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<p class="Default"><b><span style="font-size:11.5pt">Attention: Business Managers
<o:p></o:p></span></b></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">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.
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">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.
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">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.
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">Please contact your grant manager or EGMS staff (</span><a href="mailto:ode.egms@state.or.us"><span style="font-size:11.5pt">ode.egms@state.or.us</span></a><span style="font-size:11.5pt">, 503-947-5604 or 503-947-5619),
if you have any questions on availability of funds or the claims process. <o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">SEFA:
</span></b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">All draws for claims through June 30<sup>th</sup></span><span style="font-size:8.0pt;background:yellow;mso-highlight:yellow">
</span><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">must be submitted in EGMS by 11:59 p.m. on Friday,
<b>July 20<sup>th</sup></b></span><b><span style="font-size:8.0pt;background:yellow;mso-highlight:yellow">,
</span></b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">to be included in ODE’s 2018 Schedule of Expenditures of Federal Awards (SEFA).</span><span style="font-size:11.5pt">
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">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.
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">Claims for June expenditures requested after July 20<sup>th</sup>
</span><span style="font-size:8.0pt"> </span><span style="font-size:11.5pt">will not be paid in the current fiscal year. This could result in a delay in your June payments.
<o:p></o:p></span></p>
<p class="Default"><b><span style="font-size:11.5pt"><o:p> </o:p></span></b></p>
<p class="Default"><b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">EGMS OFFLINE:
</span></b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">The
</span><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">EGMS system will be
<b>offline and unavailable </b>to your institution from <b>July 21<sup>st</sup> through July 24<sup>th</sup>
</b></span><b><span style="font-size:8.0pt;background:yellow;mso-highlight:yellow"> </span></b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">to facilitate ODE processing of the fiscal year 2018 claims efficiently.</span><span style="font-size:11.5pt">
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">CONTRACT INVOICES</span></b><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">: All invoices for contract payments for activities through June 30<sup>th</sup>
</span><span style="font-size:8.0pt;background:yellow;mso-highlight:yellow"> </span><span style="font-size:11.5pt;background:yellow;mso-highlight:yellow">must be received by
<b>July 18<sup>th</sup></b></span><b><span style="font-size:11.5pt"> </span></b><b><span style="font-size:8.0pt"> </span></b><span style="font-size:11.5pt">for posting to the 2018 SEFA, if applicable. Invoices for June expenditures requested after July 18</span><span style="font-size:8.0pt">th
</span><span style="font-size:11.5pt">may not be paid in the current fiscal year. This could result in a delay in your June payments.
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">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.
<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.5pt"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.5pt">Respectfully, <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#0000CC"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#0000CC">Lillie Gray<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#0000CC"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt;font-family:"Cambria",serif;color:#1B75BC"><img border="0" width="230" height="62" style="width:2.3958in;height:.6458in" id="Picture_x0020_2" src="cid:image001.jpg@01D4096D.D4CB1030" alt="cid:image006.jpg@01D27573.A02D0700"></span><span style="font-size:10.5pt;font-family:"Cambria",serif;color:#1B75BC"><o:p></o:p></span></p>
<p class="MsoNormal" align="right" style="text-align:right"><i><span style="font-size:12.5pt;color:#1B75BC">Oregon achieves . . . together!</span></i><i><span style="font-size:12.5pt;color:#1B75BC"><o:p></o:p></span></i></p>
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<p class="MsoNormal" style="line-height:90%"><b><span style="font-size:10.5pt;line-height:90%;font-family:"Arial",sans-serif;color:#1B75BC">Lillie Gray,</span></b><span style="font-size:10.5pt;line-height:90%;font-family:"Arial",sans-serif;color:#1B75BC">
</span><span style="font-size:9.0pt;line-height:90%;font-family:"Arial",sans-serif;color:#1B75BC">DPO, CPPB, OPBC</span><span style="font-size:10.5pt;line-height:90%;font-family:"Arial",sans-serif;color:#1B75BC"><o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%;font-family:"Arial",sans-serif;color:#0000CC">Director of Procurement Services<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%;font-family:"Arial",sans-serif;color:#0000CC">255 Capitol Street NE | Salem, Oregon 97310<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%;font-family:"Arial",sans-serif;color:#0000CC">Phone (503) 947-5647<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%;font-family:"Arial",sans-serif;color:#0000CC"><a href="mailto:Lillie.Gray@ode.state.or.us"><span style="color:blue">Lillie.Gray@ode.state.or.us</span></a> |
<a href="http://www.oregon.gov/ode"><span style="color:blue">www.oregon.gov/ode</span></a><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:8.0pt;font-family:"Arial",sans-serif;color:#990099"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:7.5pt;font-family:"Arial",sans-serif;color:#990099">Oregon Procurement Information Network (ORPIN) system is where our solicitations may be found.<o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:7.5pt;font-family:"Arial",sans-serif;color:#990099">Vendors register at
<a href="http://orpin.oregon.gov/open.dll/welcome"><span style="color:blue">http://orpin.oregon.gov/open.dll/welcome</span></a>
</span><span style="font-size:10.0pt;color:#990099"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#990099"><o:p> </o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><i><span style="font-size:7.0pt;font-family:"Arial",sans-serif;color:#990099">This message, including any attachments or links, may contain privileged, confidential and/or legally protected information.
Any distribution or use of this communication by anyone other than the intended recipient is strictly prohibited. If you have received this communication in error, please notify the sender immediately by replying to this message and then delete all copies
of the original communication including any attachments and/or links.</span></i><span style="font-size:7.0pt;color:#990099"><o:p></o:p></span></p>
<p class="MsoNormal" align="center" style="text-align:center"><span style="font-size:7.0pt;color:#990099"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#0000CC"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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