Jenae Bjelland Director of Research National Association for State Community Services Programs [email protected] (202) 624-5850

Jenae BjellandDirector of Research

National Association for State Community Services Programs

[email protected](202) 624-5850

This presentation will be posted on www.nascsp.org and www.waptac.org

WAP ARRA Federal Reporting Section 1512 Guidance

http://www.nascsp.org/

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AgendaReview of required data fields (using the

Excel template as an example)Review of how to submit data into the

federal reporting system, via online data entry, Excel data upload or XML schema.

Review of Messages in Federalreporting.gov

• Prime Recipient Reporting Model — User is submitting report for the Prime Recipient only.

• Prime Service Provider Model — The Prime Recipient organization chooses to enter all reporting data for a given Prime Award as well as Sub Recipient Award(s) reporting data within one report submission. This model is required for all Prime Recipients of federally awarded contracts that include Sub Recipients.

• NOTE: Be sure to accurately enter all Sub Recipient DUNS numbers in your reports. Incorrect DUNS numbers could lead to reporting inaccuracies or validation errors.

• Sub Recipient Reporting Model — User is submitting the data elements set forth or the Sub Recipient organization only. The Prime Recipient of a grant or loan has delegated this reporting authority to the Sub Recipient and will not be providing the Sub Recipient information within the Prime Recipient Report.

Prime Recipient

Award Type: Select Grant from the dropdown list for WAP ARRA.

Award Number: This number will be found on your award letter from

DOE.Final Report:

As this is the first quarter report select N for No from the dropdown list.

Prime Recipient

Recipient DUNS Number: This will be your State’s Data Universal Numbering

System (DUNS) number.Recipient Account Number:

This is an optional field, as such if you don’t have a Recipient Account Number, which has been developed by your State, you can leave this field blank or enter in N/A.

Recipient Congressional District: This is the Congressional District code for your State.

Prime Recipient

Prime Recipient

Funding Agency Code/ Awarding Agency Code: For WAP ARRA please enter 8900 as this is the code for the Department of Energy.

Award Date: For WAP ARRA you will enter the award date listed on your award letter. This date is

April 1, 2009 for most States. Amount of Award:

This will be the total amount of WAP ARRA funds awarded to your State. CFDA Number:

The Catalog of Federal Domestic Assistance (CFDA) number for WAP ARRA is 81.042. Program Source (TAS):

The Program Source code for WAP ARRA is 89-0331.

Prime Recipient

Total Number of Sub Awards to Individuals: At this moment, we do not believe this applies to WAP

ARRA.Total Amount of Sub Awards to Individuals:

At this moment, we do not believe this applies to WAP ARRA.

Prime Recipient

Award Description: A generic description has been provided which states, “ARRA

Supplemental Funding for the Weatherization Assistance Program (WAP): To reduce energy costs for low-income families, particularly for the elderly, people with disabilities, and children, by improving the energy efficiency of their homes while ensuring their health and safety.”

Prime Recipient

Project Name or Project/Program Title: For WAP ARRA please enter Weatherization Assistance

for Low-Income Persons.Project Status:

For WAP ARRA please enter less than 50% completed.Total Federal Amount ARRA Funds

Received/Invoiced: This will be the total amount of WAP ARRA funds

expended during the timeframe of this report.

Prime Recipient

Number of Jobs: This will be the total jobs created and retained in your State through

the expenditures of WAP ARRA for the timeframe of this report. Details at

http://apps1.eere.energy.gov/weatherization/recovery_act_faqs.cfmDescription of Jobs Created:

As a state, and a prime recipient reporter, you will need to ask your WAP ARRA eligible entities to gather and report this information to you. Then you will need to create a narrative description of the employment impact of the Recovery Act funded work. This narrative is cumulative for each calendar quarter.

Prime Recipient

Quarterly Activities/Project Descriptions: A generic description has been provided which states

“As this is the first report for WAP ARRA funds, most activity has supported ramp up of workforce and infrastructure.”

Prime RecipientActivity CodesThe appropriate NTEE code for

Weatherization is:

L03.04

Prime Recipient

Total Federal Amount of ARRA Expenditure: This will be the total amount of WAP ARRA funds expended during the

timeframe of this report. Total Federal ARRA Infrastructure:

This will be predominately N/A for WAP ARRA.

This will be the address of your State WAP office

This will predominately be left blank

Prime Recipient

Sub Recipient

Award Type: Select Grant from the dropdown list for WAP ARRA.

Award Number: This number will be found on your award letter from

DOE.Recipient DUNS Number:

This will be your State’s Data Universal Numbering System (DUNS) number.

Entering in orderImportant consideration for entering multiple

Sub Recipients and/or Vendors associated with your award:If entering Sub Recipients and/or Vendors in

your report, you must enter one Sub Recipient Award or Vendor per numbered row. Do not leave a blank row between entries.

Sub Recipient

Sub Recipient DUNS Number: This will be your WAP sub-grantees’ Data

Universal Numbering System (DUNS) number.Sub Award Number:

This will be a State developed number, i.e. this could be your fiscal code for WAP ARRA funding.

Sub Recipient Congressional District: This is the Congressional District code for your

WAP sub-grantees.

Sub Recipient

Amount of Sub Award: This is the total WAP ARRA allocation for each WAP sub-

grantee.Total Sub Award Funds Disbursed:

This is the total amount of WAP ARRA funds expended by each WAP sub-grantee during the timeframe of the report.

Sub Award Date: This will be the date that the State allocated funds to their

WAP sub-grantees.

Sub Recipient

Address 1: Currently there is no place on the

federalreporting.gov form for the WAP sub-grantees’ names. As such, we are recommending that you enter their names into the Address 1 field.

Address 2, City, State, ZIP Code+4, Congressional District, Country: This will be the information for the WAP sub-

grantees main office.

Sub Recipient

Sub Recipient Indication of Reporting Applicability: This will be predominately No for WAP sub-

grantees.

Vendor

Report Input Methods• The following slides include information and

screenshots from the FederalReporting.gov User Guide and the Recipient Point of Contact/DUNS Administrator User Guide located at: https://www.federalreporting.gov/federalreporting/downloads.do

https://www.federalreporting.gov/federalreporting/downloads.do


Report Input MethodsVia Online Web Form

Use Internet Explorer or Firefox to enter dataVia Excel Spreadsheet Upload*

Download the spreadsheet from FederalReporting.gov (compatible with Version 2003 or newer)

Easy to save a copy for yourself and to send to NASCSP

We will be showing you how to use this versionVia XML Upload*

The XML schema can be downloaded from FederalReporting.gov

* FederalReporting.gov provides a Validation Utility to test your report structure prior to submitting.

PrerequisitesPrerequisites to reporting:

All Prime Recipients of ARRA funds reporting through FederalReporting.gov and Sub Recipients of financial assistance (e.g., grants, loans) are required to be registered in the Central Contractor Registration (CCR) Database. https://www.bpn.gov/ccr/

All Recipients must have a DUNS Number as administered by Dun & Bradstreet (D&B). http://fedgov.dnb.com/webform

https://www.bpn.gov/ccr/

http://fedgov.dnb.com/webform

Locating the CCR InformationFederalReporting.gov allows registered users

to search by DUNS Number to validate CCR and D&B registration

The CCR data will include information about the Recipient Point of Contact (POC)

Point of ContactThe Recipient POC can perform all of the reporting

and review functions of any Recipient user. In addition to:Assigning DUNS AdministratorRemoving users from your DUNS organizationFRPIN administration

Approve/Deny/Change FRPIN

More information can be found in the Recipient Point of Contact/DUNS Administrator User Guide: https://www.federalreporting.gov/federalreporting/downloads.do



Point of Contact, continuedAn individual can serve as POC for multiple

DUNS numbers. However, an individual can only serve as DUNS Administrator for one DUNS number.

The FRPIN number is linked to the DUNS number. There will only be one FRPIN for each DUNS number. If your organization has multiple grants for the same DUNS number (e.g., weatherization and CSBG), they will use the same FRPIN.

Screenshot taken from “FederalReporting.gov User Guide”







Removing a Sub RecipientThe State has two options:

Option 1: The Prime Recipient user from the State will first deactivate the incorrect report via My Reports. Then the user uploads the new Excel report with the accurate report data.

Option 2: Alternatively, the State may choose to simply make all changes online via My Reports. First, the user removes the Sub Recipient report using the Remove the Report icon . If the user needs to make any additional changes in the remaining report data, the user can make those changes online as well. Once finished, the user clicks “Submit” to submit the updated report.




Completing the Report: Draft VersionFrom Oct. 1-10, a User may choose to submit

a Draft of the report. The Draft Status is a temporary reporting

status only which allows an organization to continue to enter data prior to actual submission.

Recipients using the Excel template may store draft versions outside the system on their personal computers.


Completing the Report: Initial SubmissionBy Oct. 10, Users MUST submit the report as

Initial Submission.Failure to submit the report as Initial

Submission by the 10th will lead to non-compliance

What if I don’t have all the information I need by Oct. 10th?Still submit the incomplete report by Oct. 10.

THEN, during Oct. 11-21, you can access the report and make additions or changes.

Completing the Report: Initial Submission, continuedIf you are absolutely unable to submit

anything before Oct. 10, you are allowed to submit your Initial Submission report between Oct. 11-21, but you MUST include a Late Submission Justification

Beginning Oct. 22, no new Initial Submission reports will be accepted under any circumstances!


When a User enters a Prime Recipient report, that User will provide the DUNS number, award type, and Award Number.

The User will also enter the FRPIN and submit the report.

If another individual logs into FederalReporting.gov, enters the FRPIN, and submits a report for that same award, the first report is overwritten!

THEREFORE, it is critical that Prime Recipients clearly communicate who is responsible for reporting on which awards.

Completing the Report: Initial Submission, continued

Completing the Report: Initial Submission, continuedTo review: FederalReporting.gov recognizes the

difference between a new report submitted as Initial Submission (possible non-compliance) after Oct. 10 and an update to an Initial Submission report after Oct. 10 (allowed).


Selecting Reporting Type

Note that this screen shot is for submitting your report using the Excel Template. However, if you submit your report using the Web Browser, it looks the same but without the file upload box.


Possible Error messages



Sub-statusAt the end of the Final Submission Status phase,

FederalReporting.gov will indicate the sub-status of that reportReviewed with Comments – The Awarding Federal

Agency has reviewed the report and has made comments on the current version of the report

Reviewed with No Comments – The Awarding Federal Agency has reviewed the report and has made no comments on the current version of the report

Not Reviewed – No user from the Federal Agency has reviewed the current version of the report

Reviewed and Resubmitted – The Awarding Federal Agency reviewed a previous version of the report and commented. In response to the comment, the Recipient User has submitted an updated report.

Questions?Robert Scott

Director of Weatherization Services

National Association for State Community Services Programs (NASCSP)

[email protected]

(202) 624 – 5867

Rebecca Stewart

Program Assistant, Weatherization Services

National Association for State Community Services Programs (NASCSP)

[email protected]

(202) 624 - 7887

This presentation will be posted on nascsp.org and waptac.org

mailto:[email protected]

mailto:[email protected]

Documents

Jenae Bjelland Director of Research National Association for State Community Services Programs [email protected] (202) 624-5850