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<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">Hello ACFR Contacts,<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.5in"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">If your agency has not already, please accept this reminder to return the 2025 Agency Request for Actual FFP spreadsheet and FFP Certification to
</span><span style="font-family:"Arial",sans-serif"><a href="mailto:SWCAP.SARS@oregon.gov">SWCAP.SARS@oregon.gov</a><b>
</b></span><span style="font-family:Roboto;color:#1F497D">by close of business on
<u>Friday, August 29th</u>. <o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.5in"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">If your agency did not pay for any services with federal dollars, a notification to
</span><span style="font-family:"Arial",sans-serif"><a href="mailto:SWCAP.SARS@oregon.gov">SWCAP.SARS@oregon.gov</a><b>
</b></span><span style="font-family:Roboto;color:#1F497D">via email is also due by
<u>Friday, August 29th</u>. Certification attachments are not needed if there’s no FFP to report.
<u>August 29, is a Gold Star Date and applies to each state agency.</u> If in doubt whether you’ve already reported, all responding agencies were sent a ‘Thank you’ reply from the SWCAP.SARS address.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.5in"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">Thanks everyone, if there are any questions, please contact Karen Williams at 971-900-9998 or via the
<a href="mailto:SWCAP.SARS@oregon.gov">SWCAP.SARS@oregon.gov</a> email address.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:1.0in"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D">Rob</span><span style="font-family:Roboto;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
<div>
<p class="MsoNormal"><b><span style="font-family:Roboto;color:#1F497D;mso-ligatures:none">Robert W. Hamilton, CPA
<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#1F497D;mso-ligatures:none">State Controller</span><span style="font-size:16.0pt;font-family:Roboto;color:#1F497D;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#1F497D;mso-ligatures:none">971-719-3031</span><span style="color:#1F497D"><o:p></o:p></span></p>
</div>
<p class="MsoNormal"><span style="font-family:Roboto;color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;mso-ligatures:none"> Acfr-contacts-news <acfr-contacts-news-bounces@omls.oregon.gov>
<b>On Behalf Of </b>HAMILTON Robert W * DAS<br>
<b>Sent:</b> Friday, May 30, 2025 8:56 AM<br>
<b>To:</b> acfr-contacts-news@omls.oregon.gov<br>
<b>Cc:</b> SWCAP SARS * DAS <SWCAP.SARS@das.oregon.gov><br>
<b>Subject:</b> [ACFR-contacts-news] 2025 Request for FFP<o:p></o:p></span></p>
</div>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-family:Roboto">Hello ACFR Contacts,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">The Statewide Cost Allocation Plan (SWCAP) is a federal report required to be filed annually by the Office of the State Controller office on behalf of specific state agencies. Any agency charging or assessing
other state agencies for statewide services (i.e. printing services, legal fees, workers’ comp, etc.) must participate in the “Plan.”<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">The federal funds participation (FFP) rate is a rate applied to the “billing” agency based on total revenues they receive from all agencies paying for state services with federal dollars. The rate is used
in determining the amount of money to be paid back to the federal government if an excess (SWCAP) fund balance exists.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">When an agency pays for state services with appropriated “federal” funds, it is easy to determine that those services were paid one hundred percent with federal dollars. However, when an agency pays with
“other” appropriated funds it is not as easy to determine if federal dollars were used to pay the invoice. In addition, if an agency pays for several services in one payment (for example, to DAS), it is difficult to determine which services were paid for and
for each service what dollar amount was from federal sources.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">Therefore, if in FY 2025 your agency paid for any centralized charges or assessments listed on the attached FFP worksheet, please complete the spreadsheet. Insert the percentage (as a four digit decimal)
of federal dollars paid <b><u>regardless of the appropriated fund or comptroller object used</u></b><u>.</u> Additionally, instructions are available on the first tab.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">Agencies will have to certify that the methods used to calculate FFP rates have been reviewed, the submitted information is correct, and that documentation has been maintained and will be available upon
request. The certification must be signed by the individual responsible for compiling the FFP data (a Senior Accountant / Accounting Manager).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">If you have questions regarding the DAS invoices, please contact Mini Fernandez in DAS Accounting at (971) 719-1934.
<i> </i><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">If you have questions regarding the SWCAP, please contact Karen Williams from the Office of the State Controller at (971) 900-9998.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:Roboto">Please return the <i>2025 Agency Request for Actual FFP
</i>spreadsheet and the FFP Certification to </span></b><a href="mailto:SWCAP.SARS@oregon.gov"><b><span style="font-family:Roboto">SWCAP.SARS@oregon.gov</span></b></a><span style="font-family:Roboto">
<b>no later than August 29th</b>. <b><i>This is a Gold Star date</i></b><i>.</i> <o:p>
</o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-family:Roboto">If your agency did not pay for any services with federal dollars</span></b><span style="font-family:Roboto">, notification to
</span><a href="mailto:SWCAP.SARS@oregon.gov"><span style="font-family:Roboto">SWCAP.SARS@oregon.gov</span></a><span style="font-family:Roboto"> by the August 29<sup>th</sup> due date is required to meet the Gold Star criteria. The Request and Certification
are not needed; just an email stating federal dollars were not used is sufficient.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto">Rob<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:Roboto"><o:p> </o:p></span></p>
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Description automatically generated" v:shapes="Picture_x0020_1"><![endif]><b><span style="font-family:Roboto;mso-ligatures:none">Robert
W. Hamilton, CPA <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;color:#353535;mso-ligatures:none">State Controller</span><span style="font-size:16.0pt;font-family:Roboto;color:#353535;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;mso-ligatures:none">Chief Financial Office</span><span style="font-size:16.0pt;font-family:Roboto;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:Roboto;mso-ligatures:none">971-719-3031<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:13.5pt;text-indent:-13.5pt"><a href="http://www.oregon.gov/DAS/financial/acctng"><span style="font-size:10.0pt;font-family:Roboto;color:blue;mso-ligatures:none">http://www.oregon.gov/DAS/financial/acctng</span></a><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:10.0pt;font-family:Roboto;mso-ligatures:none">Pronouns: he, him, his<o:p></o:p></span></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
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