American Recovery and Reinvestment Act Reporting Requirements

1
American Recovery and Reinvestment Act Reporting
Requirements

• Section 1512 and Section 1609 Reporting

2
ARRA Purpose and Opportunities

• National Purpose
• ARRA was enacted on February 17, 2009 and is
  intended to stimulate the Nations economy,
  create or save millions of jobs, and begin to
  address long-neglected challenges for the 21st
  century.
• The Act includes measures to modernize our
  nation's infrastructure, enhance energy
  independence, expand educational opportunities,
  preserve and improve affordable health care,
  provide tax relief, and protect those in greatest
  need.

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ARRA 1512 Reporting

• Total amount of funds received and of that, the
  amount spent on projects and activities
• A list of those projects and activities funded
  by name to include
• Description
• Completion status
• Estimates on jobs created or retained
• Details on sub-awards and other payments.

4
ARRA 1512 Reporting

• Payments made by prime recipients of Federal
  award dollars can be classified into two
  categories (i) payments to sub-recipients and
  (ii) payments to vendors.
• A sub-recipient is a non-Federal entity that
  expends Federal awards received from another
  entity to carry out a Federal program but does
  not include an individual who is a beneficiary of
  such a program.
• Refer to OMB Circular A-133, Audits of States,
  Local Governments, and Non-Profit Organizations
  for additional information.

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ARRA 1512 Reporting

• A vendor is defined as a dealer, distributor,
  merchant, or other seller providing goods or
  services that are required for the conduct of a
  Federal program.
• Prime recipients or sub-recipients may purchase
  goods or services needed to carry out the project
  or program from vendors.
• Vendors are not awarded funds by the same means
  as sub-recipients and are not subject to the
  terms and conditions of the Federal financial
  assistance award.

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ARRA 1512 Reporting

• A vendor
• (1) Provides the goods and services within normal
  business operations
• (2) Provides similar goods or services to many
  different purchasers
• (3) Operates in a competitive environment
• (4) Provides goods or services that are ancillary
  to the
• operation of the Federal program and
• (5) Is not subject to compliance requirements of
  the Federal program.

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ARRA Reporting Requirements

• A recipient is expected to report on
  sub-recipient activities but may delegate certain
  reporting responsibilities to sub-recipients.
• A recipient and sub-recipient are expected to
  include vendor and purchase information in the
  recipients quarterly reports, unless the
  recipient delegates this reporting to the
  sub-recipient.

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Data Elements

• Prime Recipient
• Federal Funding Agency Name
• Award identification
• Recipient D-U-N-S
• Parent D-U-N-S
• Recipient CCR information
• CFDA number, if applicable
• Recipient account number
• Project/grant period
• Award type, date, description, and amount

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Data Elements

• Amount of Federal Recovery Act funds expended to
  projects/activities.
• Activity code and description
• Project description and status
• Job creation narrative and number
• Infrastructure expenditures and rationale, if
  applicable
• Recipient primary place of performance
• Recipient area of benefit
• Recipient officer names and compensation (Top 5)
• Total number and amount of small sub-awards less
  than 25,000.

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Data Elements

• Recipient Vendor
• D-U-N-S or Name and zip code of Headquarters (HQ)
  
• Expenditure amount
• Expenditure description
• Sub-Recipient (also referred to as FFATA Data
  Elements)
• Sub-recipient D-U-N-S
• Sub-recipient CCR information
• Sub-recipient type

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Data Elements

• Amount received by sub-recipient
• Amount awarded to sub-recipient
• Sub-award date
• Sub-award period
• Sub-recipient place of performance
• Sub-recipient area of benefit
• Sub-recipient officer names and compensation (Top
  5)
• Sub-Recipient Vendor
• D-U-N-S or Name and zip code of HQ

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ARRA Reporting

• ARRA recipients are required to report quarterly
  on job creation, compensation, and project
  details.
• The system for ARRA reporting is called
  www.FederalReporting.gov and registration begins
  on August 17, 2009.
• ARRA reports are due within 10 days after the end
  of the quarter (i.e., October 10th, January 10th,
  April 10th, and July 10th).
• The first report (October 10, 2009) should
  include all cumulative ARRA expenditures and
  activities since the date of grant award.

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Reporting Timeline

• Day 1-10 Recipients Report
• Day 11 Recipient Reports placed on public
  website
• Day 11-21 Prime Recipient Data Review
• Day 22 Updated reports placed on public website
• Day 22 -29 Agency Review
• Day 30 Reporting for Quarter ends- Public
  website reports

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ARRA Registration Procedure for Section 1512
Reporting at FederalReporting .gov

• Registration Procedure
• Register online at www.FederalReporting.gov
  before the end of the quarter (preferably no less
  than 35 days prior to the end of the quarter).
• To register, recipients will need the following
• Dun and Bradstreet number (DUNS)
• Central Contractor Registration (CCR)
• Valid email address

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ARRA Registration Procedure for Section 1512
Reporting at FederalReporting.gov

• Step 1
• You Need to have a DUNS Number
• If recipients do not have a DUNS number they will
  need to obtain one.
• Get New DUNS by Phone [phone], Option 4 -
  or
• Use the online webform at httpfedgov.dnb.com/webf
  orm

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ARRA Registration for Section 1512 Reporting

• Step 2
• You Need to be registered in the Central
  Contractor Registration (CCR)
• For CCR registration, go to www.ccr.gov
• To register, you will need
• DUNS number
• Taxpayer or employer ID number (TIN or EIN)
• Statistical information about your business
• Electronic Funds Transfer information for invoice
  payment

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ARRA 1512 Reporting

• Specifically, sub-recipients are non-Federal
  entities that are awarded Recovery funding
  through a legal instrument from the prime
  recipient to support the performance of any
  portion of the substantive project or program for
  which the prime recipient received the Recovery
  funding. Additionally, the terms and conditions
  of the Federal award are carried forward to the
  sub-recipient.

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Need Help with CCR- Go to https//www.bpn.gov/ccr/
help.aspx
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Helpful CCR Resources Available

• The Users Guide will walk you through the
  registration process, providing screen shots and
  links to find NAIC codes.
• Frequently Asked Questions provides detailed
  responses to the questions most often asked by
  registrants.
• Federal Service Desk (8am - 8pm Eastern
  Time)866-606-8220 toll free334-206-7828
  charges applied to call

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ARRA Registration for Section 1512 Reporting

• Step 3 -
• You will need to Register at FederalReporting.gov
• The system for ARRA reporting is called
  www.FederalReporting.gov and registration begins
  on August 17, 2009.
• Training will be made available by
  FederalReporting gov.

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Resources for ARRA Section 1512 Reporting

• Webinars - There are seven Web-based training
  sessions on ARRA and its reporting requirements.
  Each of the sessions includes an audio file and a
  PowerPoint presentation with screen shots and
  specific instructions for recipients and
  subrecipients. The Webinars are located at
  http//www..whitehouse.gov/Recovery/WebinarTrainin
  gMaterials
• FAQs - Frequently Asked Questions (FAQs) are
  also available for recipient and subrecipients at
  www.whitehouse.gov/omb/recovery_faqs

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Recipient Login Page
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Recipient Login Page (2nd Half)
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Federal Reporting Registration Confirmation
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Federal Reporting Terms and Conditions
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My User Account Page
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Create a Report (Prime Recipient reporting Prime
data and Sub data)
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Enter Prime Recipient Data
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Add Vendor Page
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My Reports Page
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View Report
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View Sub Recipients
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View Sub Recipient Detail
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View Vendors
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View Vendor Details
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Ways To Report

• Online data entry in a Web browser
• Excel spreadsheet
• Modifying the structure of the spreadsheet will
  risk non-compliance due to an invalid submission.
  
• Custom software system extract in XML
• The supplemental materials to the OMB Guidance
  contain the data dictionary and XML schema needed
  for formatting and structuring the XML system
  extracts. Details about field constraints
  (elements used in drop down menus on the Web
  form, etc.) will be added to those materials and
  posted to www.FederalReporting.gov.
• A service for validating the structure of XML
  extracts will be available on www.FederalReporting
  .gov prior to the submission period to ensure
  extracts are properly formatted. Recipients are
  strongly encouraged to test their report
  structures prior to the reporting period.

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Alternative Reporting Methods- MS-Excel XML Bound
Spreadsheet

• MS- Excel spreadsheet template will be
• available for download and report submission
• Spreadsheet will be locked to prevent
• modification of the structure
• Spreadsheet includes XML data bindings and
• must not be modified
• Modification of spreadsheet will likely produce
  XML that will not validate
• MS-Excel Spreadsheet may be stored offline
• and submitted when complete.

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Download Template (Ms-Excel or XML Schema)
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Over Arching Recommendations

• Register early
• Assemble as much necessary information ahead of
  time
• Plan internal review procedures in advance
• Identify key points of contact
• Clearly coordinate reporting/reviewing
  responsibility within your organization
• Read over the FAQs in advance

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ARRA Reporting Resources (continued)

• Recipients and subrecipients are strongly
  encouraged to familiarize themselves with these
  resources well in advance of the ARRA reporting
  deadline so that they can collect the relevant
  data elements in time for the October deadline.
• As administrators of www.FederalReporting.gov,
  OMB will provide technical support for users
  experiencing difficulty navigating the site.
• HUD does not have administrative access to the
  system and is unable to address technical
  questions about the system.

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ARRA Section 1512 Reporting Recap

• Register with www.FederalReporting.gov ASAP.
• Track ARRA expenditures and activities separately
  from other programs.
• A recipient is expected to report on subrecipient
  activities but may delegate certain reporting
  responsibilities to subrecipients.
• Reports are due within 10 days following the
  calendar quarter.
• The first report (October 10, 2009) should
  include cumulative expenditures and activities
  since the date of grant award.

42
Section 1609 NEPA Reporting

• The system for filing Section 1609 NEPA Reports
  is HUDs RAMPS system found at
  www.hud.gov/recovery under the Reporting tab.
• RAMPS Registration consists of HUD User
  Registration and Recipient User Registration
• Registration processes have been setup for
• External User with HUD ID
• External User with no HUD ID
• Internal HUD User

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NEPA Reporting

• ARRA recipients that conduct their own
  environmental reviews must submit quarterly
  reports on the status of National Environmental
  Protection Act (NEPA) reviews.
• The system for NEPA reporting is called RAMPS and
  can be found on HUDs recovery website at
  www.hud.gov/recovery and under the Reporting
  tab.
• Further guidance on registration and training for
  use of this system is forthcoming.

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RAMPS Registration

• HUD Program Admin
• This user is responsible for creating and
  maintaining Groups, Users, and assigning Users to
  Groups.
• Access to the Admin function is through the RAMPS
  Admin Tools Tab on the HUD Recovery Reporting
  Page.

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RAMPS Reporting PageAdmin Tools
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HUD Admin Recipient Group List

• Two list windows
• Current recipient groups
• Current users
• To create a group
• Click the Create New Group button
• The application will navigate to the Add
  Recipient Group Page
• Enter Data elements required for the group

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HUD Admin Recipient Group List

• To search for a group
• Use the search feature at the top of the
  recipient group list
• Search by Group Name
• To edit a created group
• Click the Edit this Group link in the column
  under the title Actions
• To view users in a group
• Click the View Users link in the column under
  the title Actions

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HUD Admin Recipient Groups List
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HUD Admin Add Recipient Group Page

• Add all required elements
• To match a Recipient Group to a set of awards
• For program area level groups, select an
  associated Recovery Act Treasury Account
• For award level groups, enter an appropriate Tax
  Id number

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HUD Admin Add Recipient Group Page
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HUD Admin User List

• To search for a user
• Use the search feature at the top of the user
  list
• Search by HUD ID (H-ID, C-ID, B-ID, M-ID, etc.)
• To create a user
• Click the Create New User button
• The application will navigate to the Add User
  Page
• Enter Data elements required for the user
• To edit a created user
• Click the Edit User link in the column under
  the title Actions

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HUD Admin Users List
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HUD Admin Add User Page

• Add all required elements
• To match a user within RAMPS to user information
  stored through HUD security
• The HUD ID must match exactly

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HUD Admin Add User Page
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HUD Admin User List

• To add a user to a group
• Click the Add to a Group link in the column
  under the title Actions
• The application will navigate to the Add User to
  Group Page
• Select the check boxes for the desired groups for
  the current user
• Click the Add Users to Selected Groups button
  at the bottom of the list

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Admin User List
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HUD Admin Add User to Group Page
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Recipient Admin Login Page
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Recipient Admin Add User To Group Page
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Recipient Admin Award List

• Two list windows
• Current awards assigned to your group
• Current users assigned to your group
• To grant user access to an award
• Click the desired award in the awards list
• The application will navigate to the
  Assign/Un-assign page
• Assign and un-assign users using the appropriate
  Remove User and Assign User links under the
  Actions Column

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Recipient Admin Tools
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Recipient Admin Assign/Un-Assign Page