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<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Hello CAFR Contacts,</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">As this situation is extremely fluid, and understanding that we’re operating quickly to provide information to leadership, I need to amend the guidance that went
out earlier, though I hope it will be limited in the number of agencies it impacts,
<b><u>for the upcoming week only</u>.</b></span><o:p></o:p></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span></b><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">If your agency has incurred more than $1 million in “in relation to” costs (for all periods up through April 3), leadership wants that information communicated
to ECC (see below). If you have less than $1 million in “in relation to” costs incurred for all periods up through April 3, follow the guidance contained in the email sent earlier today at 3:20 pm. For clarity, “for all periods” means there is no beginning
date, so it would be all “in relation to” costs incurred related to the COVID-19 pandemic up through April 3, not just those for March 28 – April 3.
</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Nothing is changing in the reporting of direct costs; they should continue to be reported for a weekly basis based on process date that reconciles to R*STARS
data (unless granted an exception).</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">For those agencies that have more than $1 million in “in relation to costs” up through April 3, please provide the following information in the body of the email
to ECC containing your weekly report:</span><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">1.</span><span style="font-size:7.0pt;color:#1F497D"> </span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Costs
incurred but not yet in R*STARS (SPOTS transaction, bills not yet in R*STARS, etc.) to the best of your agency’s ability.</span><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">2.</span><span style="font-size:7.0pt;color:#1F497D">
</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Costs in R*STARS</span><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">3.</span><span style="font-size:7.0pt;color:#1F497D">
</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Whether the costs in #’s 1 and 2 will be fully/partially reimbursed through a federal grant (e.g., Yes or No)</span><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">4.</span><span style="font-size:7.0pt;color:#1F497D">
</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">If Yes to #3, what percentage will be reimbursed (to the approximate 10 – 15%), if your agency is able to make the estimate. If not, please indicate so.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">We expect a very limited number of agencies have incurred more than $1 million of “in relation to” costs up through April 3, so this should not impact many agencies.
Again, if you do not have more than $1 million in “in relation to” costs incurred up through April 3, follow the guidance contained in the email below. Nothing will change for your agency for the ECC report for the week ending April 3.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">If you have any questions, please feel free to reach out to me.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Thank you,</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Rob</span><o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> CAFR-Contacts-News <cafr-contacts-news-bounces@listsmart.osl.state.or.us>
<b>On Behalf Of </b>CHASE Stacey A * DAS via CAFR-Contacts-News<br>
<b>Sent:</b> Friday, April 3, 2020 3:20 PM<br>
<b>To:</b> CAFR-contacts-news@listsmart.osl.state.or.us<br>
<b>Subject:</b> [CAFR-Contacts-News] COVID-19 In Relation To Costs<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Good afternoon CAFR contacts!<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">SARS and ECC previously recommended that agencies identify a mechanism to track "in relation to" COVID-19 costs separate from the "response" costs charged to Project Code "COVID1"
and Phase "19". During a conference call with the Chief Financial Office earlier this afternoon, SARS and ECC received guidance indicating that agencies
<u><span style="background:white">are now <b>required </b>to track and report all "in relation to" COVID-19 costs to ECC on a weekly basis.</span></u><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Understanding that each agency has unique structures and may have various funding sources available to recover the "in relation to" costs, agencies may use a tracking mechanism
that works best for their particular business needs.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">SARS and ECC are in the process of updating the
<i>Agency COVID Cost Tracker</i> spreadsheet to include the additional reporting requirements requested earlier today. The new reporting requirements associated with "in relation to" COVID-19 costs are
<u>not required to be reported on the upcoming weekly ECC report due April 8</u>; however, agencies should have a mechanism in place to ensure those
<u>costs will be included on the weekly report due April 15 and subsequent reports thereafter</u>.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">We greatly appreciate your patience while we navigate through these difficult waters. We appreciate all that you do and are doing our best to identify solutions that balance the
needs of the agencies with the needs of the enterprise.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Take care everyone,<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">s<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-family:"Calibri",sans-serif;color:black">Stacey A. Chase</span></b><span style="font-family:"Calibri",sans-serif;color:black"><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Senior Financial Reporting & Policy Analyst<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Chief Financial Office <o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Department of Administrative Services<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Phone: 503-947-8567<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><a href="https://www.oregon.gov/das/financial/acctng/pages/index.aspx">https://www.oregon.gov/das/financial/acctng/pages/index.aspx</a><o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black">Data Classification: Level 1 - Published<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Calibri",sans-serif;color:black"><o:p> </o:p></span></p>
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