From michael.wiltfong at state.or.us Wed Jun 1 09:12:35 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 1 Jun 2011 09:12:35 -0700 Subject: [Busmgrs] A message from Phyllis Reynolds: Oregon Department of Education E-Rate and Connectivity Grant Services- Request for Proposals (the RFP) Message-ID: The Department of Education (ODE) is seeking an Education Service District (ESD) to provide E-rate services in conjunction with the ODE State E-rate Coordinator, and to coordinate the applications and subsequent distribution of the biennial connectivity grants in conjunction with the Oregon Association of Education Service Districts. Please note there is only one (1) contact for this RFP as listed in the RFP as "SINGLE POINT OF CONTACT". All questions or protests about the technical requirements of this RFP, contractual requirements, or the procurement process must be directed to the person identified on the RFP cover page and listed below. Please download the RFP to review the RTI project and the Proposal process. ODE looks forward to receipt of your Proposal submissions. Phyllis Reynolds Contract Officer Office of Procurement Services (503) 947-5886 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: RFP E-rate and Connectivity Grant Services final.pdf Type: application/pdf Size: 173654 bytes Desc: RFP E-rate and Connectivity Grant Services final.pdf URL: From michael.wiltfong at state.or.us Tue Jun 7 17:59:34 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Tue, 7 Jun 2011 17:59:34 -0700 Subject: [Busmgrs] American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 6/30/11 Message-ID: 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 6/30/11 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 July 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, June 2. Your reporting needs to include quarterly data on your ARRA activities from January 1, 2011, through June 30, 2011. For the state to meet the federal deadline, ODE's sub-recipients will have to submit their data to ODE by June 30, 2011. 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. No changes have been made to the collection tool since last quarter's reporting cycle. 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. 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 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. To search the staff directory, click http://www.ode.state.or.us/search/staff/staff.aspx. Grant Title ODE Contact IDEA Part B, Section 611 Steve Smith IDEA Part B, Section 619 Nancy Johnson-Dorn IDEA Part C Nancy Johnson-Dorn SFSF/Ed Jobs Michael Wiltfong Title IA Janet Bubl Title IID Technology Carla Wade Homeless Dona Bolt School Improvement Tryna Luton ALDER 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 would not be possible without you. To date we have achieved 100% compliance with reporting! We know at times it's been very frustrating because of late changes and we appreciate your patience and understanding. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Thu Jun 9 09:05:00 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Thu, 9 Jun 2011 09:05:00 -0700 Subject: [Busmgrs] A message from Phyllis Reynolds: EGMS access and SEFA Message-ID: Good morning, Due to the end of the state fiscal year and the end of the biennium, the EGMS system will be off-line from August 8th through August 14th. All draws for June claims must be entered into EGMS by August 2nd to be included in your 2011 Schedule of Expenditures of Federal Awards (SEFA). Claims for June expenditures requested after that date will not be paid in the current biennium. This could result in a delay in your June payments. If you have any questions on this process please contact your grant staff or the Grants Coordinator. Phyllis Reynolds Grants Coordinator phyllis.reynolds at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Wed Jun 15 08:48:07 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 15 Jun 2011 08:48:07 -0700 Subject: [Busmgrs] A message from Barb Cruickshank: GASB 54, Changing a Fund Number Message-ID: To be in compliance with GASB 54, the process for changing the fund number is the same as for changing a fund name. The information below is if a Fund 200 - Special Revenue Fund must be moved to a 400 - Capital Projects Fund. If your district is just starting the budget process for next year (11-12), just start a new 400 fund and budget zero in the 200 fund. If the budget committee has already approved the budget for next year, the board can make this change between the hearing and when they adopt the budget. If the budget has already been adopted, adopt a resolution that the 200 fund is now a 400 fund. If a change is required for the current year column (10-11), adopt a resolution that the 200 fund is now a 400 fund. The names/numbers in the actual columns the for prior years in the budget document should not change. The actual columns should reflect the actual name of the fund at the time the budget was adopted for each of those years. A footnote in the budget or mention in the budget message could be used to explain the change from one number to the number in the next year's budget. If such an explanation was not included in the 11-12 budget message, it should be done in the 12-13 budget message. In all cases the electronic submissions should reflect the budget and audit/CAFR documents. Barb Cruickshank Oregon Dept of Education (503) 947-5916 (503) 378-5156 Fax barbara.cruickshank at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Mon Jun 20 12:34:49 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Mon, 20 Jun 2011 12:34:49 -0700 Subject: [Busmgrs] A message from Phyllis Reynolds: Q&A document for E-Rate and Connectivity Services RFP Message-ID: Good afternoon everyone, Please see the attached Q&A document regarding the E-Rate and Connectivity Services RFP. Thanx Phyllis Phyllis Reynolds Grants Coordinator Office of Procurement Services (503) 947-5886 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: QA for ODE RFP for E-Rate .doc Type: application/msword Size: 31744 bytes Desc: QA for ODE RFP for E-Rate .doc URL: From michael.wiltfong at state.or.us Tue Jun 21 18:36:46 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Tue, 21 Jun 2011 18:36:46 -0700 Subject: [Busmgrs] A friendly reminder regarding Recovery Act Reporting Message-ID: DA: June 21, 2011 TO: District Business Managers FR: Mike Wiltfong Department of Education RE: Recovery Act Reporting Good evening everyone, Just a quick note to serve as a gentle reminder the quarterly American Recovery and Reinvestment Act (ARRA) section 1512 reporting is due June 30, 2011. I know it's been a very challenging year, and I suspect many of you are preparing to take some well-deserved time out of the office in the near future, so I thought it would be good to note the collection closes in 9 days. For the State Fiscal Stabilization Fund (SFSF) and Education Jobs (Ed Jobs) programs, we currently have 24% of the districts with completed collections. We typically have a much better result at this phase in the collection timeline, so I am a little concerned in meeting our 100% reporting goal. Again, I know this request comes at a very busy time of year, so we very much appreciate your cooperation. I'd also like to say thank you again for the 100% reporting compliance for the previous 8 collections - let's not break the trend. Also, if you're planning to request 100% of either your 2010-11 SFSF or 2010-11 Ed Jobs sub grants, please submit, or be ready to submit supporting documentation to tie to your reimbursement claim for your General Fund expenses. Many of you have submitted documentation for your 2009-10 SFSF sub grant, so you should have a good idea of what is necessary to meet the federal during-award monitoring requirement. I am only requesting supporting documentation one time for each sub grant to fulfill requirements; unless there is cause for further follow-up. As such, if you have already submitted documentation for your 2010-11 sub grants, we won't be requesting anything further. Thank you again for your understanding and cooperation with these very important federal reporting requirements. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Wed Jun 22 15:55:05 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 22 Jun 2011 15:55:05 -0700 Subject: [Busmgrs] A message from Joy Blackwell: Institution Updates Message-ID: Institution Updates Due by September 15, 2011 If your school, district or ESD institution information has changed, these changes must be reported by September 15, 2011. Updates must be submitted for: school address changes, closures, mergers, new school openings, etc. This is a paper collection. Updates and supporting documentation can be submitted any time between now and September. Please submit your updates as soon as possible. The last day to submit updates will be September 15, 2011. Contact: Joy Blackwell, 503-947-5767, joy.blackwell at ode.state.or.us. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Thu Jun 23 11:44:43 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Thu, 23 Jun 2011 11:44:43 -0700 Subject: [Busmgrs] Special Education Maintenance of Effort and House Bill 5055 Message-ID: DA: June 23, 2011 TO: Superintendents and District Business Managers RE: Special Education Maintenance of Effort and House Bill 5055 Earlier this week, the Legislature passed House Bill 5055, which addresses a number of funding issues, including Oregon's Special Education Maintenance of Effort (MOE), for the 2009-11 biennium. Last March, the Oregon Department of Education (Department) submitted a request to the U.S. Department of Education (USDOE) to waive Oregon's requirements to maintain financial support for special education services for the 2010-11 school year. Oregon submitted its waiver, as did a number of other states, in response to declining state revenues due to the downturn in the economy. In April, the USDOE responded to the Department with notification that Oregon's waiver request had been denied. USDOE went on to say it had determined the State has not experienced an exceptional or uncontrollable circumstance preventing it from meeting its required level of State financial support. Without the waiver, if the State fails to maintain financial support required by law, the USDOE must reduce the allocation of funds to the State under section 611 of the Individuals with Disabilities Education Act. In House Bill 5055, the Legislature has appropriated $13.8 million General Fund to the Department of Education in order to meet state-level MOE requirements. Thus, the USDOE will now be able to award Oregon the full amount of its Federal Fiscal Year 2011 Section 611 allocation. Subsection 9 of HB 5055 identifies $13.8 million is to be distributed to school districts in addition to those moneys distributed through the State School Fund for the 2010-11 school year based on calculations made under ORS 327.013 (1)(c)(A)(i). In other words, these funds are to be allocated to school districts for the exclusive purpose of providing special education and related services, and we'll be using the 2010-11 11% IEP Cap counts to determine the allocations for the school districts. The Department has posted the results of these calculations on the State School Fund website. Please see the News Announcements at the following URL for further details: http://www.ode.state.or.us/search/results/?id=168 It is the Department's intent to distribute the additional funds shortly after the Governor has signed HB 5055 into law and the funds become available to the Department. In an attempt to distribute these funds as quickly as possible, the Department will be using the State School Fund system to deposit these funds into your pool accounts. Please note: These are not State School Fund dollars. These funds are intended to be used exclusively for special education and related services and are in addition to the State School Fund, and will not be included in the formula. If you should have further questions, please contact: Special Education questions: Steve Smith Director of Operations Office of Student Learning & Partnerships Steve.W.Smith at state.or.us Nancy Latini Assistant Superintendent Office of Student Learning & Partnerships Nancy.Latini at state.or.us School district allocations, disbursements and HB 5055 questions: Mike Wiltfong Director of School Finance Office of Finance and Administration Michael.Wiltfong at state.or.us Sue MacGlashan Assistant Superintendent Office of Finance and Administration Susan.MacGlashan at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Mon Jun 27 17:25:36 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Mon, 27 Jun 2011 17:25:36 -0700 Subject: [Busmgrs] A message from Phyllis Reynolds: UPDATE: EGMS Final Date for Submission of Claims Message-ID: Due to the end of the state fiscal year and the end of the biennium, the EGMS system will be off-line from August 8th through August 14th. The "Final Date for Submission of Claims" for sub grants ending June30, 2011 will be extended to August 22, 2011. All draws for June claims must be entered into EGMS by August 2nd to be included in your 2011 Schedule of Expenditures of Federal Awards (SEFA). Claims for June expenditures requested after that date will not be paid in the current biennium. This could result in a delay in your June payments. If you have any questions on this process please contact your grant staff or the Grants Coordinator. Phyllis Reynolds Grants Coordinator phyllis.reynolds at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Tue Jun 28 18:40:07 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Tue, 28 Jun 2011 18:40:07 -0700 Subject: [Busmgrs] A message from Michael Elliott: 2011-12 School Year Subaccount Q & A Message-ID: Dear Business Managers, Please find the 2011-12 School Year Subaccount Q&A attached. This document provides basic information regarding the School Year Subaccount funds. This includes requirements to access funds; fund amount and availability; due date and content of reporting requirements; and examples of approved uses of the funds. Hopefully this will answer most of your questions. If it does not, please feel free to contact me. Thank you, Michael Elliott Michael Elliott, State School Fund Coordinator Oregon Department of Education 503-947-5627 Michael.S.Elliott at ode.state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: SYS Q&A.pdf Type: application/pdf Size: 92245 bytes Desc: SYS Q&A.pdf URL: From Chris.Davidson at susd.k12.or.us Tue Jun 28 19:27:34 2011 From: Chris.Davidson at susd.k12.or.us (Chris Davidson) Date: Wed, 29 Jun 2011 02:27:34 +0000 Subject: [Busmgrs] busmgrs Digest, Vol 96, Issue 9 In-Reply-To: References: Message-ID: Your Q&A makes no sense. It says the first funds are available September 2011 and the balance sometime in June 2012 yet we have to spend the money during 11-12. It makes no sense that we have to spend money we don't get until the year is over and report on how we spent money we didn't have until the year is over. Chris Davidson On Jun 28, 2011, at 6:40 PM, "busmgrs-request at listsmart.osl.state.or.us" wrote: > Send busmgrs mailing list submissions to > busmgrs at listsmart.osl.state.or.us > > To subscribe or unsubscribe via the World Wide Web, visit > http://listsmart.osl.state.or.us/mailman/listinfo/busmgrs > or, via email, send a message with subject or body 'help' to > busmgrs-request at listsmart.osl.state.or.us > > You can reach the person managing the list at > busmgrs-owner at listsmart.osl.state.or.us > > When replying, please edit your Subject line so it is more specific > than "Re: Contents of busmgrs digest..." > > > Today's Topics: > > 1. A message from Michael Elliott: 2011-12 School Year > Subaccount Q & A (WILTFONG Michael) > > > ---------------------------------------------------------------------- > > Message: 1 > Date: Tue, 28 Jun 2011 18:40:07 -0700 > From: "WILTFONG Michael" > To: "'Busmgrs at listsmart.osl.state.or.us'" > > Subject: [Busmgrs] A message from Michael Elliott: 2011-12 School Year > Subaccount Q & A > Message-ID: > Content-Type: text/plain; charset="us-ascii" > > > > Dear Business Managers, > > Please find the 2011-12 School Year Subaccount Q&A attached. This document provides basic information regarding the School Year Subaccount funds. This includes requirements to access funds; fund amount and availability; due date and content of reporting requirements; and examples of approved uses of the funds. > > Hopefully this will answer most of your questions. If it does not, please feel free to contact me. > > Thank you, > > Michael Elliott > > > > Michael Elliott, State School Fund Coordinator > Oregon Department of Education > 503-947-5627 > Michael.S.Elliott at ode.state.or.us > > > > > -------------- next part -------------- > An HTML attachment was scrubbed... > URL: > -------------- next part -------------- > A non-text attachment was scrubbed... > Name: SYS Q&A.pdf > Type: application/pdf > Size: 92245 bytes > Desc: SYS Q&A.pdf > URL: > > ------------------------------ > > _______________________________________________ > busmgrs mailing list > busmgrs at listsmart.osl.state.or.us > http://listsmart.osl.state.or.us/mailman/listinfo/busmgrs > > > End of busmgrs Digest, Vol 96, Issue 9 > ************************************** From michael.wiltfong at state.or.us Thu Jun 30 20:08:58 2011 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Thu, 30 Jun 2011 20:08:58 -0700 Subject: [Busmgrs] A message from Michael Elliott: 2011-12 State School Fund update Message-ID: DA: June 30, 2011 TO: District Business Managers FR: Michael Elliott Department of Education RE: 2011-12 State School Fund update Good Evening, I have posted the updates to the 2011-12 Estimate on ODE's website here: http://www.ode.state.or.us/services/ssf/2011_12-ssf-estimate-as-of-6_30_11-1842hrs--5.70b.pdf. ESD estimates are available here: http://www.ode.state.or.us/services/ssf/esd-11_12-estimate-as-of-6_30_11-1849hrs.pdf. These estimates incorporate the major changes as a result of recent legislation. Below is a brief explanation of the pertinent bills affecting the State School Fund. SB 250: SB 250 made two major changes to the State School Fund. The first change is that the ratio of funding for districts and ESDs was changed. Previously districts received 95.25% and ESDs received 4.75% of the State School Fund. Under SB 250, districts now receive 95.5% and ESDs receive 4.5% of the State School Fund. Additionally, SB 250 created the Office of Regional Education Services (ORES). The ORES receives 0.25% of the State School Fund for funding. In order to balance the State School Fund, the funding from the ORES was taken from both the districts and the ESDs at the current ratio. Thus, 95.5% of the funding for ORES came from districts and 4.5% of the funding from ESDs. Additionally, SB 250 provides that any funds unused by the ORES at the end of the biennium will be redistributed to school districts. SB 453: SB 453 changes the calculus for the small school correction. It states that an elementary school qualifies for the small school correction if it is greater than 8 miles from another school in the district. This expands the previous definition which required the school to be 8 miles from any other school in any other district. Additionally, this bill, and HB 5055 provide an additional $8.66 million in funding to accommodate the increase. $4.33 million was provided for each year and the cover sheet to the estimates reflects that increase. HB 5055: HB 5055 provides additional funds to the State School Fund and changes dates of the distribution of funds. First, HB 5055 provides an addition of $25 million to the School Year Subaccount (SYS). This brings the total amount of money available in the SYS to $125 million. The amount available in the SYS is shown here: http://www.ode.state.or.us/services/ssf/2011-12-school-year-subaccount-estimate-6_30_11.pdf. However, HB 5055 also changes the date of the distribution of those funds. $25 million of the funds will be available by September at the latest, and $100 million of those funds are not available until shortly after June 1, 2012. The previous Q&A provided addresses this issue in more detail. HB 5055 also provides the additional $8.66 million to account for the increase in the small school correction per SB 453. Additional changes by other legislation will be implemented in the future. However, these are the changes that immediately affect the distributions of the State School Fund. Besides the legislative changes, the merger of the Umatilla and union/Baker ESDs into the InterMountain ESD is also reflected in this estimate. All future estimates will show this merger. Barring additional changes, it is the intent that this estimate will form the basis of the July Payment. Thus, if you see any issues, please let me know. Thank you for your patience as we waited for the Legislature to end before posting this estimate. As always, if you have any questions, please let me know. Sincerely, Michael Elliott State School Fund Coordinator 503-947-5627 Michael.S.Elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: