FSRS Contract Batch Upload User Guide
Last Updated: March 9, 2022
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 2
Revision Sheet
Document Number
Date
Revision Description
1.0
06/28/2011
Initial version
1.1
06/29/2011
Added Error List as Appendix C
1.2
07/10/2013
Update for Batch Upload Process changes
1.3
12/02/2013
Update for Zip Code/Congressional District
changes
1.4
1/23/15
Updated Instructions; added table of contents
1.5
3/9/22
Change DUNS to UEI (SAM)
FSRS Contracts Quick Reference Guide
March 9, 2022
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Table of Contents
How to Successfully Complete a Batch Upload............................................................................................. 4
Task 1 – Create a Batch Upload File .............................................................................................................. 5
Batch Upload Template Data Dictionary .................................................................................................. 9
Task 2 – Submit a Batch Upload File ........................................................................................................... 19
Task 3 – Re-open a Submitted Report to Edit Using Batch Upload ............................................................ 22
Task 3(Optional) – Re-open a Submitted Report to Edit Manually ............................................................. 23
Managing Congressional District Errors ...................................................................................................... 29
Appendix A - FFATA (Contracts) Excel Template Format Table .................................................................. 36
Appendix B – FSRS Country Name Table ..................................................................................................... 40
Appendix C – Batch Upload Error Messages ............................................................................................... 43
FSRS Contracts Quick Reference Guide
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How to Successfully Complete a Batch Upload
• This quick reference guide pertains to:
Instructions on how to create, submit, and correct errors when using the batch
upload process to submit sub-award reports in FSRS. This module will provide step-
by-step guidance outlining the necessary actions required to successfully
accomplish this process in the system. This module addresses the data elements
specific to the contracts sub-award reporting requirements.
• Who should be using this tutorial?
Prime awardees responsible for submitting FFATA sub-award reports on behalf of
their organization.
• Why is this tutorial important?
Prime awardees are required to submit their sub-award data using FSRS. If an
awardee wants to submit sub-award reports for more than one contract or grant at
a time, they can use the FSRS batch upload process or establish an XML web
service with FSRS. The batch upload functionality allows organizations to submit
sub-award activity for more than one award at a time. When more than 150 records
are submitted via the batch upload functionality, FSRS takes this submission offline
to prevent session timeout errors. This tutorial is designed to navigate the user
seamlessly through the batch upload process and to provide useful tips on managing
these reports.
• How long will this tutorial take me?
This tutorial will take approximately twenty (20) minutes to review. However, when a
user is actually processing sub-award reports, it may take longer depending on the
number of reports being submitted at a time. The data for each report being
submitted must be manually entered on the excel spreadsheet created for that
submission.
• What is the expected outcome of this process?
Upon completing this process, the user will understand the batch upload process
and how to submit sub-award reports using this method.
• How does this module fit into the overall FSRS business process?
The user will understand the details and functionality of how to create, submit and
manage sub-award reports using the batch upload process described in this section.
This module assumes the user has registered in FSRS and knows how to log into
the system.
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Task 1 – Create a Batch Upload File
1. Log into the system at FSRS.gov as an Awardee.
2. On the FSRS home page, select the [Create/Review Reports] navigation link.
• Screen will advance to the next step of the process
3. A drop down menu will appear.
4. Select [Batch Upload Reports].
• The system automatically advances to the Batch Upload Reports screen.
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5. On-screen instructions are provided to the user on how to prepare a report submission
using either an Excel template or an XML template.
6. To prepare a Batch Upload using the Excel template, you must first download the
appropriate FFATA Excel Template:
a. Under the Templates heading in the instructions box, place cursor on the link for
either View FFATA (Contracts) Excel Template or View FFATA (Grants) Excel
Template and click on your choice. For this module, select the contracts template.
b. A file download message box will appear asking “Do you want to open or save this
file?”
c. Select [Open]
• The system will open an Excel spreadsheet in a new window.
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7. Once the Excel spreadsheet opens, you must follow these instructions in order to
successfully submit your sub-award data to FSRS using the batch upload method:
a. Delete all the sample data except for the Column Headers in Row 1.
b. Begin entering your sub-award data by prime award number, i.e. Contract Number.
Remember, the system processes the data submitted by month and by prime award
number. An FSRS sub-award report consists of all sub-awards made against a given
prime award in a given month. You cannot submit more than one sub-award report
for a given prime award in a given month. This is easy to see in the on-line web user
interface but harder to envision using the Batch Upload template. Note: Read the
information contained in the following Table regarding the Additional
Subawardee Row field.
c. The Batch Upload template assumes a familiarity with the required data elements in
FSRS. In the FFATA (Contracts) Excel template, Columns B-O refer to your prime
contract award information, while Columns P-AA refer to information about the sub-
award your organization made against the prime award. You can reference the data
format table at the end of this guide for the specifics, but here are general tips for
each column by header label:
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Batch Upload Template Data Dictionary
Column
Header
Note
Your Action
ID
ID field refers to the URL ID assigned to each
sub-award report when it has been submitted.
This is a unique identifier and will allow you to
make edits to the sub-award report. These edits
will overwrite the previous data. When
submitting edits ensure all the data is both
complete and correct, i.e. every field that is
required contains the correct information. This
function can only be used if the report has been
“Reopened for edits” within FSRS.
The URL ID is found at the end of the URL
following the id= marker. For example, if the URL
for your sub-award report is: https://fsrs-
test.symplicity.com/index?s=manager_grants&_
mode=_form&id=5a5f27d792a755d7d068f91e1a
ce900a, the URL ID is:
5a5f27d792a755d7d068f91e1ace900a
This field should
be left blank
unless you are
resubmitting
edits for a
previously
submitted sub-
award report.
Additional
Subcontractor
Row
The first row for any sub-award report should
always be marked “No” as this is the beginning
of the sub-award report, i.e. this row contains the
data for the first sub-subcontract for this prime
award. If you have more than one sub-contractor
in your report, each additional row entered after
the first row should have the “Additional
Subcontractor Row” marked as “Yes”. If you
enter information for more than one prime award,
Mark the first
sub-award row
“No” and any
additional sub-
award rows
“Yes.”
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Column
Header
Note
Your Action
you tell the system to start a new sub-award
report by entering “No” for the first sub-award
row in the new sub-award report.
Contract #
This should match the Award ID for your contract
as reported in the Federal Procurement Data
System (FPDS).
If this is a Task Order, enter the Task Order
number in the Contract Number field, and enter
the contract number which matches the
Enter the
Contract
Number, or if
applicable, the
Task Order
Number then
the Reference
IDV Reference
#
Reference IDV field in FPDS into the IDV
Reference # field.
IDV Number.
Subcontract
Award Month
This field should reflect the Reporting Month of
the report being submitted. Use two digit
numbers for the month:
01 - January;
02 - February;
03 - March;
04 - April;
05 - May;
06 - June;
07 - July;
08 - August;
09 - September;
10 - October;
11 - November;
12 – December
Enter the two
digit month
value.
Subcontract
Award Year
This field should reflect the Reporting Year of the
report being submitted.
Enter the four
digit year value.
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Column
Header
Note
Your Action
POP City
This field should reflect the city in which the
prime award place of performance occurs.
Enter the name
of the city.
POP State
This field should reflect the state in which the
prime award place of performance occurs.
If the POP is a foreign location, enter ‘Non-US.’
Enter the two-
digit state
abbreviation or
‘Non-US’ for a
foreign location.
POP Zip+4
This field should reflect the ZIP+4 in which the
prime award place of performance occurs. This
MUST be a 9 digit zip code. This field
populates the Congressional District for the
POP and must be completed so that the
report will not be rejected. If your report is
rejected for ZIP+4, recheck that your 9 digit
zip code is correct. You can go to
www.house.gov and enter the 9 digit zip code
into their zip code search field on the
homepage and if it is valid it will return a
Congressional District. If it returns a
Congressional District and you still received
this warning contact the Federal Service
Desk (www.fsd.gov) for support.
Enter the nine
digit zip code.
(Not required if
‘non-US’ is
entered for
state.)
POP Country
This field should reflect the country in which the
prime award place of performance occurs.
If you plan to enter anything other than "US" or
"United States" as a country value, you must
enter "Non-US" for the corresponding State
value. By entering "Non-US" as the State value,
the Zip+4 and Congressional District become
Enter the valid
Country name.
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Column
Header
Note
Your Action
non-required fields.
Refer to "Appendix B - FSRS Country List" at the
end of this document for acceptable country
values. The country name must be entered
exactly as shown in Appendix B.
Treasury
Symbol
The Treasury Account Symbol associated with
the prime contract award can be found on FPDS
under Contract Record or you can contact the
Contracting Officer to request the TAS. Be sure
to include any dashes when entering the symbol
value into this field on the spreadsheet.
Enter the
Treasury
Account
Symbol.
Program Title
This is not a required field. Enter the program
title for the prime contract award if you have it, or
confirm the value exists in FPDS.
Compensation
Q1
Answer the question,” In your business or
organization's preceding completed fiscal year,
did your business or organization (the legal entity
to which this specific SAM record, represented
by a UNIQUE ENTITY ID (SAM) number,
belongs) receive (1) 80 percent or more of your
annual gross revenues in U.S. federal contracts,
subcontracts, loans, grants, subgrants, and/or
cooperative agreements; and (2) $25,000,000 or
more in annual gross revenues from U.S. federal
contracts, subcontracts, loans, grants,
subgrants, and/or cooperative agreements?”
Enter ‘Yes’ or
‘No.’
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Column
Header
Note
Your Action
If you respond ‘Yes,’ you must provide a
response to Compensation Q2.
Compensation
Q2
Answer the question, “Does the public have
access to information about the compensation of
the executives in your business or organization
(the legal entity to which this specific SAM
record, represented by a UNIQUE ENTITY ID
(SAM) number, belongs) through periodic reports
filed under section 13(a) or 15(d) of the
Securities Exchange Act of 1934 (15 U.S.C.
78m(a), 78o(d)) or
section 6104 of the Internal Revenue Code of
1986?”
You only need to answer this if you responded
‘Yes’ to Compensation Q1. Answer ‘Yes’ or ‘No.’
If you answer ‘Yes,’ you do not have to provide
additional information.
If you answer ‘No,’ you must provide the names
and amounts of the five most highly
compensated executives of your organization.
Enter ‘Yes’ or
‘No.’
Top Employer
Compensation
If you answered ‘No’ to Compensation Q2, then
provide the name and total compensation for the
five (5) most highly compensated executives in
your business or organization (the legal entity to
which this UNIQUE ENTITY ID (SAM) number is
assigned). Enter the five names as a text string
with the name and
total compensation separated by a colon and
Enter the five
names as a text
string with the
name and total
compensation
separated by a
colon and each
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Column
Header
Note
Your Action
each executive separated by a semicolon.
Name1:Amount1;Name2:Amount2;Name3:Amou
nt3;Name4:Amount4;Name5:Amount5
i.e. John Doe:1000000;Mary Smith:950000;Eric
Jones:800000;Todd Smith:600000;Sally
Shoes:500000
entry separated
by a semicolon.
Sub UNIQUE
ENTITY ID
(SAM)#
Enter the twelve (12) character UNIQUE ENTITY
ID (SAM) alpha-numeric string for the
sub-contractor.
NOTE: Make sure this column is set as a text
field so any UNIQUE ENTITY ID (SAM)
numbers beginning with zero maintain their
leading zeros when the file is later converted to a
.csv file.
Enter the twelve
character
UNIQUE ENTITY
ID (SAM) alpha-
numeric string.
Sub POP City
This field should reflect the city in which the sub-
contract place of performance occurs.
Enter the name
of the city.
Sub POP
State
This field should reflect the state in which the
sub-contract place of performance occurs.
Enter the two-
digit state
abbreviation or
‘Non-US’ for a
foreign location.
Sub POP
ZIP+4
This field should reflect the ZIP+4 in which the
sub-contract place of performance occurs. This
MUST be a nine (9) digit zip code. This field
Enter the nine
digit zip code.
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Column
Header
Note
Your Action
populates the Congressional District for the
POP and must be completed so that the
report will not be rejected. If your report is
rejected for ZIP+4, recheck that your 9 digit
zip code is correct. You can go to
www.house.gov and enter the 9 digit zip code
into their zip code search field on the
homepage and if it is valid it will return a
Congressional District. If it returns a
Congressional District and you still received
this warning contact the Federal Service
Desk (www.fsd.gov) for support.
(Not required if
‘non-US’ is
entered for
state.)
Sub POP
Country
This field should reflect the country in which the
sub-contract place of performance occurs.
If you plan to enter anything other than "US" or
"United States" as a country value, you must
enter "Non-US" for the corresponding State
value. By entering "Non-US" as the State value,
the Zip+4 and Congressional District become
non-required fields.
Refer to "Appendix B - FSRS Country List" at the
end of this document for acceptable country
values. The country name must be entered
exactly as shown in Appendix B.
Enter the valid
Country name.
Sub Amount
This field reflects the amount of the sub-contract
your organization made to this sub-contractor.
Enter the sub-
contract
amount.
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Column
Header
Note
Your Action
Subcontract
Date
This is the date the sub-contract was made in
YYYY-MM-DD format. Please note, this field
must be formatted as a text field for the date
formatting to be retained when the file is
converted to a .csv file.
Enter the date.
Sub Overall
Description
Provide a concise, narrative description of the
sub-contract’s purpose. Please note, as with all
information provided in FSRS about your
contract sub-award, this will be displayed to the
public on USAspending.gov, so be clear and
complete.
Enter the project
description.
Subcontract
Number
This field represents the sub-contract number
your organization gave to this sub-contract.
Enter the
number.
Sub
Compensation
Q1
Answer the question, “As provided to you by
your sub-contractor, in your sub-contractor's
business or organization's preceding completed
fiscal year, did its business or organization (the
legal entity to which the UNIQUE ENTITY ID
(SAM) number it provided belongs) receive (1)
80 percent or more of its annual gross revenues
in U.S. federal contracts, subcontracts, loans,
grants, subgrants, and/or cooperative
agreements; and
(2) $25,000,000 or more in annual gross
revenues from U.S. federal contracts,
subcontracts, loans, grants, subgrants, and/or
cooperative agreements?”
If you respond ‘Yes,’ you must provide a
response to Sub Compensation Q2.
Enter ‘Yes’ or
‘No.’
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Column
Header
Note
Your Action
Sub
Compensation
Q2
Answer the question, “As provided to you by
your sub- contractor, does the public have
access to information about the compensation of
the executives in the sub- contractor's business
or organization (the legal entity to which the
UNIQUE ENTITY ID (SAM) number it provided
belongs) through periodic reports filed under
section 13(a) or 15(d) of the Securities Exchange
Act of 1934 (15
U.S.C. 78m(a), 78o(d)) or section 6104 of the
Internal Revenue Code of 1986?”
You only need to answer this if you responded
‘Yes’ to Sub Compensation Q1. Answer ‘Yes’ or
‘No.’
If you answer ‘Yes,’ you do not have to provide
additional information.
If you answer ‘No,’ you must provide the names
and amounts of the five most highly
compensated executives of the sub-contractor’s
organization.
Enter ‘Yes’ or
‘No.’
Sub Top
Employer
Compensation
If you answered ‘No’ to Sub Compensation Q2,
then provide the name and total compensation
for the five (5) most highly compensated
executives in the sub-contractor’s business or
organization (the legal entity to which this
UNIQUE ENTITY ID (SAM) number is assigned).
Enter the five names as a text string with the
name and total compensation
separated by a colon and each executive
Enter the five
names as a text
string with the
name and total
compensation
separated by a
colon and each
entry separated
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Column
Header
Note
Your Action
separated by a semicolon.
Name1:Amount1;Name2:Amount2;Name3:Amou
nt3;Name4:Amount4;Name5:Amount5
i.e. John Doe:1000000;Mary Smith:950000;Eric
Jones:800000;Todd Smith:600000;Sally
Shoes:500000
by a semicolon.
d. Once you have entered all required data about your sub-contracts, and checked the
spreadsheet for accuracy, save a copy of the file in its Excel format so you have this
available to make any changes should the report be rejected or require updating.
e. Next, save another copy of the file using the Save As option:
• Tip: When naming your file, we suggest including the reporting month/year
within the file name to easily identify the file in the future.
• Save as type CSV Comma Delimited (.csv) or Tab Delimited.
• Close the file, you will be prompted to save changes again, click No and the
file will be closed.
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Task 2 – Submit a Batch Upload File
1. Within FSRS, go back to the Batch Upload Reports screen and fill in the correct Report
Upload Settings:
a. Report Type: FFATA Reports (Contracts)
b. Template: Excel (CSV/Tab Delimited)
c. Delimiter: Comma Separated(CSV) or Tab Delimited
d. Data File: Click [Browse] and navigate to your .csv file to upload. Select it.
e. Click the [Upload Reports] button.
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2. Once you have clicked the [Upload Reports] button the system will begin to extract the
data from the CSV file and begin checking the data across multiple resources for
accuracy. For further information on this please refer to the Data Definitions Document
for Contracts found on the Resources Page of the FSRS System. Note: Do not attempt
to process your upload again until after you have received an email from the
system regarding the success or failure of the upload. Uploading the file again
before the first has processed can create a duplicate report and double the
subaward values reported to USAspending.gov.
A. Reports of Less than 150 Rows: Once the system has finished processing the CSV
file, you will see a box to the right that shows how many rows were uploaded into the
system. If you had multiple sub-award reports within the same batch upload the
successfully uploaded report(s) and the failed report(s) will be identified in the Upload
Output message.
Note: Sub-award reports fail if a single subawardee record is incorrect
or missing data within a sub-award report.
Upload Output for Small Batch Upload Reports (less than 150 rows)
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B. Reports of More than 150 Rows: Once the system has finished processing the CSV
file, you will receive an email stating how many rows were uploaded into the system.
If you had multiple sub-award reports within the same batch upload the successfully
uploaded report(s) will display and the failed report(s) will be identified in your email
notification.
Note: Sub-award reports fail if a single subawardee record is incorrect
or missing data within a sub-award report.
Upload Output for Large Batch Upload Reports (more than 150 rows)
The system will send you an email notification with an Error Report link which can be
viewed and it will show exactly which rows were not uploaded and what error stopped
the upload for each row. See Appendix C for an explanation of potential errors.
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Task 3 – Re-open a Submitted Report to Edit Using Batch Upload
1.
Log into FSRS and go to Create/Review Reports: FFATA Reports.
2.
Locate and view the FFATA sub-award report that was uploaded via batch upload.
3.
Locate the URL ID assigned to the report. It is the data string following &id= in the URL
of the reopened report. NOTE: If you reopen to edit the report before obtaining the
report ID from the URL you may not be able to obtain the ID. You would need to
return to the List page for reports, and then view the Reopened report to obtain
the ID.
For example:
URL:
https://fsrs-
test.symplicity.com/index?s=ffata_reports&_mode=_form&_tab=core&_do_edit=1&repor
t_step=4&id=296aee6aa7ffb8b0f583063c80ed57a3
URL ID: 296aee6aa7ffb8b0f583063c80ed57a3
4.
Select the [Reopen to Edit Report] button on the upper right of the screen.
5.
Repeat Step 2 & 3 for all the Prime Contract Numbers in your batch upload spreadsheet
that you want to edit via batch upload
6.
Go to the Batch Upload screen.
7.
Follow the instructions for Creating a Batch Upload above (see Task 1). Do not forget to
put the URL ID in the ID field for each report.
8.
Submit the new Batch Upload file following the instructions for Submitting a Batch
Upload above (Task 2).
9.
If it passes the validation checks inherent in the system, this data will overwrite the
existing reports and be sent to USAspending in the next nightly update.
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Task 3(Optional) – Re-open a Submitted Report to Edit Manually
1.
Log into FSRS and go to Create/Review Reports: FFATA Reports.
2.
On the FFATA Reports page, click the View icon next to the report you uploaded.
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3.
The system will display the report’s Prime Award Details page, click Continue at the bottom
of the page or click on Step 5: Subawardee Data.
4.
On the Subawardee Data page an information box is provided with the URL ID needed to
perform a batch upload should you choose to process an updated batch upload for the
report instead of modifying the subawardee records manually.
5.
To manually modify your report click on the Edit Subawardee Data Manually button. Clicking
the View Subawardee Data button will display the subawardee records in view mode only, to
perform edits you must reopen the report using the Edit Subawardee Data Manually button
or the Reopen to Edit button.
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6.
The Subawardee Data screen will refresh and display each of the subawardees from the
batch upload report in the order that they were entered in the batch upload csv file.
7.
There are three key features to the Subawardee Data page.
a. Search Filters: This will allow you to locate a single UNIQUE ENTITY ID (SAM)
within the report, search can be conducted on UNIQUE ENTITY ID (SAM) or
Subcontractor name. Click on the title Search Filters to display the Search Field.
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b. Edit button (Options Column): This will allow you to modify the individual subawardee
data. Once you have completed your edits click the Save & Go Back button to save
your changes to the record and return to the Subawardee List page.
c. Add Subawardee button: This will allow you to add an additional subcontractor to
your existing report.
Enter the subrecipient UNIQUE ENTITY ID (SAM) number in to the Subcontractor
UNIQUE ENTITY ID (SAM) fields and click the Fetch UNIQUE ENTITY ID (SAM)
button.
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Once you have completed the required fields for the new subawardee click the Save
& Go Back button to save the new Subcontractor record to the report. Note: If you
add records manually, be sure to also add it to your Batch Upload XLS file in
case you decide to upload a modified report in the future.
Repeat this process as many times as needed to add additional subawardees to
your report.
8.
Once you have completed your manual edits to the report click the Continue button at the
bottom of the Subawardee Data page.
9.
After clicking Continue you will be provided with information regarding the data being
transmitted to USAspending.gov once you have submitted your report.
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10.
Click Submit if you are ready to submit report or you can continue to review your data until
you are satisfied with its accuracy. Once you have submitted your report the following notice
will display.
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Managing Congressional District Errors
FSRS allows for the manual input of a Congressional District when a valid Zip+4 is
unavailable. You will still need to manually remove any records with a missing/invalid Zip+4
prior to submitting them via the Batch Upload module. You will then have to reopen your
Batch Upload report and manually enter the subawardees whose Zip+4s were
invalid. FSRS will NOT retain manually entered Congressional District information beyond
the uploaded report for future use.
To submit a report for a Subawardee with an invalid Zip+4, the Prime should follow these
steps:
1.
Log into FSRS and go to Create/Review Reports: FFATA Reports.
2.
On the FFATA Reports page, click the View icon next to the report you uploaded.
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3.
The system will display the report’s Prime Award Details page, click Continue at the
bottom of the page or click on Step 5: Subawardee Data.
4.
On the Subawardee Data page an information box is provided with the URL ID needed
to perform a batch upload should you choose to process an updated batch upload for
the report instead of modifying the subawardee records manually.
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5.
To manually modify your report click on the Edit Subawardee Data Manually button.
Clicking the View Subawardee Data button will display the subawardee records in view
mode. To perform edits, you must reopen the report using the Edit Subawardee Data
Manually button or the Reopen to Edit button.
6.
The Subawardee Data screen will refresh and display each of the subawardees from the
batch upload report in the order that they were entered in the batch upload csv file.
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7.
Add Subawardee button: This will allow you to add an additional subcontractor to your
existing report.
Enter the subrecipient UNIQUE ENTITY ID (SAM) number in to the Subcontractor
UNIQUE ENTITY ID (SAM) fields and click the Fetch UNIQUE ENTITY ID (SAM)
button.
a.
If a valid Zip+4 is not available for the **physical address**, you will be prompted
to manually enter a 2-digit Congressional District
b.
Manually enter the **place of performance**, including the relevant Zip+4
information if available. Note: If a valid Zip+4 is not available for the place of
performance, you must save the report and then manually enter a 2-digit
Congressional District.
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 33
Repeat this process as many times as needed to add additional subawardees to
your report.
8.
Once you have completed your manual edits to the report click the Continue button at
the bottom of the Subawardee Data page.
9.
clicking Continue you will be provided with information regarding the data being
transmitted to USAspending.gov once you have submitted your report.
A
f
t
e
r
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 34
or
your report the following notice will display.
10. Click
Submit if you
are ready to
submit report
you can
continue to
review your
data until you
are satisfied
with its
accuracy.
Once you
have
submitted
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 35
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 36
Appendix A - FFATA (Contracts) Excel Template Format Table
Header Name
Field Format
Data Format
Required
Description
CONTRACTS
ID
1
Text
See Footnote 1
No
See Footnote 1
Additional
Subcontractor Row
General
Yes/No
Yes
Enter No to begin the
sub-award report and
Yes for each row
created to add
additional
subcontractor
information to that
Contract Sub-award
Report
Contract Number
General
04000B178L45E1
Yes
Contract number
assigned by the
Federal awarding
agency; becomes task
order number if this is
a report for a Task
Order on a Contract
IDV Reference
Number
Text
0004
Yes, but
only if
contract is a
Task Order
Reflects Contract
Number is this report
is for a Task Order on
a Contract
Subcontract Month
General
Jan – 01
Feb – 02
Mar – 03
April – 04
Yes
The month of the
reporting period
1
The ID field refers to the URL ID assigned to each submitted sub-award report. This is a unique identifier and will allow you to
make edits to a previously submitted report. These edits will overwrite the data so ensure all of the data is complete and every field
that is required contains the correct information. This function can only be used if the report has been “Reopened to Edit.”
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 37
May – 05
June – 06
July – 07
Aug – 08
Sept – 09
Oct – 10
Nov – 11
Dec – 12
Subcontract Award
Year
General
2011
Yes
Year of the reporting
period
POP City
General
Arlington
Yes
POP State
General
VA
Yes
POP Zip +4
Text
222090000
Yes
No dashes
POP Country
General
US
Yes
See Appendix B
Treasury Symbol
Text
12-3456
The first six (6) digits
of the Treasury
Account Symbol are
required
Program Title
Text
No
Program or Project
Title
Compensation Q1
Text
Yes/No
Yes
If “Yes” you must
answer Q2
Compensation Q2
Text
Yes/No
Conditional
Conditional, must
answer if “Yes” is
selected on Q1 above
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 38
Top Employer
Compensation
Text
Name:Amount;
Ex: John Doe:1000000;Mary
Smith:950000;Eric
Jones:800000;Todd
Smith:600000;Sally
Shoes:500000
Yes
Names and total
compensation of the
Top 5 highly
compensated officials
of the prime awardee
organization
Sub Unique Entity
ID (SAM) #
Text
987654321
Yes
Sub POP City
Text
Alexandria
Yes
Sub POP State
Text
VA
Yes
Sub POP Zip + 4
Text
222090000
Yes
Sub POP Country
Text
US
Yes
See Appendix B
Sub Amount
General
500900.25
Yes
Amount for this award
to this sub-contractor
Subcontract Date
Text
2011-01-05
Yes
Date sub-award was
made (YYYY-MM-DD)
Sub Overall
Description
General
This is a text field.
Yes
Reflects the purpose
of the sub-contract
Subcontract
Number
General
Alphanumeric
Yes
Number assigned by
the prime contractor to
track this sub-contract
Sub Compensation
Q1
General
Yes/No
Yes
If “Yes” you must
answer Q2
Sub Compensation
Q2
General
Yes/No
Conditional
Conditional, must
answer if “Yes” is
selected on Q1 above
Sub Top Employer
Compensation
General
Name:Amount
Ex: John Doe:1000000;Mary
Smith:950000;Eric
Yes
Names and total
compensation of the
Top 5 highly
compensated officials
of the sub-contractor’s
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 39
Jones:800000;Todd
Smith:600000;Sally
Shoes:500000
organization
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 40
Appendix B – FSRS Country Name Table
Country Name
Country Name
Country Name
United States
Canada
Afghanistan
Albania
Algeria
American Samoa
Andorra
Angola
Anguilla
Antarctica
Antigua and Barbuda
Argentina
Armenia
Aruba
Australia
Austria
Azerbaijan
Bahamas
Bahrain
Bangladesh
Barbados
Belarus
Belgium
Belize
Benin
Bermuda
Bhutan
Bolivia
Bosnia and Herzegovina
Botswana
Bouvet Island
Brazil
British Indian Ocean
Territory
Brunei Darussalam
Bulgaria
Burkina Faso
Burundi
Cambodia
Cameroon
Cape Verde
Cayman Islands
Central African Republic
Chad
Chile
China
Christmas Island
Cocos (Keeling) Islands
Colombia
Comoros
Congo
Congo, The Democratic
Republic Of The
Cook Islands
Costa Rica
Cote D'Ivoire
Croatia
Cuba
Cyprus
Czech Republic
Denmark
Djibouti
Dominica
Dominican Republic
East Timor
Ecuador
Egypt
El Salvador
Equatorial Guinea
Eritrea
Estonia
Ethiopia
Falkland Islands (Malvinas)
Faroe Islands
Fiji
Finland
France
French Guiana
French Polynesia
French Southern Territories
Gabon
Gambia
Georgia
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 41
Germany
Ghana
Gibraltar
Greece
Greenland
Grenada
Guadeloupe
Guam
Guatemala
Guinea
Guinea-bissau
Guyana
Haiti
Heard Island and Mcdonald
Islands
Holy See (Vatican City
State)
Honduras
Hong Kong
Hungary
Iceland
India
Indonesia
Iran, Islamic Republic Of
Iraq
Ireland
Israel
Italy
Jamaica
Japan
Jordan
Kazakhstan
Kenya
Kiribati
Korea, Democratic People's
Republic Of
Korea, Republic Of
Kuwait
Kyrgyzstan
Lao People's Democratic
Republic
Latvia
Lebanon
Lesotho
Liberia
Libyan Arab Jamahiriya
Liechtenstein
Lithuania
Luxembourg
Macau
Macedonia, The Former
Yugoslav Republic Of
Madagascar
Malawi
Malaysia
Maldives
Mali
Malta
Marshall Islands
Martinique
Mauritania
Mauritius
Mayotte
Mexico
Micronesia, Federal States
Of
Moldova, Republic Of
Monaco
Mongolia
Montenegro
Montserrat
Morocco
Mozambique
Myanmar
Namibia
Nauru
Nepal
Netherlands
Netherland Antilles
New Caledonia
New Zealand
Nicaragua
Niger
Nigeria
Niue
Norfolk Island
Northern Mariana Islands
Norway
Oman
Pakistan
Palau
Palestinian Territory,
Occupied
Panama
FSRS Contracts Quick Reference Guide
March 9, 2022
Page 42
Papua New Guinea
Paraguay
Peru
Philippines
Pitcairn
Poland
Portugal
Puerto Rico
Qatar
Reunion
Romania
Russian Federation
Rwanda
Saint Helena
Saint Kitts and Nevis
Saint Lucia
Saint Pierre and Miquelon
Saint Vincent And The
Grenadines
Samoa
San Marino
Sao Tome and Principe
Saudi Arabia
Senegal
Seychelles
Sierra Leone
Singapore
Slovakia
Slovenia
Solomon Islands
Somalia
South Africa
South Georgia And The
South Sandwich Islands
Spain
Sri Lanka
Sudan
Suriname
Svalbard and Jan Mayen
Swaziland
Sweden
Switzerland
Syrian Arab Republic
Taiwan, Province Of China
Tajikistan
Tanzania, United Republic
Of
Thailand
Togo
Tokelau
Tonga
Trinidad And Tobago
Tunisia
Turkey
Turkmenistan
Turks And Caicos Islands
Tuvalu
Uganda
Ukraine
United Arab Emirates
United Kingdom
United States Minor Outlying
Islands
Uruguay
Uzbekistan
Vanuatu
Venezuela
Viet Nam
Virgin Islands, British
Virgin Islands, U.S.
Wallis and Futuna
Western Sahara
Yemen
Yugoslavia
Zambia
Zimbabwe
Ashmore and Cartier Islands
Baker Island
Bassas Da India
Burma
Coral Sea Islands
Europe Islands
Federate States of
Micronesia
Gaza Strip
Glorioso Islands
Guernsey
Howland Island
Jan Mayen
Juan De Nova Island
Kingman Reed
Isle of Man
Midway Islands
Navassa Island
Palmyra Islands
Serbia
Spratly Islands
Tromelin Island
Trust Territory of the Pacific
Wake Island
West Bank
Appendix C – Batch Upload Error Messages
Error Messages (General)
Explanation
File uploaded cannot be in excel or binary format.
You must save the file in either .CSV or Tab
Delimited (.txt) format
File should be saved as a .csv or tab delimited file
type
Uploaded file cannot be opened. Please check the
file and try again.
Ensure file format is correct and that the file is not
corrupt
Report Already Exists - Status: Submitted
Report already exists for the Contract or Grant for
the reporting period entered on the report
Report Exists - Created By Different user
Report already exists under a different user
account
No Matching Report Found On report_id, ignoring
field
If the "ID" field has been supplied then no report
was found in order to update report
For prime awardee address, you must select a
country other than the United States if State is Non-
US.
Ensure that the correct State has been entered; if
Non-U.S. ensure that the correct country name has
been entered
For principal place of performance, you must select
a country other than the United States if State is
Non-US.
Ensure that the correct State has been entered; if
Non-U.S. ensure that the correct country name has
been entered
Congressional District could not be
validated/matched from the provided address and
zip+4.
If a zip+4 is available for the physical address,
please verify against usps.com. In cases where
there is no zip+4 available (and congressional
district cannot be completed), remove the record or
it will cause the entire report to fail.
Error Message (Contracts Data Elements)
Explanation
The additional subcontractor’s data in row X did not
match the preceding report’s contract and reporting
period.
Indicates which rows in the spreadsheet contained
invalid data
Contract # not found
Contract # was not found, ensure that the Contract
is correctly marked as plan being required in
FPDS-NG
The contract does not require FFATA reporting
because the dollars obligated is less than $25,000
The Contract does not meet the requirements for
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Page 43
Contract # is required
Contract # is required
POP City is required
POP City is required
POP State is required
POP State is required
FSRS Contracts Quick Reference Guide
January 23, 2015
Page 44
POP Country is required
POP Country is required
POP Zip+4 is required
POP Zip+4 is required
The first 6 characters in the Treasury Account
Symbol field are required (i.e. xx-xxxx)
The first 6 characters in the Treasury Account
Symbol field are required (i.e. xx-xxxx)
Compensation Q1 is required
Compensation Q1 is required
Compensation Q2 is required
Compensation Q2 is required
Sub UNIQUE ENTITY ID (SAM) # is required
Sub UNIQUE ENTITY ID (SAM) # is required
Sub Amount is required
Sub Amount is required
Subcontract Date is required
Subcontract Date is required
Sub Overall Description is required
Sub Overall Description is required
Sub POP City is required
Sub POP City is required
Sub POP State is required
Sub POP State is required
Sub POP Country is required
Sub POP Country is required
Sub POP Zip+4 is required
Sub POP Zip+4 is required
Subcontract Number is required
Subcontract Number is required
Sub Compensation Q1 is required
Sub Compensation Q1 is required
Sub Compensation Q2 is required
Sub Compensation Q2 is required
Subcontractor Company Address - Congressional
District could not be validated/matched from the
provided address and zip+4
If a zip+4 is available for the physical address,
please verify against usps.com. In cases where
there is no zip+4 available (and congressional
district cannot be completed), remove the record or
it will cause the entire report to fail.
Date of Subcontract for subcontractor:
(XXXXXXXXX) is not valid (Expecting YYYY-MM-
DD Format)
Date the the subcontract was awarded
Sub UNIQUE ENTITY ID (SAM) # must be exactly
12 characters
Sub UNIQUE ENTITY ID (SAM) # must be exactly
12 characters
Contracting Office Agency ID is required
Data should be auto populated. Problem would
need to be corrected at the source.
Contracting Office Agency Name is required
Data should be auto populated. Problem would
need to be corrected at the source.
Contracting Office ID is required
Data should be auto populated. Problem would
need to be corrected at the source.
Contracting Office Name is required
Data should be auto populated. Problem would
need to be corrected at the source.
Funding Agency Name is required
Data should be auto populated. Problem would
need to be corrected at the source.
Company Name is required is required
Data should be auto populated. Problem would
need to be corrected at the source.
Company Address Street is required
Data should be auto populated. Problem would
need to be corrected at the source.
Company Address City is required
Data should be auto populated. Problem would
need to be corrected at the source.
Company Address State is required
Data should be auto populated. Problem would
need to be corrected at the source.
Company Address Country is required
Data should be auto populated. Problem would
need to be corrected at the source.
FSRS Contracts Quick Reference Guide
January 23, 2015
Page 45
Company Address Zip+4 is required
Data should be auto populated. Problem would
need to be corrected at the source.
NAICS Code is required
Data should be auto populated. Problem would
need to be corrected at the source.
Date Signed is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Company Name is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Company Address Street is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Company Address City is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Company Address State is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Company Address Country is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Company Address Zip+4 is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub NAICS Code is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Funding Agency ID is required
Data should be auto populated. Problem would
need to be corrected at the source.
Sub Funding Agency Name is required
Data should be auto populated. Problem would
need to be corrected at the source.
For Subcontractor address, you must select a
country other than the United States if State is Non-
US.
If Non-U.S. is selected for Country the Country
name needs to be entered
For Subcontractor principal place of performance,
you must select a country other than the United
States if State is Non-US.
If Non-U.S. is selected for Country the Country
name needs to be entered
Subcontract Award Month is required. expecting 2
digit month (i.e. 01 for January, 10 for October)
Enter the reporting period month for the report
Subcontract Award Year is required. expecting 4
digit year.
Enter the report period year for the report
Top Employer Compensation - fullname and
amount are required for all 5 top pay employees.
Applicable only if Compensation Q1 is yes and
Compensation Q2 is no
Sub Top Employer Compensation - fullname and
amount are required for all 5 top pay employees.
Applicable only if Sub Compensation Q1 is yes and
Sub Compensation Q2 is no
Subcontractor Information is required
All subcontractor information is required
The Subcontract Date cannot be in the future.
The date of the contract cannot be in the future
A FFATA report for this contract and reporting
month: [report_month] already exists in the system.
A report for this reporting period already exists in
the system.
Parent UNIQUE ENTITY ID (SAM) # of Vendor must
be exactly 12 characters.
Parent UNIQUE ENTITY ID (SAM) # of Vendor must
be exactly 12 characters.
Invalid Chararacter in Treasury Account Symbol:
Ensure that invalid characters are not contained
FSRS Contracts Quick Reference Guide
January 23, 2015
Page 46
only alpha number and ()-/.
within the Treasury Account Symbol
Treasury Account Symbol field must not exceed 11
characters (xx-xxxx-xxx), 9 characters and 2
dashes
Ensure the that Treasury Account Symbol has
been entered correctly
Program or Project Title exceeds 250 character
limit.
Decrease the length of the Program Title
Top Employer Compensation: amount must contain
only digits and not exceed 12 digits
Top Employer Compensation: amount must contain
only digits and not exceed 12 digits
Sub Top Employer Compensation: amount must
contain only digits and not exceed 12 digits
Sub Top Employer Compensation: amount must
contain only digits and not exceed 12 digits
The subcontractor UNIQUE ENTITY ID (SAM)
number entered does not match any active record
in either SAM.gov. Per Federal Acquisition
Regulation Subpart 52.204-10 Reporting Executive
Compensation and First Tier Subawards, the prime
contractor is required to provide the "unique
identifier (UNIQUE ENTITY ID (SAM) Number) for
the subcontractor receiving the award." While you
can ignore this error and continue entering other
information, you must provide a valid UNIQUE
ENTITY ID (SAM) number for your subcontractor
in order to complete and submit this report. FSRS
will not allow you to submit the report without a
valid subcontractor UNIQUE ENTITY ID (SAM)
number.
Sub Awardee Unique Entity ID (SAM) does not
match what has been reported in USAspending.
Check to ensure correct Unique Entity ID (SAM) is
being used.
Sub Parent UNIQUE ENTITY ID (SAM) # must be
exactly 12 characters
Sub Parent UNIQUE ENTITY ID (SAM) # must be
exactly 12 characters
Sub Amount must contain only numbers and up to
2 decimal places (18 digits plus cents)
Sub Amount must contain only numbers and up to
2 decimal places (18 digits plus cents)
Another contractor has already added this contract
to their worklist as prime.
The prime awardee has already reported on this
award. If you are the prime awardee you will need
to contact FSD Support.
