1

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

New York State Education DepartmentOffice of School Operations and Management Services

September 2009

Presenters

• Charles A. SzuberlaExecutive Director, School Operations and Management Services, NYSEDcszuberl@mail.nysed.gov

• Deborah H. CunninghamCoordinator, Educational Management Services, NYSEDdcunning@mail.nysed.gov

3

This power point presentation can be found at:

http://www.emsc.nysed.gov/mgtserv/ARRAReportingWebcastandQandAElluminatesessions.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.

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

• National School Lunch Program Equipment Assistance

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.nysed.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 unit’s 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

ARRA Reporting

http://www.oms.nysed.gov/cafe/guidance/dunsccrfaqs.html

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.

Sub-recipient Information

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/dunsccrfaqs.html

• Review guidance at http://usny.nysed.gov/arra/

• Chief executive must certify and submit data

Program Narrative and Summary

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/

Sub-recipient Vendor Data

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.

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@mail.nysed.gov

ARRA Reporting Question and Answer sessions September 22- 25—10 a.m.-11 a.m. daily

Access Information at: http://www.emsc.nysed.gov/mgtserv/

Tuesday, 9/22/09 IDEAWednesday, 9/23/09 DRA-StabilizationThursday, 9/24/09 Title IFriday, 9/25/09 Other:1)Cafeteria Equipment;

2)Teacher Centers;3)Mentor-Teacher Intern; 4)Say Yes to Education-Syracuse; SUNY, CUNY, HESC; DHCR (Division of Housing and Urban Renewal)

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@mail.nysed.govemscmgts@mail.nysed.gov

Grants Finance Questions to: grantsweb@mail.nysed.gov

Federal guidance:SFSF: State.fiscal.fund@ed.govIDEA: IDEArecoverycomments@ed.govTitle I: oese@ed.govOffice of the Inspector General hotline: oig.hotline@ed.govInspector General: rick.rasa@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 Overviewhttp://www.ed.gov/policy/gen/leg/recovery/implementation.html

www.recovery.gov

Federal ARRA Legislation:http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=111_cong_bills&docid=f:h1enr.pdf

OMB Circular A-87 are the cost principles that are applicable for school districts. http://www.whitehouse.gov/omb/rewrite/circulars/a087/a87_2004.html

Office of Management and Budget: EDGARhttp://www.ed.gov/policy/fund/reg/edgarReg/edgar.html

ARRA Federal Reportingwww.federalreporting.gov