Online Reporting for American Recovery and Reinvestment Act Funds Administered by NYSED

1
Online Reporting for American Recovery and
Reinvestment Act Funds Administered by NYSED

• New York State Education Department
• Office of School Operations and Management
  ServicesSeptember 2009

2
Presenters

• Charles A. Szuberla
• Executive Director, School Operations and
  Management Services, NYSED
• cszuberl_at_mail.nysed.gov
• Deborah H. Cunningham
• Coordinator, Educational Management Services,
  NYSED
• dcunning_at_mail.nysed.gov

3

• This power point presentation can be found at
• http//www.emsc.nysed.gov/mgtserv/ARRAReportingWe
  bcastandQandAElluminatesessions.html
• This webcast will be available within 48 hours
  http//usny.nysed.gov/arra/

4

• Federal ARRA Funds
• ARRA funding is a one-time appropriation to be
  provided over a 27 month period (2009-2010 and
  2010-11).
• President has pledged an unprecedented level of
  transparency and accountability.
• Quarterly reporting is required.
• The first quarter reporting period is July 1,
  2009-September 23, 2009.
• Data are due October 1, 2009.

5

• Purpose and Requirements
• The intent of these funds is to create jobs and
  avert layoffs. Reporting will focus on the number
  of jobs created and retained.
• Calculations for all positions reported as a
  percentage of Full-Time Equivalents. For
  example, the number of hours worked is divided by
  the number of hours of full time employment.
• ARRA funds are federal grants and subject to all
  federal reporting requirements.

6

• Roles
• Prime recipient NYSED is serving as the prime
  recipient for most ARRA education funds in New
  York State.
• Sub-recipient Entities whose mission requires
  them to perform certain functions regardless of
  grant funds received, such as local education
  agencies. NYSED routinely collects data on most
  designated sub-recipients. NYSED ARRA
  sub-recipients include school districts, BOCES,
  nonpublic schools, charter schools, State schools
  at Rome and Batavia, public broadcasting
  stations, and other agencies receiving funds
  through NYSED (OMH, OMRDD, DOCS, OCFS)
• Vendors Organizations or businesses which
  sub-recipients contract for services, but which
  are not required to provide services absent the
  grant funding.

7
NYSED and LEAs

• NYSED and Sub-recipients
• Approximately 1,000 sub-recipients.
• Sub-recipients will report information to NYSED
  through the ARRA system by October 1, 2009 for
  the first quarter of the fiscal year (July
  1-September 23).
• Sub-recipients, e.g., school districts, will
  report on vendor contracts. Sub-recipient vendors
  do not report directly to NYSED.
• NYSED will aggregate the data from sub-recipients
  and report to the federal government.

8

• Sub-recipients Report Limited Amount of Data
• Quarterly through NYSED Online System
• Online ARRA System will collect
• -Brief Program Narrative
• -Jobs saved and created
• -Vendor information limited to
• Amount of contract
• Sub-award number
• Name and zip of vendor OR DUNS number
• -Infrastructure amount (IDEA and Stabilization)
• Expenditure information is provided directly to
  the agency payment office as part of the claims
  process. At NYSED, payment offices are the Office
  of Grants Finance or Fiscal Management.
  Sub-recipients do not need to report expenditure
  information through the ARRA system.
• For ARRA funds that NYSED pays to other State
  agencies, the agency payment office must report
  expenditure information to NYSED through the
  program office. For example, OMRDD would report
  on the use of ARRA-IDEA funds received from NYSED
  to their VESID program office contact.

9

• Applications Must be Approved
• For all ARRA-funded programs, sub-recipients must
  apply and have their application approved by
  NYSED.
• Sub-recipients then submit ARRA reporting data on
  each funded program, subject to approval by NYSED.

10

• NYSED is the Prime Recipient for 14 ARRA funded
  programs
• SFSF-Education Stabilization Fund (Deficit
  Reduction Assessment Restoration)
• Part A and D, Title I
• Education of Individuals with Disabilities
  Education Act ARRA (611)
• Education of Individuals with Disabilities
  Education Act ARRA-Preschool (619)
• Title VIIB McKinney-Vento Homeless
• SFSF-OGS
• -Teacher Resources and Computer Training Centers
  (also known as Teacher Centers)
• -Mentor Teacher Internship Program
• -Say Yes to Education (Syracuse)
• -Education Television and Radio
• -Math and Science High School
• -Roosevelt Special Academic Improvement Grant
• -Foreclosure Prevention Program
• -Grants to SUNY, CUNY and HESC
• Competitive Grant

11

• Reporting Timeline
• Online System opens on the Portal 9/21/09
• Deadline for data from sub-recipients 10/1/09
• NYSED submits report to federal government
  10/10/09
• NYSED makes corrections 10/11/09-10/21/09
• Federal review and SED corrections
  10/22/09-10/29/09
• Reports published on www.recovery.gov 10/30/09
• Next quarterly report cycle begins 1/1/10

12

• Accessing the Online Portal through NYSED
• Currently, only the CEO, using their user
  identification and password can access the ARRA
  Reporting option on the SED portal. 
• The CEO must delegate access to the application
  through SEDDAS for others to use the portal.
• See technical assistance options below if you
  have any difficulties with the SEDDAS system, or
  questions on how to delegate access to other
  administrators
• This is the SEDDAS home page - http//www.emsc.nys
  ed.gov/seddas/seddashome.html
• This is the link for SEDDAS training guides -
  http//www.emsc.nysed.gov/seddas/pstraining.html
• This is the quick start guide -
  http//www.emsc.nysed.gov/seddas/psquickstart.html
  
• The SEDDAS units phone number is 518-473-8832.

13
Log on to NYSED Application Business Portal
http//portal.nysed.gov
14
Login with User Name and Password
15
Select ARRA Reporting System
16
ARRA Reporting
17
ARRA Reporting System

• Reporting will answer key questions
• -Who is receiving Recovery Act funds and in what
  amounts?
• -What projects or activities are being funded
  with Recovery Act dollars?
• -What is the completion status of such projects
  or activities and what impact have they had on
  job creation and retention?
• Sub-recipients will report to NYSED. The
  Department will aggregate and submit to the
  federal government.
• Reporting is required for each fund a
  sub-recipient receives. Select the appropriate
  fund from a drop-down list.
• The system also includes an application for
  education stabilization.

18
Sub-recipient Information
19
Sub-recipient Information

• Enter Data Universal Numbering System (DUNS)
  number
• Enter date for Central Contractor Registration
  (CCR)
• -Additional information about DUNS and CCR can
  be found at
• http//www.oms.nysed.gov/cafe/guidance/dunsccrfaq
  s.html
• Review guidance at http//usny.nysed.gov/arra/
• Chief executive must certify and submit data

20
Program Narrative and Summary
21
Program Narrative and Summary

• Describe the programs to be provided
• Enter jobs saved
• Enter jobs created
• Enter amount for infrastructure
• Guidance on job estimates is at
• http//usny.nysed.gov/arra/

22
Sub-recipient Vendor Data
23
Sub-recipient Vendor Data

• Sub-recipients must provide data on funds awarded
  to vendors including BOCES.
• Sub-recipients must report vendor/organization
  name and zip OR DUNS number, and sub-award number
  and payment amount.

24
Certify and Submit
25
Discussion Items

• 1. What happens if a district is late in
  reporting?
• 2. What documentation is required for jobs saved
  and created?
• 3. What if the district is lacking the
  documentation?
• 4. What's the difference between tax relief and
  tax aversion?
• 5. Must all ARRA funds supplement district
  programs?
• 6. Where is key guidance?

26
Send ARRA Reporting Questions to
emscmgts_at_mail.nysed.gov

• ARRA Reporting Question and Answer sessions
• September 22- 2510 a.m.-11 a.m. daily
• Access Information at http//www.emsc.nysed.go
  v/mgtserv/
• Tuesday, 9/22/09 IDEA
• Wednesday, 9/23/09 DRA-Stabilization
• Thursday, 9/24/09 Title I
• Friday, 9/25/09 Other1)Cafeteria Equipment
  2)Teacher Centers3)Mentor- Teacher
  Intern 4)Say Yes to Education-Syracuse
  SUNY, CUNY, HESC DHCR (Division of
  Housing and Urban Renewal)

27

• Resources
• www.ed.gov/recovery/
• www.ed.gov/policy/gen/leg/recovery/index.html
• usny.nysed.gov/arra/
• Email your reporting questions to NYSED
• arra_at_mail.nysed.gov
• emscmgts_at_mail.nysed.gov
• Grants Finance Questions to grantsweb_at_mail.nysed.
  gov
• Federal guidance
• SFSF State.fiscal.fund_at_ed.gov
• IDEA IDEArecoverycomments_at_ed.gov
• Title I oese_at_ed.gov
• Office of the Inspector General hotline
  oig.hotline_at_ed.gov
• Inspector General rick.rasa_at_ed.gov

28

• Use of all ARRA Funds
• Must Comply with Federal Guidance
• The American Recovery and Reinvestment Act of
  2009 Saving and Creating Jobs and Reforming
  Education An Overview
• http//www.ed.gov/policy/gen/leg/recovery/impleme
  ntation.html
• www.recovery.gov
• Federal ARRA Legislation
• http//frwebgate.access.gpo.gov/cgi-bin/getdoc.cg
  i?dbname111_cong_billsdocidfh1enr.pdf
• OMB Circular A-87 are the cost principles that
  are applicable for school districts.
• http//www.whitehouse.gov/omb/rewrite/circulars/a
  087/a87_2004.html
• Office of Management and Budget EDGAR
• http//www.ed.gov/policy/fund/reg/edgarReg/edgar.
  html
• ARRA Federal Reporting
• www.federalreporting.gov