[Busmgrs] American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 9/30/10

[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 9/30/10

By now, all of you are probably well aware of the reporting requirements under the American Recovery and Reinvestment Act (ARRA), which was signed into law by President Obama on February 17, 2009. This law has provided a significant increase in federal support for education at a critical time for states but also 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.

We are approaching the due date for the current quarter's reporting to the federal government - October 10, 2010. No waivers can be granted for Section 1512 reporting; it is mandatory. For the state to meet the federal deadline, ODE's sub-recipients will have to submit their data to ODE by September 30, 2010.

ODE's data collection tool titled "Recovery Act Reporting Collection" opened on Thursday, September 2. As with previous rounds of reporting, ODE's reporting system will collect 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. Your reporting needs to include cumulative data on your ARRA activities from February 17, 2009, through September 30, 2010 - with the exception of the job data. You should report your job data for the July 1-September 30 quarter only (i.e., not cumulatively).

To assist you with reporting, there is a button entitled "Pre-Populate 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, infrastructure and vendors. 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 "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 Last Quarter to ODE's Collection Tool:
1. 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 and you must now select the methodology you used to calculate jobs created and retained. The new 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 methodology.

2. As noted in an earlier communication, there was to be a change to how vendor data are reported; consequently, ODE added a "Payment Date" field to the data collection tool. This will assist us in our review of the discreet individual vendor payments reported. The completion of this field is required when reporting new vendor payments. You are not required to complete this field for those vendor payments that were pre-populated using the "Pre-Populate with Previous Quarter's Data and Save" button.

For your reference, here is a link to the ODE's FAQ document on Section 1512 reporting. http://stimulus.k12partners.org/content/frequently-asked-questions-about-reporting-under-american-recovery-and-reinvestment-act-200-1

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    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

As always, thank you for your assistance in helping the State of Oregon comply with the reporting requirements of ARRA. Without you, we would not be successful!

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