From lillie.gray at state.or.us Thu Jun 7 09:57:14 2012 From: lillie.gray at state.or.us (GRAY Lillie) Date: Thu, 7 Jun 2012 09:57:14 -0700 Subject: [Busmgrs] Final Date for Submission of Claims for sub grants approaching Message-ID: Attention Business Managers The "Final Date for Submission of Claims" for sub grants ending June 30, 2012 will be July 25, 2012. All draws for June claims must be submitted in EGMS by close of business on July 25th to be included in ODE's 2012 Schedule of Expenditures of Federal Awards (SEFA). Your external auditor uses the Agency's SEFA report when conducting your Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. Claims for June expenditures requested after July 25th will not be paid in the current fiscal year. This could result in a delay in your June payments. If you are not able to submit your claims in EGMS by the close of business on July 25th please provide a list of outstanding claims by Grant Title and/or CFDA and Sub grant number to me by close of business on July 31st. If you have any questions on this process please contact me. Phyllis Reynolds Grants Coordinator phyllis.reynolds at state.or.us Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors register at http://orpin.oregon.gov/open.dll/welcome This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Fri Jun 8 10:23:58 2012 From: lillie.gray at state.or.us (GRAY Lillie) Date: Fri, 8 Jun 2012 10:23:58 -0700 Subject: [Busmgrs] American Recovery and Reinvestment Act - Section 1512 Reporting Due - District Deadline of 6/30/12 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 6/30/12 Good morning - This e-mail is to remind you it's time to submit data required by Section 1512 of the American Recovery and Reinvestment Act (ARRA). As you probably are well aware, 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, 2012. For the state to meet the federal deadline, ODE's sub-recipients will have to submit their data to ODE by June 30, 2012 (which is a Saturday). No waivers can be granted for Section 1512 reporting; it is mandatory. Only a few ARRA grants for which reporting is required remain open. These are as follows: Title IA, Title IID Education Technology, School Improvement, and Advancing Longitudinal Data for Educational Reform (ALDER). The Education Jobs program (which technically is not an ARRA grant but still subject to Section 1512 reporting) also is still open. 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 7. Please note your reporting needs to include data on your ARRA activities through June 30, 2012. 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 earlier communications, ODE added a "Payment Date" field for dates related to vendor payments. This assists us in our review of the 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 Ed Jobs Michael Wiltfong Title IA Janet Bubl Title IID Technology Carla Wade School Improvement Tryna Luton ALDER Mike Rebar We greatly appreciate your participation. You have been a key part of the state's success in implementing the ARRA program quickly and in accordance with the federal requirements, including the Section 1512 reporting. This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Tue Jun 12 16:35:40 2012 From: michael.s.elliott at state.or.us (ELLIOTT Michael S.) Date: Tue, 12 Jun 2012 16:35:40 -0700 Subject: [Busmgrs] Message from Barb Cruickshank: Budget and Transportation Update Message-ID: Dear Business Managers, Please note that the district 2012-13 budget must be adopted on or before Saturday, June 30. A hardcopy of your district budget needs to arrive at ODE by Sunday, July 15. Please mail to Oregon Department of Education, Attn: Barb Cruickshank, 255 Capitol St NE, Salem, OR 97310. The electronic budget collections open on Thursday, June 14 and must be submitted without errors by Monday, August 13. Please let me know if you experience any problems or if I can assist you. Additionally, the State School Fund transportation calculation rule 581-023-0040(5)(m)(A) changed based on the new transportation rule definition 581-023-0040(1)(f) - "Patron" means any individual, organization, or entity that is able to use student transportation services except for charter schools (as defined in ORS 338) reimbursing school districts up to one hundred percent (100%) of incurred transportation costs pursuant to ORS 338.145. This means that if your district receives charter school transportation reimbursement for up to 30%, it will no longer penalize the district transportation reimbursement calculation. If the charter school is paying 30%, then the district will receive the remaining 70% transportation reimbursement based on if your district receives transportation at the 70% level. Please adjust the percentages to meet your district reimbursement level. If your district receives more than 30% charter school transportation reimbursement, the excess will lower the amount of SSF transportation reimbursement. Please code up to the 30% charter school transportation reimbursement to General Fund, Source 1990 - Miscellaneous Revenue. Any excess above 30% should be coded to General Fund, Source 1412 - Transportation Fees From Other Districts Within the State. If anyone has any questions, please contact Barb at 503-947-5916 or Barbara.cruickshank at state.or.us Thank you, Michael 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: From michael.wiltfong at state.or.us Wed Jun 13 12:24:26 2012 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 13 Jun 2012 12:24:26 -0700 Subject: [Busmgrs] A message from Kristy Hartsell: Federal CCR to SAM - Critical Update Message-ID: To Business Managers - You may or may not be aware that the Federal General Services Administration will be shifting information from the Central Contractors Registration (CCR) database to the new System for Award Management (SAM) this summer. They have issued a new release that shifts this date back to July 30, 2012: http://grants-gov.blogspot.com/2012/05/conversion-from-ccr-to-sam-moved-to-end.html#!/2012/05/conversion-from-ccr-to-sam-moved-to-end.html Critical to Update your CCR Information prior to June 26, 2012 (takes 3-4 days to process). If you are already registered with CCR, please make sure that your organization's account information is up-to-date and that your account is not expired (CCR accounts require annual renewals.) To check your CCR account, please visit http://www.ccr.gov. 1. Conversion from CCR to SAM Moved to End of July >From The General Services Administration: The General Services Administration (GSA) is moving the implementation date of the System for Award Management (SAM) from May 29, 2012 to the end of July 2012. The additional sixty days will allow federal agencies to continue preparing their staff, give agencies and commercial system providers even more time to test their data transfer connections, and will ensure SAM contains the critical, documented capabilities users need from the system. This first phase of SAM will include the capabilities of Central Contractor Registration (CCR)/Federal Agency Registration (FedReg), Online Representations and Certifications Application (ORCA), and the Excluded Parties List System (EPLS). In preparation for the launch, GSA conducted extensive testing internally and in coordination with federal agencies using the data from these systems in their own contracting, grants, finance, and other departments. The testing was very valuable and will focus the efforts of the next sixty days. SAM will reduce the burden on those seeking to do business with the government. Vendors will be able to log into one system to manage their entity information in one record, with one expiration date, through one streamlined business process. Federal agencies will be able to look in one place for entity pre-award information. Everyone will have fewer passwords to remember and see the benefits of data reuse as information is entered into SAM once and reused throughout the system. Please see http://sam.gov for more information about the system. The Grants.gov program management office strongly encourages all new grant applicants to register with CCR now to ensure a trouble-free and timely submission process during this transition period. The registration process may take between 3-5 days to complete. Messages to & from this e-mail address may be made available to the public under Oregon law -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Picture (Device Independent Bitmap) 1.jpg Type: image/jpeg Size: 10350 bytes Desc: Picture (Device Independent Bitmap) 1.jpg URL: From lillie.gray at state.or.us Thu Jun 21 08:33:03 2012 From: lillie.gray at state.or.us (GRAY Lillie) Date: Thu, 21 Jun 2012 08:33:03 -0700 Subject: [Busmgrs] SEFA Alert Message-ID: Attention Business Managers SEFA Alert: All draws for claims through June 30th must be submitted in EGMS by close of business on July 25th to be included in ODE's 2012 Schedule of Expenditures of Federal Awards (SEFA). All invoices for contract payments for activities through June 30th must also be received by July 25th for posting to this report. Your external auditor uses the Agency's SEFA report when conducting your Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. Claims for June expenditures requested after July 25th will not be paid in the current fiscal year. This could result in a delay in your June payments. If you are not able to submit your claims in EGMS by the close of business on July 25th please provide a list of outstanding claims by Grant Title and/or CFDA and Sub grant number to me by close of business on July 31st to facilitate ODE's Accrual calculations. If you have any questions on this process please contact me. Phyllis Reynolds Grants Coordinator phyllis.reynolds at state.or.us This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Wed Jun 27 10:52:12 2012 From: michael.wiltfong at state.or.us (WILTFONG Michael) Date: Wed, 27 Jun 2012 10:52:12 -0700 Subject: [Busmgrs] Education Jobs Section 1512 Reporting Update Message-ID: DA: June 27, 2012 TO: District Business Managers FR: Mike Wiltfong Department of Education RE: Education Jobs Section 1512 Reporting Good morning everyone, Just a quick note to serve as a gentle reminder that the quarterly Education Jobs (Ed Jobs) program, section 1512 reporting is due June 30, 2012; three days from today. For those of you that have already submitted your report, thank you again for your cooperation - no need to read further. As of this morning, we have 64% of the reports completed, which means we still have 75 districts yet to submit. My intention with this note is to simply send a reminder in the event this collection was overlooked in the closing weeks of the fiscal year. Below is a list of those districts yet to report. Again, I know this request comes at a very busy time of year, so we really appreciate your cooperation with this very important reporting requirement. Lastly, I hope everyone has a safe and happy 4th of July holiday. Dist ID Dist Nm 2111 Annex SD 29 2115 Arock SD 81 2208 Athena-Weston SD 29RJ 2243 Beaverton SD 48J 2095 Blachly SD 90 2046 Butte Falls SD 91 2139 Cascade SD 5 1972 Central Curry SD 1 2105 Central Linn SD 552 1902 Clackamas ESD 1945 Clatskanie SD 6J 1927 Colton SD 53 2223 Columbia Gorge ESD 1965 Coos Bay SD 9 2186 Corbett SD 39 2086 Creswell SD 40 2253 Dayton SD 8 2011 Dayville SD 16J 1993 Douglas County SD 15 1980 Douglas ESD 2019 Drewsey SD 13 2229 Dufur SD 29 2221 Enterprise SD 21 1930 Estacada SD 108 2241 Forest Grove SD 15 2020 Frenchglen SD 16 1992 Glide SD 12 2099 Harrisburg SD 7J 2239 Hillsboro SD 1J 2024 Hood River County SD 1895 Huntington SD 16J 2215 Imbler SD 11 2049 Jefferson ESD 2109 Juntura SD 12 2262 Knappa SD 4 2212 La Grande SD 1 2059 Lake County SD 7 2101 Lebanon Community SD 9 2097 Lincoln County SD 2012 Long Creek SD 17 2106 Malheur ESD Region 14 2256 McMinnville SD 40 2205 Milton-Freewater Unified SD 7 2249 Mitchell SD 55 2010 Monument SD 8 2145 Mt Angel SD 91 2148 Multnomah ESD 2143 North Santiam SD 29J 2230 Northwest Regional ESD 2093 Oakridge SD 76 1928 Oregon City SD 62 1926 Oregon Trail SD 46 2060 Paisley SD 11 1900 Philomath SD 17J 2062 Plush SD 18 2180 Portland SD 1J 2009 Prairie City SD 4 1946 Rainier SD 13 2182 Reynolds SD 7 1999 Riddle SD 70 2188 Riverdale SD 51J 2195 Sherman County SD 2138 Silver Falls SD 4J 1978 Sisters SD 6 1949 South Coast ESD 2087 South Lane SD 45J3 1948 St Helens SD 502 2209 Stanfield SD 61 2003 Sutherlin SD 130 2102 Sweet Home SD 55 2204 Umatilla SD 6R 2213 Union SD 5 2211 Union-Baker ESD 1947 Vernonia SD 47J 2117 Willamette ESD -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Fri Jun 29 13:15:33 2012 From: lillie.gray at state.or.us (GRAY Lillie) Date: Fri, 29 Jun 2012 13:15:33 -0700 Subject: [Busmgrs] SEFA Alert Message-ID: Attention Business Managers SEFA Alert: All draws for claims through June 30th must be submitted in EGMS by close of business on July 25th to be included in ODE's 2012 Schedule of Expenditures of Federal Awards (SEFA). All invoices for contract payments for activities through June 30th must also be received by July 25th for posting to this report. Your external auditor uses the Agency's SEFA report when conducting your Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. Claims for June expenditures requested after July 25th will not be paid in the current fiscal year. This could result in a delay in your June payments. If you are not able to submit your claims in EGMS by the close of business on July 25th please provide a list of outstanding claims by Grant Title and/or CFDA and Sub grant number to me by close of business on July 31st to facilitate ODE's Accrual calculations. If you have any questions on this process please contact me. Phyllis Reynolds Grants Coordinator phyllis.reynolds at state.or.us This message, including any attachments or links, may contain privileged, confidential and/or legally protected information. Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies of the original communication including any attachments and/or links. -------------- next part -------------- An HTML attachment was scrubbed... URL: