[Busmgrs] American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 12/31/10

[WILTFONG Michael]

TO:  Oregon School District Superintendents; School District Business Managers; Grant Managers

FR:  Sue MacGlashan, Assistant Superintendent - Office of Finance and Administration (ODE)

RE:  American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 12/31/10

As I'm sure you know, the American Recovery and Reinvestment Act (ARRA), which was signed into law by President Obama on February 17, 2009 and provided a significant increase in federal support for education at a critical time for states, requires extensive reporting by entities receiving ARRA funding. Data on the use of ARRA funds by recipients (i.e., the state) and sub-recipients (i.e., local educational agencies and other entities receiving funds through the state) are due to the federal government no later than the 10th day after the end of each calendar quarter. The state's due date for the current quarter's reporting to the federal government is January 10, 2011. No waivers can be granted for Section 1512 reporting; it is mandatory.

As with previous rounds of reporting, ODE will collect the required information for each grant ODE has made to its sub-recipients and the state will report these data to the federal government on your behalf. ODE's data collection tool - entitled "Recovery Act Reporting Collection" -  opened on Thursday, December 2. Your reporting needs to include quarterly data  on your ARRA activities from October 1, 2010, through December 31, 2010. For the state to meet the federal deadline, ODE's sub-recipients will have to submit their data to ODE by December 31, 2010.

To assist you with reporting, there is a button entitled "Pre-Populate FTE and Infrastructure Data with Previous Quarter's Data and Save" that - when selected - will pre-populate the collection and save with the previous quarter's data on job impact and infrastructure. If there are no changes from your previous submission, your data have been saved and you can exit the collection. Or the pre-populate feature can be used as your starting point if you need to make changes; i.e., you can pre-populate and then simply update only those fields needing revisions, such as FTE amounts or "Jobs Impact Methodology." When you are finished with your edits, hit the "Save" button when ready to submit and this will overwrite any previous data entries. The date and time stamp will be updated each time the "Save" button is pushed.

Updates Made Previously to ODE's Collection Tool:
1. As we noted in a previous memo, when discussing our reporting with the federal government, they inquired which methodology was used to calculate jobs data. To be able to answer this question, we needed to enhance the data collection tool so that you can report the methodology you use to calculate jobs created and retained. The feature is very simple. The tool has a drop-down menu with two options - "General" or "Definite Term" - and you simply need to select the methodology you are using. Section 3 of ODE's FAQ document addresses job reporting and questions 3.5, 3.6 and 3.7 specifically address the general and definite term methodologies.

2. As noted in an earlier communication, ODE added a "Payment Date" field for dates related to vendor payments. This assists us in our review of the discreet individual vendor payments reported. The completion of this field is required when reporting vendor payments. Starting this reporting period, however, vendor information isn't cumulative and you only need to report vendor payments during the current quarter.

For your reference, here is a link to ODE's updated FAQ document on Section 1512 reporting. http://stimulus.k12partners.org/content/frequently-asked-questions-about-reporting-under-american-recovery-and-reinvestment-act-20-0


Also for your reference, listed below are the ODE contacts for each ARRA grant.  For more information, please contact (to search the staff directory, click http://www.ode.state.or.us/search/staff/staff.aspx).

Grant Title                              Grant Manager                 ODE Contact
IDEA Part B, Section 611           Steve Smith                  Steve Smith
IDEA Part B, Section 619           Nancy Johnson-Dorn     Nancy Johnson-Dorn
IDEA Part C                              Nancy Johnson-Dorn     Nancy Johnson-Dorn
SFSF/Ed Jobs                          Michael Wiltfong           Michael Wiltfong
CNP                                         Heidi Dupuis                 Heidi Dupuis
Title IA                                      Janet Bubl                    Janet Bubl
Title IID Technology                   Carla Wade                   Carla Wade
Homeless                                 Dona Bolt                     Dona Bolt
School Improvement                 Tryna Luton                   Tryna Luton
ALDER                                                   Mike Rebar                         Mike Rebar


As always, thank you for your assistance in helping the State of Oregon comply with the reporting requirements of ARRA. Our success in implementing this program quickly and in accordance with the federal requirements (which - as you know - change from time to time) would not be possible without you!
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