[Busmgrs] 3rd reminder of cut off dates for processing claims

[GRAY Lillie - ODE]

The Oregon Department of Education (ODE) wants to alert you to upcoming events and dates which may have a fiscal reporting impact on your entity.

As you may be aware, we have reached the end of a fiscal-year and state biennium.  As a result, please be very timely with your June claims because ODE is not able to make July payments until June claims have been processed.

Also, please do not enter June and July claims on the same reimbursement request. For financial reporting purposes, ODE must process June and July claims in separate payment batches.

Please contact your grant manager or me, the Grants Coordinator, if you have any questions on availability of funds or the claims process.

SEFA:  All draws for claims throughJune 30th must be submitted in EGMS by close of business on <x-apple-data-detectors://22> July 24<x-apple-data-detectors://22>th<x-apple-data-detectors://22> to be included in ODE’s 2017 Schedule of Expenditures of Federal Awards (SEFA).

Your external auditor uses ODE’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 24<x-apple-data-detectors://23>th<x-apple-data-detectors://23> will not be paid in the current fiscal year.  This could result in a delay in your June payments.

CONTRACT INVOICES:  All invoices for contract payments for activities through June 30th must be received by July 19th for posting to the SEFA, if applicable. Invoices for June expenditures requested after July 19th will not be paid in the current fiscal year.  This could result in a delay in your June payments.

EGMS OFFLINE:  EGMS system will be offline and unavailable to your entity from <x-apple-data-detectors://27> July 25<x-apple-data-detectors://27>th<x-apple-data-detectors://27> through August 8<x-apple-data-detectors://27>th<x-apple-data-detectors://27> to facilitate ODE rolling subgrants into the new state biennium.  This period allows the roll and verification to be completed efficiently.

ODE is committed to timely, accurate, efficient and reliable service to enable your entity to serve the students of Oregon. We hope by giving notice of these dates this will enable you to plan your work accordingly. Should you have any questions or need additional information please feel free to contact me.

Respectfully,

Karen K Harrison
Grants Coordinator
karen.harrison at state.or.us<mailto:karen.harrison at state.or.us>


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