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<div>TO: All District and ESD Special Education Directors and Business Managers</div>
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<div>The message below is being sent<font color="#FF0000"> </font>to you on behalf of:</div>
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<div>Nancy Latini, PhD</div>
<div>Assistant Superintendent</div>
<div>Student Learning & Partnerships</div>
<div>______________________________________________ </div>
<div>August 23, 2011</div>
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<div><b>RE: Supporting Documentation for requests for reimbursement for IDEA grants in EGMS</b></div>
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<div>The purpose of this message is to inform you of a change in procedures related to monitoring of IDEA award grants. This change is in direct response to a recommendation in the Special Education Cluster compliance audit that was completed by the Secretary
of State Audits Division on November 30, 2010.</div>
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<div>Beginning with the 2011-12 IDEA grants, the Oregon Department of Education (ODE) will begin requesting supporting documentation for some reimbursement requests for IDEA grants in EGMS. Supporting documentation requests will be periodic (e.g., not every
EGMS claim will require submission of supporting documentation) and will be made to ensure that every district will have submitted supporting documentation at least once during a three year period. ODE’s three-year monitoring cycle (grant years 2011-12, 2012-13,
and 2013-14) is attached.</div>
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<div>If documentation for a claim is requested, the ODE grant manager will put the claim on hold in EGMS and send an e-mail requesting the supporting documentation. A sample documentation request form is also attached to this message.<span style="text-transform: uppercase;">
O</span>nce the documentation is received and verified, the claim will be approved. </div>
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<div>If you have questions about this process, please contact Steve Smith at <a href="mailto:steve.w.smith@ode.state.or.us"><font color="#0000FF"><u>steve.w.smith@ode.state.or.us</u></font></a></div>
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<div><font face="Calibri, sans-serif" size="2"><i>Ruby Sandberg, Executive Assistant to</i></font></div>
<div><font face="Calibri, sans-serif" size="2"><i>Nancy Latini, Assistant Superintendent</i></font></div>
<div><font face="Calibri, sans-serif" size="2"><i>Office of Student Learning & Partnerships</i></font></div>
<div><font face="Calibri, sans-serif" size="2"><i>Oregon Department of Education</i></font></div>
<div><font face="Calibri, sans-serif" size="2"><i>503-947-5738 FAX: 503-378-5156</i></font></div>
<div><font face="Calibri, sans-serif" size="2"><i>ruby.sandberg@state.or.us</i></font></div>
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