Grant Reimbursement Application (GRA)

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Grant Reimbursement Application (GRA) ARRA
Funding Requests

• Welcome!

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Focus

• Reimbursements for American Reinvestment
  Recovery Act (ARRA)
• Title, IDEA, and School Lunch (USDA) funds
• State Stabilization funds

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Breakout of Funding Types
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Reporting Timelines
October 30th
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State Stabilization ARRA Funding

• 145,733,000.00 or about 10 of the FY10 Public
  Schools Appropriation has been awarded to
  districts to help stabilize budgets in lieu of
  state General Funds
• Districts must request these funds they wont
  automatically be sent
• To request funds, districts must show and provide
  assurance that the funds have been spent and
  report the benefits received from the funds, per
  federal regulations

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Changes to Previous Grant Payment Process

• Requests for ARRA and continuing funding must be
  submitted through the Grant Reimbursement
  Application (GRA)
• Grants are now paid by reimbursement only because
  of the requirements of the Cash Management
  Improvement Act and will no longer be paid in
  advance
• Requests can be submitted as funds are spent
  instead of quarterly
• Payments will be made bi-weekly instead of
  monthly or quarterly

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When will Payments be Made?

• Currently, requests for most ARRA and continuing
  funds received by the 1st and 15th of the month
  will be paid by the 11th and 25th
• The only exception is the ARRA State
  Stabilization funding, which will be paid on Nov
  13th and May 14th and must be requested by
  October 30th and April 30th

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Application Training
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Funding Flow (ARRA)
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Information Needed to Prepare a Request

• IFARMS Data
• Supporting Invoices
• Vendor Information
• Job Creation Estimates
• District DUNS Number

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Obtaining a DUNS Number for your District or
Charter School

• To track ARRA funding, the federal government
  requires recipients to have a DUNS number
• To obtain a number go to http//fedgov.dnb.com/web
  form/displayHomePage.do
• To obtain a DUNS number, you will need
• Your organizations name and address and the year
  it started
• Your districts Superintendent or CEO
  equivalents name
• What type of organization you are (most likely
  governmental)
• The primary type of business you conduct
• The total number of employees for your
  organization

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Requesting a Login

• Logins are now individualized increasing security
  and audit trail
• Moving towards one login for all applications
• Go to https//www.sde.idaho.gov/portal/Funding
  and choose Registration
• Please use your official district/school issued
  e-mail address

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Getting Ready to Submit ARRA Requests

• Unless you have a compelling reason to request
  from Title ARRA funding first (e.g. payments for
  employees, services, or foods that would
  otherwise not have been made) use older
  continuing funds first. Use IFARMS reporting data
  to help facilitate the process
• Gather all paid invoices needing reimbursement
• Those that are single payments for under
  25,000.00
• Those that are single payments for 25,000.00 or
  more
• Those that are strictly for wages and benefits
  (IFARMS object codes 100 and 200)
• For invoices under 25,000.00, aggregate the
  amounts by IFARMS object codes
• Purchased Services, Supplies/Materials, Capital
  Objects, Insurance
• Also count up the number of individual vendors in
  each categories' request

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Getting Ready to Submit ARRA Requests (Cont)

• For each vendor receiving an individual payment
  of 25,000.00 or more you will need
• The vendors EIN number
• The vendors DUNS number OR the vendors name and
  the zip code of its headquarters
• A contract number or PO number associated with
  each payment

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Getting Ready to Submit ARRA Requests (Cont)

• For reimbursement of wages and benefits
• Program Elementary Ed., Secondary Ed.,
  Vocational Ed., GT, etc.
• Job hours created and job hours retained should
  be calculated in advance
• These should be separated into Certified and
  Non-Certified positions
• These job hours should only be for those created
  or saved by the reimbursement request youre
  currently making. Do not include hours saved or
  created by funds already reimbursed

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Example

• ARRA Funding Request for Salaries

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ARRA Activities

• All ARRA funds must be reimbursed by activity
• An activity is based on IFARMS numbers and will
  require different information based on the object
  code
• Multiple activities can be submitted together for
  a single reimbursement request
• Be sure to combine salaries and benefits when
  submitting. This will be an extra step as they
  are reported individually (100 200)

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Example

• ARRA Funding Request for Purchased Services

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Example

• Submitting your ARRA Fund Request

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When will Payments be Made?

• Currently, requests for most ARRA and continuing
  funds received by the 1st and 15th of the month
  will be paid by the 11th and 25th
• The only exception is the ARRA State
  Stabilization funding, which will be paid on Nov
  13st and May 14th

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Frequency

• Requests can be entered anytime
• We recommend you time requests
• Upon completion of a project
• Monthly to coincide with payroll
• As cash flow requires

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Final Thoughts

• If you have not obtained a DUNS number already,
  you should request one ASAP to be able to submit
  by the October 30th State Stabilization ARRA
  funding request deadline
• Remember to complete your last 4th Qtr Cash
  Balance Report

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Final Thoughts (Cont)

• Some districts may elect to use July August
  salaries and expenses for State Stabilization
  funding requests.
• First determine the treatment of the salaries for
  certified and non-certified employees. Did you
  accrue those expenses towards FY09? If so, you
  may have an issue matching FY10 funds received
  towards FY09 expenses. Please check with your
  Auditor
• Did you accrue other MO expenses in those months
  towards FY09? The same issue may apply.
• Remedy The first submission deadline has been
  extended to October 30th. Request reimbursement
  for expenses incurred and paid in FY10.

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Who Do I Contact with Questions?

• Regarding ARRA/Stabilization general reporting
  requirements
• Louie Konkol [phone] ldkonkol_at_sde.idaho.gov
  
• Regarding the application and its use
• Brandon Phillips [phone]
  bcphillips_at_sde.idaho.gov
• Regarding specific grant questions
• Contact the appropriate Grant Coordinator

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Other Resources

• Recordings of previous webinars as well as other
  training and guidance tools can be found at
  http//www.sde.idaho.gov/site/accounting/

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Questions?