Award identity
Federal agency, award number, UEI, Assistance Listing and other award identifiers belong to the award record—not hard-coded fallbacks in a reporting form.
Federal base layer
Model the award before you model the form.
A federal report is only trustworthy when the underlying award period, recipient identity, accounting basis and cost rules are explicit.
Period of performance
Project/grant period and report-period end remain distinct so SF-425 fields can reflect the award rather than borrowing unrelated program dates.
Basis of accounting
Cash or accrual basis can be recorded per award where the reporting requirement depends on it instead of being assumed globally.
Indirect method
NICRA, de minimis and award-specific methods are represented as configured rules. Base definitions such as MTDC matter just as much as the percentage.
Reconciliation
Report totals should reconcile back to approved financial activity before a federal output is treated as ready.
Historical reproducibility
Reports retain the relevant configuration and rule context so an old report does not silently change when a future rule version is introduced.
Current federal workflows
HHS and DOJ/OJP are the first shared federal reporting packs.
Prove It is expanding federal support from reusable primitives rather than creating one-off agency code. Support depth is shown explicitly.
SF-425 v3.0
A common federal reporting path handles award identity, reporting dates, cumulative financial data, reconciliation and durable audit metadata. Award-specific requirements still control readiness.
HHS SF-425 resource →HHS
Generic HHS federal reporting is being separated from Head Start-specific requirements so Head Start match, administrative limits and PIR obligations are not treated as universal HHS rules.
HHS / Head Start resources →DOJ / OJP
DOJ/OJP reporting uses the same federal award model with agency-specific reporting rules layered on top, including its verified quarterly reporting calendar where applicable.
DOJ/OJP resources →Important: Prove It does not assume that every federal award follows the same reporting schedule, indirect-cost treatment or closeout rule. Award terms and verified agency rules take priority, and missing requirements are surfaced instead of guessed.
SF-425 workflow
The form is the last step—not the first.
Configure
Record the award agency, identifiers, period of performance, report period and accounting basis.
Accumulate
Collect eligible payroll, expenses and indirect costs using the award’s configured financial period and method.
Reconcile
Compare report totals to approved source activity and block unexplained mismatches or missing critical setup.
Generate & audit
Produce the report and retain the event, reporting period, method and reconciliation context for later review.
Uniform Guidance mindset
One federal framework, many award-specific decisions.
Uniform Guidance provides a common foundation, but agencies and awards can add requirements. Prove It’s architecture follows a hierarchy rather than flattening everything into one generic rule set.
1Federal regulation2Agency rules3State/local pass-through4Funder requirements5Award terms6Organization configuration
What is not automatic
Federal reporting still requires judgment where the award requires judgment.
Does Prove It decide whether every cost is allowable?
No. Verified rules can identify documented restrictions and required checks, but allowability can depend on award terms, prior approval and facts outside a transaction record. Unknown items should be escalated rather than declared allowable by default.
Does Prove It submit SF-425s to the government?
The product prepares and audits the reporting workflow. A human remains responsible for review and submission through the applicable government system.
Is Head Start the same as generic HHS?
No. Head Start has program-specific requirements that should not be treated as universal HHS rules. Prove It is separating that program pack from the shared HHS federal layer.
Can award terms override the default agency rule?
Yes. The architecture is designed so an award-specific configuration can narrow or override generic defaults where the documented award terms require it.
Managing federal and local funding in the same finance team?
That is the problem Prove It is built for: one canonical financial workflow with different rules and outputs layered by award and funder.