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State Pass-through Batch Entry Instructions

1. Download the State Pass-Through Batch Entry Worksheet .

   This worksheet contains column headings for six required columns, arranged in the order shown below:

   Row Number	Reporting Agy No.	Comptroller Grant ID (eg 101.0009)	Grantee Agy No.	Agency Grant ID (optional)	Amount
   1
   2

2. Enter your data.
   • All rows must meet the data requirements specified in the AFR Reporting Requirements’ website.
   • If you are submitting data for more than one agency, use a separate spreadsheet for each agency.
3. Convert the worksheet to Comma-Separated Values (CSV) format.
   1. In Excel, select File — Save As.
   2. Under Save as type, select CSV — Comma-delimited.
   3. Click Save.
      A new file is created with a .csv file extension.
   4. Close the file in Excel.
4. Copy the raw data.
   1. Open Notepad (or a similar plain-text editor).
   2. Select File — Open
   3. Select .csv from the file extension drop-down menu and navigate to the CSV file you created in step 3 above.
   4. Highlight the file and click Open.
      The contents will look something like this:

      Row Num, Reporting Agy, Comptroller Grant ID, Grantee Agy,
      Agency Grant ID, Amount 
      
      1, 501, 501.0003, 733,  ABC1, 6789.99
      
      2, 501, 501.0004, 701,  XYZ444, 132010.33
      
      3, 501, 582.0015, 501,  001-233, 172.01
      
                      

      • Each line must contain six fields separated by five commas.
   5. Select Edit — Select All.
   6. Select Edit — Copy.
5. Paste the raw data.
   1. On the Batch Entry Screen, click inside the large text box.
   2. Select Edit — Paste.
   3. Click Submit.
   4. If the data was accepted, you can now go to SPTR’s Main Menu for further processing