[Busmgrs] Section 1512 Reporting Due - District Deadline of 9/30/12

[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 9/30/12


Good afternoon - 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 October 10, 2012. For the state to meet the federal deadline, ODE's sub-recipients will have to submit their data to ODE by September 30, 2012 (which is a Sunday). And as you probably know well by now, no waivers can be granted for Section 1512 reporting; it is mandatory.

Open ARRA grants for which reporting is required 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, September 6. Please note your reporting needs to include data on your ARRA activities through September 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: 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

As always, we want to express our sincere appreciation for 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.


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