[Busmgrs] American Recovery and Reinvestment Act (ARRA) Reporting: Update #1

[WILTFONG Michael]

To: Business Managers

From: Sue MacGlashan, Assistant Superintendent, Office of Finance and Administration

Subject:  American Recovery and Reinvestment Act (ARRA) Reporting: Update #1

Earlier this week, the Oregon Department of Education (ODE) sent you a Frequently Asked Questions (FAQs) document prepared by ODE staff in anticipation of questions you might have about the ODE's "Recovery Act Reporting Collections." As you know, these collections, which opened on September 10, 2009, will help the State of Oregon comply with the reporting requirements under Section 1512 of ARRA.

This memo is to 1) provide clarification of the term "date of the award" used in item 2.2 of the FAQs and 2) address an issue regarding the 2009-10 State Fiscal Stabilization Fund (SFSF) award amounts shown in the ODE's collection tool.

1) Date of the Award - In the FAQs, item 2.2 in the section entitled "ODE Data Collection" states:

2.2  For what period of time do I need to report?
Currently, there are two time periods for which districts need to report. This will enable us to track and verify amounts by biennium. The first reporting period starts at the date of the award and shall include data through June 30, 2009. The second reporting period starts at the date of the award and is cumulative through September 30, 2009. Subsequent periods will be cumulative through the end of each quarter.

The "date of the award" for the grants in the collection tool is February 17, 2009. This is why the collections are described as "Cumulative Through Fourth Quarter 08-09 (2/17/09 - 6/30/09) and "Cumulative Through First Quarter 09-10 (2/17/09 - 9/30/09)."

It's important to be aware of this date since, when you calculate the cumulative FTE for each quarter, you must include - in the denominator - the total number of hours that would have been worked in a full-time schedule since the starting date of the award.

2) 2009-10 SFSF Grants
First, thank you to those districts that identified a problem with the 2009-10 SFSF award amounts, which are pre-populated by the ODE. You reported the award amounts for 2009-10 are incorrect.  We have identified the reason and, by Monday, September 21, 2009, all districts' amount should be correct. Please do note the SFSF award amount for the period ending September 30, 2009 will be cumulative. For example, if your 2008-09 grant is $500,000 and your 2009-10 grant is $700,000, the "Amount Awarded" for the cumulative period ending September 30, 2009 will show up as $1.2 million.

You do not need to wait for the ODE to resolve the issue with the 2009-10 SFSF award amounts before you start entering your data for the cumulative first quarter collection.

Once again, thank you for your assistance in helping the State of Oregon comply with the reporting requirements under ARRA.



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