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<p class="MsoNormal">Dear Business Managers,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:18.0pt;color:black">As we near the end of biennium, ODE would like to remind local education agencies and other entities that ODE has implemented the
<i>Advanced Payment of State Grants for Summer Programs Policy</i> (see ODE policy 581-518). This policy allows subgrantees the opportunity to use current biennial resources for summer programs during the following “new” biennium.
</span><span style="font-size:18.0pt"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:18.0pt;color:black"><img width="524" height="174" id="Picture_x0020_4" src="cid:image001.png@01D29F0E.EE8DBAB0" alt="2015-17 Biennium.png"></span><span style="font-size:18.0pt"><o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:18.0pt;color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:18.0pt;color:black">These Advance Payments will assist subgrantees in ensuring operation of their summer programs during the summer months of July, August and September.
<b>Advanced payments</b> are made under a grant agreement in advance of the work performed and/or before costs are incurred. This method is
<b><i><u>different</u></i> than the</b> <b>cost reimbursement method</b> in which payments are made after work has been performed and costs have been incurred.<o:p></o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-align:justify"><span style="font-size:18.0pt;color:black">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.</span><span style="font-size:18.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:18.0pt;color:black">Please note the Advanced Payment of State Grants for Summer Programs policy only applies to State Funded Grants. Contracts and Federal Grants
<i><u>are not eligible</u></i> under this policy.</span></b><span style="font-size:18.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:18.0pt">Please see attached slides and link to the webinar for the
<a href="https://www.youtube.com/watch?v=JbhfdNYwBEc&feature=youtu.be">Advanced Summer Payments Overview for Subgrantees Webinar</a>.<o:p></o:p></span></p>
<div align="right">
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<p class="MsoNormal" style="margin-top:15.0pt;background:white"><a href="https://www.youtube.com/watch?v=JbhfdNYwBEc&feature=youtu.be" target="_blank"><span style="font-size:12.0pt;font-family:"Times New Roman","serif";color:blue;text-decoration:none"><img border="0" width="250" height="187" id="Picture_x0020_3" src="cid:image002.jpg@01D29F0E.EE8DBAB0" alt="https://i.ytimg.com/vi/JbhfdNYwBEc/hqdefault.jpg"></span></a><span style="font-size:12.0pt;font-family:"Times New Roman","serif""><o:p></o:p></span></p>
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<p class="MsoNormal" style="margin-top:15.0pt;mso-line-height-alt:15.75pt"><span style="font-size:16.0pt;font-family:"Segoe UI Light","sans-serif";color:#0078D7"><a href="https://www.youtube.com/watch?v=JbhfdNYwBEc&feature=youtu.be" target="_blank"><span style="text-decoration:none">Advance
Summer Payments - Overview for Subgrantees</span></a><o:p></o:p></span></p>
<p class="MsoNormal" style="margin-top:15.0pt;line-height:10.5pt"><span style="font-size:10.5pt;font-family:"Segoe UI","sans-serif";color:#666666"><a href="http://www.youtube.com">www.youtube.com</a><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt">You may access the SmartSheets link for submitting your request here:
<a href="https://app.smartsheet.com/b/form?EQBCT=8008245bf470469b8605f3e95cbe7c56">
Advanced Summer Payments SmartSheet Request</a> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt">As a reminder, please be mindful of the following highlights and
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</v:shapetype><v:shape id="Picture_x0020_5" o:spid="_x0000_s1026" type="#_x0000_t75" alt="Notification.png" style='position:absolute;margin-left:0;margin-top:.05pt;width:379.3pt;height:318pt;z-index:251658240;visibility:visible;mso-wrap-style:square;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:9pt;mso-wrap-distance-top:0;mso-wrap-distance-right:9pt;mso-wrap-distance-bottom:0;mso-position-horizontal:left;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:text;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page'>
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</v:shape><![endif]--><![if !vml]><img width="506" height="424" src="cid:image004.png@01D29F0E.EE8DBAB0" align="left" hspace="12" alt="Notification.png" v:shapes="Picture_x0020_5"><![endif]><span style="font-size:18.0pt">deadlines<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:18.0pt;font-family:Wingdings"><span style="mso-list:Ignore">§<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><i><span style="font-size:18.0pt">Advanced Payment Requests must be submitted for consideration</span></i></b><span style="font-size:18.0pt">. This will be done using SmartSheets and the requests will reviewed and approved
by your ODE Grant Manager. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:18.0pt;font-family:Wingdings"><span style="mso-list:Ignore">§<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><i><span style="font-size:18.0pt">Requests must be submitted by April 1, 2017.</span></i></b><span style="font-size:18.0pt"> 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.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:18.0pt;font-family:Wingdings"><span style="mso-list:Ignore">§<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:18.0pt">Requests for Advanced Payments should
<u>only include costs related to summer programs during the months of July, August and September</u>. All other costs should be claimed using the regular EGMS reimbursement process.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:18.0pt;font-family:Wingdings"><span style="mso-list:Ignore">§<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:18.0pt">Projects eligible for Advanced Payment will see their original grant split into two “buckets” in EGMS – one with the
<b><i>original title</i></b> and one with “<b>ADV</b>” in front of it. The total award will not change.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:18.0pt;font-family:Wingdings"><span style="mso-list:Ignore">§<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><i><span style="font-size:18.0pt">ADV grants or Advanced Payment grants must drawn/claimed through EGMS on or before June 30, 2017</span></i></b><span style="font-size:18.0pt">. 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.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-left:.25in;text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-size:18.0pt;font-family:Wingdings"><span style="mso-list:Ignore">§<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><i><span style="font-size:18.0pt">Projects that receive Advanced Payments will be required to submit a reconciliation report by November 15.</span></i></b><span style="font-size:18.0pt"> 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.<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:18.0pt">For any specific questions regarding your grant project, please contact your ODE Grant Manager directly.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt">Thank you, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:18.0pt">Rick<o:p></o:p></span></i></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Times New Roman","serif";display:none"><o:p> </o:p></span></p>
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<td width="190" valign="top" style="width:142.8pt;border:solid white 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal"><span style="font-size:10.5pt"><img border="0" width="176" height="47" id="Picture_x0020_2" src="cid:image005.jpg@01D29F0E.EE8DBAB0" alt="cid:image002.jpg@01D283BC.286A9690"></span><span style="font-size:8.0pt;color:#1B75BC"><o:p></o:p></span></p>
<p class="MsoNormal" align="right" style="text-align:right"><i><span style="font-size:10.0pt;color:#1B75BC">Oregon achieves . . . together!</span></i><i><span style="font-size:10.0pt;color:#1B75BC"><o:p></o:p></span></i></p>
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<p class="MsoNormal" style="line-height:90%"><span style="font-size:9.0pt;line-height:90%;color:#1B75BC">Rick Crager</span><span style="font-size:9.0pt;line-height:90%;color:#1B75BC"><o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:9.0pt;line-height:90%">Assistant Superintendent of Finance & Administration<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:9.0pt;line-height:90%">255 Capitol Street NE | Salem, Oregon 97310<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:9.0pt;line-height:90%">Phone (503) 947-5658 | Cell (503) 480-5531<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:9.0pt;line-height:90%">Email address
<u><span style="color:blue"><a href="mailto:rick.crager@ode.state.or.us">rick.crager@ode.state.or.us</a></span></u> Web:
<a href="http://www.oregon.gov/ode">www.oregon.gov/ode</a></span><span style="font-size:9.0pt;line-height:90%"><o:p></o:p></span></p>
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