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<p class="MsoNormal">4/30/2019<o:p></o:p></p>
<p class="MsoNormal">Dear School District Business Managers, <o:p></o:p></p>
<p class="MsoNormal">The Oregon Department of Education Budget Department is providing you this advance notice that the
<b>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</b>.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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. <o:p></o:p></p>
<p class="MsoNormal">Important Dates:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Wingdings"><span style="mso-list:Ignore">Ø<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b>Deadline for claims</b>: 11:59pm on Sunday, July 21, 2019<o:p></o:p></p>
<p class="MsoListParagraphCxSpLast" style="text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Wingdings"><span style="mso-list:Ignore">Ø<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b>EGMS shut-down</b>: July 22 through August 2, 2019<o:p></o:p></p>
<p class="MsoNormal">Specific Planning Items:<o:p></o:p></p>
<p class="MsoListParagraphCxSpFirst" style="text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Wingdings"><span style="mso-list:Ignore">Ø<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>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.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Wingdings"><span style="mso-list:Ignore">Ø<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>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.<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Wingdings"><span style="mso-list:Ignore">Ø<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>June claims made after EGMS reopens will be paid in the next fiscal year/biennium.
<o:p></o:p></p>
<p class="MsoListParagraphCxSpMiddle" style="text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Wingdings"><span style="mso-list:Ignore">Ø<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>July claim payments may also be delayed.<o:p></o:p></p>
<p class="MsoListParagraphCxSpLast" style="text-indent:-.25in;mso-list:l0 level1 lfo1">
<![if !supportLists]><span style="font-family:Wingdings"><span style="mso-list:Ignore">Ø<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>If payroll or other urgent expenditures are contingent upon payment of your EGMS claims, please plan accordingly.<o:p></o:p></p>
<p class="Default"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext">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: </span>
<a href="https://district.ode.state.or.us/search/results/?id=462"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">https://district.ode.state.or.us/search/results/?id=462</span></a><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext">.<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext">ODE is committed to timely, accurate, efficient, and reliable service to enable your institution to serve the students of Oregon. Please contact EGMS staff (</span><a href="mailto:ode.egms@state.or.us"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext;text-decoration:none">ode.egms@state.or.us</span></a><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext">,
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.<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="Default"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext">Sincerely,<o:p></o:p></span></p>
<p class="Default"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:windowtext"><o:p> </o:p></span></p>
<p class="MsoNormal">EGMS Staff<o:p></o:p></p>
<p class="MsoNormal">ode.egms@state.or.us<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<td width="245" valign="top" style="width:98.75pt;border:solid white 1.0pt;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal"><span style="font-size:10.5pt;color:#1B75BC"><img border="0" width="230" height="62" style="width:2.3958in;height:.6458in" id="Picture_x0020_1" src="cid:image001.jpg@01D4FF6D.86340020"><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!<o:p></o:p></span></i></p>
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<td width="462" valign="top" style="width:368.75pt;border:solid white 1.0pt;border-left:none;padding:0in 5.4pt 0in 5.4pt">
<p class="MsoNormal" style="line-height:90%"><span style="font-size:12.0pt;line-height:90%;color:#1B75BC">Michael Elliott<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%">School Facilities Program Manager<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%">Oregon Department of Education | Office of Finance and Administration<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%">503-947-5627 cell:503-551-9227<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:90%"><span style="font-size:10.5pt;line-height:90%">Michael.s.elliott@state.or.us | www.oregon.gov/ode<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.5pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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