[Busmgrs] SEFA draws and EGMS downtime at Oregon Department of Education

[GRAY Lillie - ODE]

Attention: Business Managers



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 are at the end of a fiscal-year. 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 EGMS staff (ode.egms at state.or.us<mailto:ode.egms at state.or.us>, 503-947-5604 or 503-947-5619), if you have any questions on availability of funds or the claims process.



SEFA: All draws for claims through June 30th must be submitted in EGMS by 11:59 p.m. on Friday, July 20th, to be included in ODE's 2018 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 20th  will not be paid in the current fiscal year. This could result in a delay in your June payments.



EGMS OFFLINE: The EGMS system will be offline and unavailable to your institution from July 21st through July 24th  to facilitate ODE processing of the fiscal year 2018 claims efficiently.



CONTRACT INVOICES: All invoices for contract payments for activities through June 30th  must be received by July 18th  for posting to the 2018 SEFA, if applicable. Invoices for June expenditures requested after July 18th may not be paid in the current fiscal year. This could result in a delay in your June payments.



ODE is committed to timely, accurate, efficient and reliable service to enable your institution 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,

Lillie Gray

[cid:image006.jpg at 01D27573.A02D0700]
Oregon achieves . . . together!

Lillie Gray, DPO, CPPB, OPBC
Director of Procurement Services
255 Capitol Street NE | Salem, Oregon 97310
Phone (503) 947-5647
Lillie.Gray at ode.state.or.us<mailto:Lillie.Gray at ode.state.or.us> | www.oregon.gov/ode<http://www.oregon.gov/ode>


Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found.
Vendors register at http://orpin.oregon.gov/open.dll/welcome

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