[Busmgrs] A Message from Rick Crager CFO of ODE

Fri Mar 17 11:09:36 PDT 2017

Dear Business Managers,

As we near the end of biennium, ODE would like to remind local education agencies and other entities that ODE has implemented the Advanced Payment of State Grants for Summer Programs Policy (see ODE policy 581-518). This policy allows subgrantees the opportunity to use current biennial resources for summer programs during the following "new" biennium.
[2015-17 Biennium.png]

These Advance Payments will assist subgrantees in ensuring operation of their summer programs during the summer months of July, August and September. Advanced payments are made under a grant agreement in advance of the work performed and/or before costs are incurred. This method is different than the cost reimbursement method in which payments are made after work has been performed and costs have been incurred.

The policy only affects grant projects that have a demonstrated need for summer programs; requests for advanced payments under the policy will be approved on a case-by-case basis by ODE Grant Managers. Please contact your grant manager if your organization is interested in utilizing the Advanced Payment of State Grants for Summer Programs policy.

Please note the Advanced Payment of State Grants for Summer Programs policy only applies to State Funded Grants.  Contracts and Federal Grants are not eligible under this policy.

Please see attached slides and link to the webinar for the Advanced Summer Payments Overview for Subgrantees Webinar<https://www.youtube.com/watch?v=JbhfdNYwBEc&feature=youtu.be>.
[https://i.ytimg.com/vi/JbhfdNYwBEc/hqdefault.jpg]<https://www.youtube.com/watch?v=JbhfdNYwBEc&feature=youtu.be>

Advance Summer Payments - Overview for Subgrantees<https://www.youtube.com/watch?v=JbhfdNYwBEc&feature=youtu.be>
www.youtube.com<http://www.youtube.com>

You may access the SmartSheets link for submitting your request here:  Advanced Summer Payments SmartSheet Request<https://app.smartsheet.com/b/form?EQBCT=8008245bf470469b8605f3e95cbe7c56>

As a reminder, please be mindful of the following highlights and [Notification.png] deadlines

§  Advanced Payment Requests must be submitted for consideration. This will be done using SmartSheets and the requests will reviewed and approved by your ODE Grant Manager.

§  Requests must be submitted by April 1, 2017.  ODE is aware that this date falls at the end of Spring Break. However, the April 1st deadline was established in order to account for the time that will be needed to set up the ADV grants in EGMS. Projects may wish to submit their applications by March 24th in order to avoid this conflict.

§  Requests for Advanced Payments should only include costs related to summer programs during the months of July, August and September. All other costs should be claimed using the regular EGMS reimbursement process.

§  Projects eligible for Advanced Payment will see their original grant split into two "buckets" in EGMS - one with the original title and one with "ADV" in front of it. The total award will not change.

§  ADV grants or Advanced Payment grants must drawn/claimed through EGMS on or before June 30, 2017.  Without exception, subrecipients will lose out on all funds if not claimed by June 30, 2017. All activities conducted using ADV funds must be completed by September 30, 2017.

§  Projects that receive Advanced Payments will be required to submit a reconciliation report by November 15. This report will include an accounting of how the funds were spent and the identification of any unspent funds that need to be returned to ODE.

For any specific questions regarding your grant project, please contact your ODE Grant Manager directly.

Thank you,

Rick

[cid:image002.jpg at 01D283BC.286A9690]
Oregon achieves . . . together!

Rick Crager
Assistant Superintendent of Finance & Administration
255 Capitol Street NE | Salem, Oregon 97310
Phone (503) 947-5658 | Cell (503) 480-5531
Email address rick.crager at ode.state.or.us<mailto:rick.crager at ode.state.or.us> Web:  www.oregon.gov/ode<http://www.oregon.gov/ode>

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