[Busmgrs] Communication from ODE EGMS staff

[ELLIOTT Michael S - ODE]

4/30/2019
Dear School District Business Managers,
The Oregon Department of Education Budget Department is providing you this advance notice that the Electronic Grant Management System (EGMS) will be shutting down to our external users for two weeks, from 11:59pm on Sunday, July 21 to 11:59pm on Friday, August 2, 2019.

This shut-down is necessary to process all end-of-biennium/fiscal year claims through June 30, 2019, and to perform the internal process of rolling forward funding for any subgrants that continue into the next biennium.

Please be prepared to have your institution's Claim Administrator(s) enter all subgrant claims that you need processed in a timely fashion into EGMS and provide any required backup documentation to your grant manager(s) by email no later than July 21.
Important Dates:

Ø  Deadline for claims: 11:59pm on Sunday, July 21, 2019

Ø  EGMS shut-down: July 22 through August 2, 2019
Specific Planning Items:

Ø  If you have expenditures that need to be included in your annual Schedule of Expenditures of Federal Awards (SEFA) report, your claims must meet the July 21 deadline.

Ø  Please do not combine expenses from June and July service dates within the same claim-they are from separate state fiscal years and must be reported separately.

Ø  June claims made after EGMS reopens will be paid in the next fiscal year/biennium.

Ø  July claim payments may also be delayed.

Ø  If payroll or other urgent expenditures are contingent upon payment of your EGMS claims, please plan accordingly.

We invite you to visit the EGMS page on the ODE District website for more resources, including our user guide and the current EGMS Access Request Form, which you may use for adding and removing EGMS permissions and subgrant contacts: https://district.ode.state.or.us/search/results/?id=462.



ODE is committed to timely, accurate, efficient, and reliable service to enable your institution to serve the students of Oregon. Please contact EGMS staff (ode.egms at state.or.us<mailto:ode.egms at state.or.us>, 503-947-5604, or 503-947-5959), if you have any questions about the claims process. You will receive this communication periodically between now and when the shut-down occurs.



Sincerely,


EGMS Staff
ode.egms at state.or.us


[cid:image001.jpg at 01D4FF6D.86340020]
Oregon achieves . . . together!

Michael Elliott
School Facilities Program Manager
Oregon Department of Education | Office of Finance and Administration
503-947-5627 cell:503-551-9227
Michael.s.elliott at state.or.us | www.oregon.gov/ode



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