From lillie.gray at state.or.us Thu Jun 2 15:08:32 2016 From: lillie.gray at state.or.us (GRAY Lillie - ODE) Date: Thu, 2 Jun 2016 22:08:32 +0000 Subject: [Busmgrs] SEFA Alert - important dates to note Message-ID: Attention Business Managers SEFA Alert: All grant claims through June 30th must be submitted in EGMS by close of business on July 25th to be included in ODE's 2016 Schedule of Expenditures of Federal Awards (SEFA). Claims for June expenditures requested after July 25th will not be paid in the current 2016 fiscal year and may result in a delay of your June payments. The SEFA due date for invoices related to contract activities through June 15th must be received by July 20th to be included in our report. Your external auditor uses ODE's SEFA report to match federal grant expenditures when conducting your district Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. If you have any questions on this process please contact me. Karen Harrison Grants Coordinator karen.harrison at state.or.us Thanks, Karen Kay Karen K Harrison, OPBC | Procurement Officer _____________________________________________________________________________ Oregon Department of Education |255 Capitol Street NE | Salem, Oregon 97310 Ph: 503.947.5792 | Fax: 503.378.5156 Email: karen.harrison at state.or.us | Web: http://www.ode.state.or.us Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors may 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 Thu Jun 2 16:44:31 2016 From: lillie.gray at state.or.us (GRAY Lillie - ODE) Date: Thu, 2 Jun 2016 23:44:31 +0000 Subject: [Busmgrs] SEFA Alert - Date adjusted to allow more time Message-ID: Attention Business Managers - I apologize for having to resend this message. SEFA Alert: All grant claims through June 30th must be submitted in EGMS by close of business on July 25th to be included in ODE's 2016 Schedule of Expenditures of Federal Awards (SEFA). Claims for June expenditures requested after July 25th will not be paid in the current 2016 fiscal year and may result in a delay of your June payments. The SEFA due date for invoices related to contract activities through June 30th must be received by July 20th to be included in our report. Your external auditor uses ODE's SEFA report to match federal grant expenditures when conducting your district Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. If you have any questions on this process please contact me. Karen Harrison Grants Coordinator karen.harrison at state.or.us Thanks, Karen Kay Karen K Harrison, OPBC | Procurement Officer _____________________________________________________________________________ Oregon Department of Education |255 Capitol Street NE | Salem, Oregon 97310 Ph: 503.947.5792 | Fax: 503.378.5156 Email: karen.harrison at state.or.us | Web: http://www.ode.state.or.us Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors may 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 michael.s.elliott at state.or.us Fri Jun 3 12:08:02 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Fri, 3 Jun 2016 19:08:02 +0000 Subject: [Busmgrs] Message from Seismic Rehabilitation Program Message-ID: Dear Business Managers, I would like to pass on a message from the Seismic Rehabilitation Program and their upcoming deadline for seismic grants. I would also like to let everyone know that if you do a seismic assessment for this program, you can use the costs of that assessment as a basis for a technical assistance grant from the Office of School Facilities. If you have more questions about the Seismic Rehabilitation Program, please contact Gloria below. If you have more questions about the Technical Assistance Program, please let me know. Thank you, Michael Oregon's Seismic Rehabilitation Grant Program (SRGP) There is $125 million available in grant funding for prospective school applicants of the Seismic Rehabilitation Grant Program. Applications will be accepted July 1 through September 30, 2016. A maximum of $1.5 million per project will be awarded. More information can be found at: http://www.orinfrastructure.org/Infrastructure-Programs/Seismic-Rehab/ If you need further information regarding eligibility or the application process, please contact Gloria Zacharias at: Gloria.Zacharias at oregon.gov If you are interested in hosting an informational workshop during the month of June to hear program details please let Gloria know. She is happy to schedule workshops for anyone planning to apply for a grant. Let her know approximately how many attendees there will be and she will try and accommodate your schedule. All of the application tools will be posted on our website on July 1, 2016. Please take the time to review the guidance that will be included with the forms. The guidance has important information that will assist you with the application process. Michael Elliott School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- 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: 6434 bytes Desc: Picture (Device Independent Bitmap) 1.jpg URL: From michael.s.elliott at state.or.us Tue Jun 7 14:41:33 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Tue, 7 Jun 2016 21:41:33 +0000 Subject: [Busmgrs] Updates for July 2016 Payment Message-ID: Dear Business Managers, I hope everyone is staying cool in the warm weather we have been having. I also hope everyone is taking a break when they can to rest up and get ready for the summer and next school year. Speaking of next school year...it is not too early to begin thinking about the payments. Specifically, if you would like to make updates to your 2016-17 Estimate of Membership and Revenue you need to do so before June 24, 2016. Because of the way that the 4th of July is working this year, we need to get estimates out earlier than usual. So we need all updates in by June 24. Please let me know if you would like me to open your Estimate of Membership and Revenue collection before that date to make adjustments. Thank you, Michael Michael Elliott School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.wiltfong at state.or.us Tue Jun 7 14:59:30 2016 From: michael.wiltfong at state.or.us (WILTFONG Michael - ODE) Date: Tue, 7 Jun 2016 21:59:30 +0000 Subject: [Busmgrs] Washington and Yamhill Counties Community Education Forum Message-ID: Tonight, June 7, 2016, you are invited to attend: Reimagine Education in Oregon facilitated by Deputy Superintendent Salam Noor. 6:00 -7:30 pm Tualatin High School (Commons area) 22300 SW Boones Ferry Rd Tualatin, OR 97062 Learn more about our state's education initiatives, including the Every Student Succeeds Act. Please see the attached documents for the agenda and further details. Thank you, Mike Michael Wiltfong | Director of School Finance and School Facilities ____________________________________________________________________________ Oregon Department of Education | 255 Capitol Street | Salem, Oregon 97310 michael.wiltfong at state.or.us | http://www.ode.state.or.us | 503.947.5914 -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Tualatin Community Forum Participant Agenda 6-7-16.pdf Type: application/pdf Size: 267956 bytes Desc: Tualatin Community Forum Participant Agenda 6-7-16.pdf URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Tualatin_ODE_ESSA Invitations_2016-V4WEB.pdf Type: application/pdf Size: 1307084 bytes Desc: Tualatin_ODE_ESSA Invitations_2016-V4WEB.pdf URL: From michael.s.elliott at state.or.us Tue Jun 7 15:52:24 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Tue, 7 Jun 2016 22:52:24 +0000 Subject: [Busmgrs] OSCIM Grants for November 2016 Election Message-ID: Dear Business Managers, Even though November may feel like a long way off, it is time to start thinking about applying for OSCIM Grants for the November 2016 election. As you may know because we distribute 40% of the funds through a first in time process, the first time we can accept applications is 8:00 am on July 1, 2016. We will only be accepting applications electronically. You can submit an application via secure FTP to ode.schoolfacilities at state.or.us. You can also email applications to that address as well. The procedures for the November election are the same as the procedures for the May 2016 election: 1. One application per district 2. All applications received during a given time frame will be considered to have been received at the same time. 3. Priority list funding will be distributed first. 4. The remaining applications will be funded based on time received. If there is not enough funding to provide a match to all applications for a given time period, then the districts in that timeframe will be put into a lottery to determine which applications will receive a matching grant. For additional instructions on the application please go here: http://www.ode.state.or.us/search/page/?id=5500. A copy of the application is included with this email. For the November 2016 election, we have the following funds available: $18 million for priority list matches $23 million for first in time matches As you may remember the OSCIM Program had first in time funding left over from the May 2016 election. That funding is getting moved into the November 2016 election cycle. Thus, the program has more funding than originally budgeted. So this is good news for districts looking to hold an election in November. I wish everyone good luck with the application process. If you have any questions, please let me know. Thank you, Michael Michael Elliott School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: OSCIM Application Form - Fillable.pdf Type: application/pdf Size: 89537 bytes Desc: OSCIM Application Form - Fillable.pdf URL: From michael.s.elliott at state.or.us Fri Jun 17 16:27:08 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Fri, 17 Jun 2016 23:27:08 +0000 Subject: [Busmgrs] Message from Department of State Lands Message-ID: Dear Business Managers, Please find a message from Julie Curtis at the Department of State Lands below: Dear school district budget officers: The Oregon Department of State Lands produces a fact sheet on the state's Common School Fund. As you know, the Department of Education sends distributions from the fund twice a year to all 197 K-12 districts. In the fact sheet we've tried to illustrate the "value" of the distributions by showing how many full-time teachers would be supported by Common School Fund monies in a cross-section of districts. It has always been our understanding that Common School Fund distributions go into each district's General Fund. However, it may be that some of you earmark your distributions for specific purposes. Do you rely on Common School Fund revenues for libraries, building projects or other important district expenditures? If this is the case, we'd like to know more! If you have specific examples of projects within your districts supported by Common School Fund distributions, please send me an email: julie.curtis at state.or.us. Thank you. Julie Curtis | Public Information Manager Oregon Department of State Lands 775 Summer St. NE | Salem, OR 97301-1279 503-986-5298 (desk) | 503-510-6860 (cell) julie.curtis at state.or.us www.oregonstatelands.us Michael Elliott School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From michael.s.elliott at state.or.us Mon Jun 20 11:40:42 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Mon, 20 Jun 2016 18:40:42 +0000 Subject: [Busmgrs] OSCIM Program Reminder Message-ID: Dear Business Managers, I hope all is well and everyone had a good weekend. I want to provide a final reminder that the OSCIM program application period opens at 8:00 am on July 1, 2016. The application window will be open through 5:00 pm on July 5. This short window is so that we can process applications quickly and to ensure compliance with the lottery procedures for first in time. The application is attached. Please note the following: 1. Secure FTP will only allow one attachment. Thus, all attachments need to be combined into one document before submitting. If a district chooses to submit multiple attachments, then the application is complete when the last attachment is received. 2. Secure FTP can be sent to ode.schoolfacilities at state.or.us 3. If a district is selected for a commitment, the district will need to meet the following deadlines: a. Board resolution authorizing bond election must be turned into ODE by August 5. b. A copy of the SEL 803 documents to be submitted to the county election office must be submitted by August 12. c. These two deadlines are there so that if a district that receives commitment does not go for an election, then a waitlist district can be notified and have time to get their documents in by the deadline. Thank you and please let me know if you have any questions. Michael Michael Elliott School Facilities Coordinator | Office of Finance & Administration|School Finance & School Facilities| Oregon Department of Education Office: 503.947.5627 | Fax: 503.378.5156 | *michael.s.elliott at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: OSCIM Application Form - Fillable.pdf Type: application/pdf Size: 42912 bytes Desc: OSCIM Application Form - Fillable.pdf URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Application Instructions November 16.docx Type: application/vnd.openxmlformats-officedocument.wordprocessingml.document Size: 16459 bytes Desc: Application Instructions November 16.docx URL: From lillie.gray at state.or.us Fri Jun 24 09:25:13 2016 From: lillie.gray at state.or.us (GRAY Lillie - ODE) Date: Fri, 24 Jun 2016 16:25:13 +0000 Subject: [Busmgrs] Last notice: SEFA ALERT - reminder Message-ID: Attention Business Managers - I apologize for having to resend this message. SEFA Alert: All grant claims through June 30th must be submitted in EGMS by close of business on July 25th to be included in ODE's 2016 Schedule of Expenditures of Federal Awards (SEFA). Claims for June expenditures requested after July 25th will not be paid in the current 2016 fiscal year and may result in a delay of your June payments. The SEFA due date for invoices related to contract activities through June 30th must be received by July 20th to be included in our report. Your external auditor uses ODE's SEFA report to match federal grant expenditures when conducting your district Single Audit. Please keep in mind, if our amounts are in alignment this reduces the questions your auditor will ask. If you have any questions on this process please contact me. Karen Harrison Grants Coordinator karen.harrison at state.or.us Thanks, Karen Kay Karen K Harrison, OPBC | Procurement Officer _____________________________________________________________________________ Oregon Department of Education |255 Capitol Street NE | Salem, Oregon 97310 Ph: 503.947.5792 | Fax: 503.378.5156 Email: karen.harrison at state.or.us | Web: http://www.ode.state.or.us Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found. Vendors may 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 mari.johnson at state.or.us Mon Jun 27 14:02:08 2016 From: mari.johnson at state.or.us (JOHNSON Mari - ODE) Date: Mon, 27 Jun 2016 21:02:08 +0000 Subject: [Busmgrs] FW: 2016-17 Budget Collections Open In-Reply-To: References: Message-ID: Greetings, I am writing to make sure key budget-submission dates are on your calendars: * Paper budgets are due to ODE by Friday, July 15th. * Budget Expenditures and Revenue 16-17 collections are open through Monday, August 15th. As always, early submissions of your paper and electronic budgets are greatly appreciated! Also, a budget webinar is scheduled for this Thursday, June 30th from 2:00-3:00 p.m. Instructions on how to join the webinar are posted on the District Homepage under Trainings along with the handouts. Please let me know if you have any questions. Thank you, Mari Sue Mari Sue Johnson Financial Reporting Analyst/School Finance Unit Office of Finance and Administration Oregon Department of Education 503-947-5883 mari.johnson at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: From lillie.gray at state.or.us Wed Jun 29 09:48:22 2016 From: lillie.gray at state.or.us (GRAY Lillie - ODE) Date: Wed, 29 Jun 2016 16:48:22 +0000 Subject: [Busmgrs] Revised SANs being created and sent Message-ID: Greetings Business Mangers - Hope your summer has gotten off to a great start The Agency wants to let you know what is happening with your subgrants. The federal government has new federal requirements for the SubGrant Award Notices (SAN). If you have any federally funded subgrants, the Agency will be sending modified SANs which include the new requirements. Due to the number of subgrants, the Agency will be doing this in phases so you will not see all federal funded SANs sent at one time. Please check your accounts for the modified SANs and update your records with the new SAN. If you have any questions or need any additional please feel free to contact me. Thanks, Karen Kay Karen K Harrison, OPBC | Procurement Officer _____________________________________________________________________________ Oregon Department of Education |255 Capitol Street NE | Salem, Oregon 97310 Ph: 503.947.5792 | Fax: 503.378.5156 Email: karen.harrison at state.or.us | Web: http://www.ode.state.or.us "Oregon Department of Education fostering excellence for every learner." 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 mari.johnson at state.or.us Wed Jun 29 15:14:04 2016 From: mari.johnson at state.or.us (JOHNSON Mari - ODE) Date: Wed, 29 Jun 2016 22:14:04 +0000 Subject: [Busmgrs] FW: Business Manager/Auditor Communication Letter In-Reply-To: References: Message-ID: Good afternoon, Attached please find the 2015-16 Business Manager/Auditor Communication Letter and Supplemental Audit Requirements. Links to the Sample Revenue and Expenditures Spreadsheet, a sample Schedule of Federal Awards (SEFA), and Form 3211C are imbedded in the letter. This letter is also posted on ODE's website on the Financial Memos page and will be posted in Consolidated Collections when the Actual Expenditures 15-16 and Actuals Revenue 15-16 come online in July. The Actual collections will open in October and your paper audit is due at ODE on or before January 3, 2017. During the audit process, please let me know if you have any questions regarding the submission of your audit to ODE. Thank you for all you do and the many hats you wear! Happy Wednesday, Mari Sue Mari Sue Johnson Financial Reporting Analyst/School Finance Unit Office of Finance and Administration Oregon Department of Education 503-947-5883 mari.johnson at state.or.us -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: 2015-16_school-district-auditor-communication-letter-with links.doc Type: application/msword Size: 33792 bytes Desc: 2015-16_school-district-auditor-communication-letter-with links.doc URL: From michael.s.elliott at state.or.us Thu Jun 30 11:30:14 2016 From: michael.s.elliott at state.or.us (ELLIOTT Michael S - ODE) Date: Thu, 30 Jun 2016 18:30:14 +0000 Subject: [Busmgrs] Latest 2016-17 Estimates Message-ID: Dear Business Managers, The latest 2016-17 estimates have been posted. Districts: http://www.ode.state.or.us/services/ssf/2016-17-ssf-estimate-as-of-6-29-16-1600-hrs.pdf ADMw Breakouts: http://www.ode.state.or.us/services/ssf/transparency-estimate-6-29-16.pdf ESDs: http://www.ode.state.or.us/services/ssf/esd-16-17-estimate-as-of-6-30-16.pdf These include all updates made by districts over the last few weeks. Thank you for getting in your requests in a timely manner. Because of the way the timelines work, these will be the estimates used for the July Payment. I look forward to seeing everyone at OASBO in a few weeks. If you have any questions in the meantime, please let me know. Thank you, Michael -------------- next part -------------- An HTML attachment was scrubbed... URL: