[Busmgrs] Important Information About ARRA Reporting for the Quarter Ending December 31, 2009

[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:  Important Information About ARRA Reporting for the Quarter Ending December 31, 2009

As you probably are aware, in December 2009 the federal Office of Management and Budget (OMB) issued updated guidance for reporting jobs created or retained as a result of the American Recovery and Reinvestment Act (ARRA) of 2009. Unfortunately, this guidance was issued about two weeks after the Oregon Department of Education (ODE) opened its data collection for the quarter ending December 31, 2009 and just before most districts were starting winter break. Therefore, in an e-mail dated December 18, 2009, I indicated districts should continue to report using previously issued ODE guidance for calculating jobs until further notice. This advice was based on conversations with the U.S. Department of Education.

Many states experienced the same challenges as Oregon in being able to implement the new guidance on such short notice. As it turns out, however, OMB has remained firm on the implementation date of its December guidance, i.e., it is effective for the quarter ending December 31, 2009. Fortunately, in recognition of the challenges states have faced, the federal government has extended the deadline for making corrections to these data.

This e-mail is to let you know ODE is re-opening its ARRA data collection for the period ending December 31, 2009 to give you an opportunity to change, if necessary, your job data and thus ensure the State of Oregon complies with the updated OMB guidance. This collection will be open from January 21 through February 3. Districts and other sub-recipients of ARRA funding will need to do the following:

1) Please have the appropriate personnel review the revised methodology for calculating jobs created or retained due to Recovery Act funding and recalculate your job data using the new methodology. (Please see below for a link to ODE's updated FAQs as of 1-20-10 and note the updated section 3.)

2) If, as a result of step 1, there is a difference between your new job data and what you previously reported to ODE for the quarter ending December 31, 2009, please revise the data in ODE's collection tool by February 3.
3) If you do not need to revise your data, please go into the ODE collection tool and re-save the data you previously entered as confirmation to ODE that you have reviewed your earlier calculations and they still are correct.
4) Be sure to retain documentation of your recalculations for audit purposes.

If, as the result of our review of your data, we believe you should have made changes but you don't by February 3, ODE staff will contact your district.

Thank you in advance for your compliance with these revised requirements. We realize this may be a frustrating process for you. Please know that ODE greatly appreciates your efforts in helping ensure the State of Oregon complies with the significant reporting requirements under the Recovery Act of 2009.
 http://stimulus.k12partners.org/category/subject-area/general-directives
Sincerely -
Sue MacGlashan, CPA, CGFM
Assistant Superintendent
Office of Finance and Administration
Oregon Department of Education
255 Capitol Street NE
Salem, Oregon 97310
(503)947-5658
susan.macglashan at state.or.us




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