Comptroller Fiscal Year Memo Letter Head


To:Legislative Leadership, Judicial Branch Administrators, Elected Officials, Secretariats, Department Heads, Chief Fiscal Officers, General Counsels and Payroll Directors
From:Martin J. Benison, Comptroller
Date:May 20, 2009
Re:ARRA Federal Grant Set-Up Information

Comptroller Memo
# FY2009-33


Executive Summary

The American Recovery and Reinvestment Act of 2009 ("ARRA" or "Stimulus funds"), includes unprecedented levels of reporting and transparency requirements. To address these requirements, CTR has strategized the usage of existing MMARS coding options to minimize the changes departments will encounter.

This document is an Addendum to Policies and Procedures for Establishing a Federal Grant in MMARS dated November 1, 2006. All of the information contained in the Policies and Procedures for Establishing a Federal Grant in MMARS (dated November 1, 2006) are accurate and should be followed. This Addendum will outline the additional requirements for establishing ARRA federal grants on MMARS.

CTR has created a new form called The American Recovery and Reinvestment Act Federal Grant Set-up form that must be submitted with the New Grant (Non-ISA) Set Up Form for all ARRA awards. Both forms are located on the CTR website on the following page: Federal Grant Forms.

The specific reporting elements and supporting instructions are listed below:

ARRA Number


Reporting Element Name





Awarding Federal agency and Organizational Element to Which Report is Submitted

Provide the name of the awarding Federal agency and organizational element identified in the award document or otherwise instructed by the agency. The organizational element is a sub-agency within an awarding Federal agency.


Federal Grant or Other Identifying Number assigned by the awarding Federal agency

Provide the grant/award number contained in the award document.


DUNS Number

Provide the DUNS # on the award letter. This should be the number the Commonwealth Department used when submitting the original grant application.



Provide the recipient organization's Employer Identification Number (EIN) provided by the Internal Revenue Service (this should be the Commonwealth's EIN, 046002284.


Recipient Organization

Provide the legal name and address of the Commonwealth Department, to whom the grant award has been made.


Recipient Account Number or Account Number

Provide the account number or any other identifying number assigned by the recipient to the award. This number is strictly for the recipient's use only and is not required by the awarding Federal agency; this should be the Program Code you will utilize.


Project/Grant Period

Indicate the project/grant period established in the award document during which federal sponsorship begins and ends. Note: some agencies award multi-year grants for a project/grant period (e.g., 5 years) that are funded in increments known as budget periods or funding periods. These are typically annual increments. Please provide the total project/grant period, not the individual budget period or funding period.


Name of Project or Activity

If the grant award is a formula grant and not confined to a specific project, provide a descriptive title that that captures the general focus area e.g. "community service".

If the grant award is a project grant, the funding is for fixed periods or specific projects e.g. training grants, demonstration grants, planning or technical assistance grants, as well as construction grants then provide a descriptive title specific to that project for each project funded from the award.

Information remitted on this form will be stored in MMARS and be included in the required transparency reporting for both the Commonwealth as well as the federal government

Please contact Kevin Moran at 617-973-2606 if you have questions regarding this requirement.



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