Title - up to 60 alphanumeric characters – required
Input data to assist the public with identification of the grant award. Used to populate the FLAIR Title File; retrieved for reporting purposes.
Grant Reference Number - up to 60 alphanumeric characters – required
Input an agency unique identifier if applicable.
Description - up to 2,000 alphanumeric characters – required
Input a description of the purpose of the grant award in a manner that is meaningful to the public.
Original Grant Award Amount - 13.2 numeric characters (10 digits before the decimal point and 2 digits after) – required
Input the original amount of the grant award. The amount can be zero. Valid formats are xx,xxx.xx or xxxxx.xx without the dollar sign ($).
Date of Award - 8 numeric characters – required
Input the date of notification of award funding. Input must be a valid date in MM/DD/YYYY format.
Original Funding Start Date - 8 numeric characters – required
Input the date for obligating or expending the funds from the grant award. Input must be a valid date in MM/DD/YYYY format.
Original Funding End Date - 8 numeric characters – required
Input the date for obligating or expending the funds from the grant award. Input must be a valid date in MM/DD/YYYY format.
Grant Award Type - drop-down menu - required
Select the appropriate grant award type. Valid selections:
- Block/Formula Grant
- A sum of money granted by the Federal Government with general provisions as to the way it is spent.
- Cooperative Agreement
- An award of financial assistance that is used to enter into the same kind of relationship as a grant; and is distinguished from a grant in that it provides for substantial involvement between the federal agency and the recipient in carrying out the activity contemplated by the award.
- Discretionary Grant
- An award for which the awarding agency generally may select the recipient from among all eligible recipients, may decide to make or not make an award based on the programmatic, technical, or scientific content of an application, and can decide the amount of funding to be awarded.
- Entitlement Grant
- A government program that guarantees and provides benefits to a particular group.
- Project Grant
- Funding for specific projects; in most cases, the project has a known or fixed period.
Grant Document Number - required
The number assigned by the issuing entity for reporting purposes (e.g. Federal Grant Number).
Grant Status - drop-down menu – required
Select the Grant Award Status and the appropriate code from the drop-down menu. Valid selections:
- Anticipated Award
- Approved Award
- Closed
- Inactive for Ongoing Reporting
- Inactive Pending Property Action
Grant Federal Contact Information Section
Grant Federal Contact Name - up to 31 alphanumeric characters – optional
Input the agency's federal grant contact. This information is not displayed to the public.
Phone Number - 10 alphanumeric characters – required
Input the telephone number of the agency's federal grant contact. Valid format is 9999999999 without commas or dashes. This information is not displayed to the public.
Email - up to 50 digits alphanumeric – required input
Input the email address of the agency's contract or grant disbursement manager. Valid format is xxxxxx@xxxxxxxxx.xxx. This field is not displayed to the public.
Indirect Cost Information Section
Eligible for Indirect Cost - radio button – required
Indicate whether or not the grant is eligible for indirect cost. Select Yes if the grant is eligible for indirect cost charges. The default value is No.
Salary, Wages & Fringe - radio button – conditionally required
Input required if Eligible for Indirect Cost field equals Yes. Indicate whether the grant is eligible for salary, wages & fringe indirect charges. Select Yes if the grant is eligible for salary, wages & fringe indirect cost charges. Select No if the grant is not eligible for salary, wages & fringe indirect cost charges. The default value is N/A.
Payment to Sub-Recipient - radio button – conditionally required
Input required if Eligible for Indirect Cost field equals Yes. Indicate whether the grant is eligible for payment to sub-recipient indirect charges. Select Yes if the grant is eligible for payment to sub-recipient indirect cost charges. Select No if the grant is not eligible for payment to sub recipient indirect cost charges. The default value is N/A.
Direct Cost - radio button – conditionally required
Input required if Eligible for Indirect Cost field equals Yes. Indicate whether or not the grant is eligible for direct cost charges or not, if applicable. Select Yes if the grant is eligible for direct cost charges. Select No if the grant is not eligible for direct cost charges. The default value is N/A.
Indirect Cost Comments - 2,000 alphanumeric – optional
Free form field to record comments regarding indirect cost.
Agency Grant Manager Information Section
Agency Manger Name - up to 31 alphanumeric characters – required
Input the agency's grant manager. This information is not displayed to the public.
Phone Number - 10 alphanumeric characters – required
Input the telephone number of the agency's grant manager. Valid format is 9999999999 without parentheses or dashes. This information is not displayed to the public.
Email - up to 50 alphanumeric characters – required
Input the email address of the agency's grant manager. Valid format is xxxxxx@xxxxxxxxx.xxx. This information is not displayed to the public.
Agency Grant Fiscal Contact Information Section
Agency Grant Fiscal Contact Name - up to 31 alphanumeric characters – optional
Input the agency's grant fiscal contact. This information is not displayed to the public.
Phone Number - 10 alphanumeric characters – required
Input the telephone number of the agency's grant fiscal contact. Valid format is 9999999999 without parentheses or dashes. This information is not displayed to the public.
Email - up to 50 alphanumeric characters – required
Input the email address of the agency's grant fiscal contact. Valid format is xxxxxx@xxxxxxxxx.xxx. This information is not displayed to the public.
Grantor Information Page
Add/Edit Grantor Section
Grantor ID - 13 alphanumeric characters – required
Input identification for the entity providing the grant award. Input values will be edited against the FLAIR Statewide Vendor File only. Statewide Vendor File entries should contain both the prefix (S, F, or N), and sequence numbers for addresses. The grantor's address information will be retrieved from the FLAIR Statewide Vendor File and stored in FACTS. Since the grantor identifier may contain social security numbers, this information will not be displayed to the public.
For additional information on FLAIR Statewide Vendor File, see Chapter 5 of the FLAIR Procedures Manual at: http://www.myfloridacfo.com/aadir/enterpriseeducation/flaireducation.htm.
Name Line 1 and Line 2 - up to a total 62 alphanumeric characters – retrieved
This field identifies the grantor's name that provided the grant award; retrieved from FLAIR Vendor Files. For mailing purposes names are divided into two 31 character fields. This information is displayed to the public.
Street Address - up to 30 alphanumeric characters – retrieved
This field provides the grantor's street address. The information is retrieved from the FLAIR Statewide Vendor File and cannot be input. This information is not displayed to the public.
City - up to 30 alphanumeric characters – retrieved
This field provides the grantor's city. The information is retrieved from the FLAIR Statewide Vendor File and cannot be input.
State - 2 alphanumeric characters – retrieved
This field provides the grantor's state. The standard postal abbreviation for the state is retrieved from the FLAIR Statewide Vendor File and cannot be input.
Zip - 10 alphanumeric characters – retrieved
This field provides the grantor's state. The standard postal abbreviation for the state is retrieved from the FLAIR Statewide Vendor File and cannot be input.
Grantor Type - 2 alphanumeric characters – retrieved
This field indentifies the grantor type. The information is retrieved from the FLAIR Statewide Vendor File and cannot be input.
Valid grantor type codes:
- District School Boards
- Federal Agency
- For-Profit Organization, includes sole proprietor
- Legislature
- Local Government
- Nonprofit Organization
- State Agency*, excluding State Universities
- State Community Colleges & State Universities*
- Private Universities*
* Includes entities in or out of the State of Florida.
CFDA/CSFA Information Page
Add/Edit CFDA Section
CFDA Code - 6 numeric characters – conditionally required
Input required if the Grantor Type field equals J – Federal Agency. Input Code of Federal Domestic Assistance (CFDA) associated with this grant, if applicable. Input values must be valid codes, and are edited against the FLAIR Title File. Multiple values may be input for each grant award. CFDA listing is available on the FACTS website at: http://www.myfloridacfo.com/aadir/statewidecontractreporting.htm.
Procedures for requesting CFDA numbers:
- The agency must submit an email request to NewAccountCode@MyFloridaCFO.com.
- DFS will verify the code with the CFDA website and ensure that the code does not currently existing in FLAIR.
- Once confirmed, DFS will add the new CFDA number in FLAIR and notify the agency.
Add/Edit CSFA Section
CSFA Code - 6 numeric characters – optional
Input the Code of State Financial Assistance (CSFA) associated with this grant, if applicable. Input values must be valid codes and are edited against the FLAIR Title file. Multiple values may be input for each grant award.
Procedures for requesting CSFA numbers for new state projects:
- The Agency must complete and submit the following documents for review to DFS (Teresa.Weeks@MyFloridaCFO.com):
- Florida Single Audit Act State Project Determination Checklist (DFS-A2-PD)
- Florida Single Audit Act Agency Request - New Number (DFS-A2-AR)
- Florida Single Audit Act State Project Compliance (DFS-A2-CS)
- DFS will verify a state project has been determined on the State Project Determination Checklist and confirm budget data with both the General Appropriation Act and the legal authority provided on the request.
- Once confirmed, DFS will assign a unique CSFA number to the project, add the new CSFA number in FLAIR, and notify the agency.
Letter of Credit Page
Add/Edit Letter of Credit Section
Letter of Credit Number - up to 15 alphanumeric characters – optional
Input the reference number for the Letter of Credit associated with the grant award. This data is sent to the FLAIR Grant Information Subsystem.
Add/Edit Sub Account Section
Sub Account Number - up to 15 alphanumeric characters – optional
Input the reference number for the Letter of Credit Sub Account(s) associated with the grant award. This data is sent to the FLAIR Grant Information Subsystem. Up to 15 occurrences can be associated with a Letter of Credit.
Additional Cost Sharing information Page
Add/Edit Cost Sharing Section
Cost Sharing Source - drop-down menu – optional
Select the source of cost sharing associated with the grant award. The field default is blank. Valid selections:
- F - Federal Government
- L - Local Governments
- O - Other State Government(s)
- P - Private (profit and non-profit)
- S - State of Florida
Maintenance of Effort - radio button – conditionally required
Input required if the Cost Sharing Source field is not blank. Indicate whether or not the grant requires Maintenance of Effort. Select Yes if the grant requires Maintenance of Effort. Select No if the grant does not require Maintenance of Effort. The default value is No.
Matching - radio button – conditionally required
Input required if the Cost Sharing Source field is not blank. Indicate whether or not the grant requires Matching. Select Yes if the grant requires Matching. Select No if the grant does not require Matching. The default value is No.
In-Kind - radio button – conditionally required
Input required if the Cost Sharing Source field is not blank. Indicate whether or not the grant requires in-kind. Select Yes if the grant requires in-kind. Select No if the grant does not require in-kind. The default value is No.
Comments - 2,000 alphanumeric - optional
Free form field to record comments regarding addition cost sharing.
Add Grant Award Amendment Page
Add/Edit Grant Award Amendment Section
Agency Amendment Reference - up to 8 alphanumeric characters – required
Input the agency-assigned reference number for the grant award amendment or the Federal Modification Number. This data not sent to the FLAIR Grant Information Subsystem.
Amendment Effective Date - 8 numeric characters – required
Input the effective date of the grant award change. Input must be a valid date in MM/DD/YYYY format.
Amendment Amount - 13.2 numeric characters (10 digits before the decimal point and 2 after) – required
Input the amounts added or deducted from the grant award. Valid input is zero and positive or negative numbers in xx,xxx.xx or xxxxx.xx without the dollar sign ($). Input amounts are used to systematically calculate the current amended amount of the grant award for system purposes. All grant award amendments should be recorded in the system, including amendments that do not change the dollar amount of the grant award.
Revised Funding Start Date - 8 numeric characters – required
Input the date changes to the contract were executed. Input must be a valid date in MM/DD/YYYY format.
Revised Funding End Date - 8 numeric characters – required
Input the new contract ending date resulting from a contract extension or renewal. Input must be a valid date in MM/DD/YYYY format.
Amendment Order - up to 9 alphanumeric characters – optional
Use this field to order the amendments displayed.
Change Description - up to 60 alphanumeric characters – required
Input a description of the changes to the grant award.
Associated Agreement Information Page
Add/Edit Associated Agreement Section
Agreement Type - radio button – conditionally required
Entry required if the agreement is to be associated. Select Contract/Grant Disbursement if the associated agreement is a contract/grant disbursement or Grant Award if the associated agreement is a grant award. The field defaults to Contract/Grant Disbursement.
Agency - drop-down menu – conditionally required
Input required if the agreement is to be associated. Select the agency associated with the agreement from the drop-down menu (all agencies using FACTS are listed in the menu).
Contract ID/Grant Award ID - direct input or selected from listing of selected agency contracts or grant awards – conditionally required
Input required if the agreement is to be associated. Input the contract or grant award ID associated with the agreement. If the Agreement Type field equals Contract/Grant Disbursement, a contract ID is required. If the Agreement Type field equals Grant Award, a grant ID is required. A search is available for both valid contract and grant award IDs used in FACTS per agency.
Upload Grant Award Information Page
Select File - browse for the file on a computer or network – required
Use the Browse button to locate the file to be uploaded on computer or agency network. Once found, click the Upload File button to load the file to the FACTS batch processing queue.
Review the Instruction and Excel Format hyperlinks before using this function located at http://www.myfloridacfo.com/Division/AA/Manuals/default.htm.