January 2010 Copyright © 2010 Mississippi Department of Education American Recovery and...

January 2010 Copyright © 2010 Mississippi Department of Education

American Recovery and Reinvestment

Act

January 2009


Transparency

Federal Funding Accountability and Transparency Act (FFATA) – 1512 (c)(4)

–SEC. 1512. REPORTS ON USE OF FUNDS

(c) RECIPIENT REPORTS.—Not later than 10 days after the end of each calendar quarter, each recipient that received recovery funds from a Federal agency shall submit a report to that agency that contains—

(4) awarded by the recipient to include the data elements required to comply with the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109–282),


Reporting under 1512

• Recipient reports will answer: Who is receiving Recovery Act dollars and

in what amount? What project 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?


ARRA Vendors

• Vendors should know when responding to a purchase request that ARRA funds will be used to pay for all or part of the purchase

• Vendors should be given the opportunity to opt out

• Vendors should understand that their acceptance of ARRA funds constitutes their agreement in the participation of ARRA which could include an audit by the federal government


ARRA Vendors


Federal Reporting Timeframes

• Days 1 – 10: Prime Recipients required to submit reports for all sub-recipients to FederalReporting.gov

• Days 11 – 21: Prime Recipients review submitted data, any changes are publically noted

• Days 21 – 30: Federal review• Day 30: Reports published on Recovery.gov


Required Data for Prime Recipient

Federal Funding Agency Name

Award Identification Recipient DUNS Number Parent DUNS Number Recipient CCR

Information CFDA Number Recipient Account

Number Project/grant period Award type, date,

description, and amount

• Amount of Federal Recovery Act funds expended to projects/activities

• Activity Code and Description• Job creation narrative and

number• Infrastructure expenditures

and rationale• Recipient Primary Place of

Performance• Recipient Area of Benefit• Recipient Officer Names and

Compensation (Top 5)• Total number and amount of

small sub-awards


Required Data for Sub-Recipient

• Sub-recipient DUNS Number• Sub-recipient CCR Information• Sub-recipient Type• Amount received by 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)


Required Data for Sub-Recipient Vendor

• DUNS Number or Name and 9-digit Zip Code of Headquarters


Documentation

• Documentation for each ARRA grant award should be kept separately

• Check vendor’s DUNS Numbers - must match CCR data

• Keep all documentation for 5 years after end of grant (12/2017) - GEPA


Districts Should…

• Update Policies and Procedures for purchasing and contracting for ARRA

• Train staff in the updated ARRA Policies and Procedures

• Keep accurate and current time sheets


Recovery.gov

• Recovery.gov publishes the reports after the 30th day of the end of each quarter


ARRA Reporting

• Prime Recipients are charged: to set a process in place to ensure

coordinated reporting to design and implement a process to

prevent double counting to maintain an updated inventory of sub-

recipient delegations to cross check all data records


Data Quality Requirements

• Prime Recipient: Owns recipient data and sub-recipient data Initiates appropriate data collection and reporting

procedures to ensure that section 1512 reporting requirements are met in a timely and effective manner

Implements internal control measures as appropriate to ensure accurate and complete information

Performs data quality reviews for material omissions and/or significant reporting errors, making appropriate and timely corrections to prime recipient data and working with the designated sub-recipient to address any data quality issues


Data Quality Requirements

• Sub-Recipient: Owns sub-recipient data Initiates appropriate data collection and reporting

procedures to ensure that section 1512 reporting requirements are met in a timely and effective manner

Implements internal control measures as appropriate to ensure accurate and complete information

Reviews sub-recipient information for material omissions and/or significant reporting errors, and makes appropriate and timely corrections


Jobs Created or Retained

• New guidance issued December 18, 2009• Directed States to report ALL jobs funded with ARRA

funds as Jobs Created/Retained• Required States to begin reporting using new

guidance for the report due January 10, 2010• Will allow States to update data reported to the

federal government beginning in February• MDE will ask Districts to update last quarters’ data in

February to allow MDE to update federal report• Guidance will be coming in the next couple of weeks


District Reporting

• Reporting for Districts begin when a grant award has been made AND the district draws down monies

• Districts reporting to OSE, for those required to report, will begin a monthly reporting process Districts will report transactions that match amount

drawn for the month from ARRA fund Step-by-step reporting instructions coming soon


CCR

• CCR - Central Contractor Registration is the primary registrant database for the U.S. Federal Government. CCR collects, validates, stores, and disseminates data in support of agency acquisition missions, including Federal agency contract and assistance awards. All Prime Recipient organizations must be registered in the CCR database.


DUNS

• DUNS - Dun & Bradstreet (D&B) provides a Data Universal Numbering System Number, a unique 9-digit identification number, for each physical location of a business or organization. Using the DUNS Number as a unique identifier for your organization helps the Government know the business or organization submitting reporting information to FederalReporting.gov. To register as a Recipient User of FederalReporting.gov, you must know the DUNS Number associated with your award.


CFDA

• CFDA - Catalog of Federal Domestic Assistance provides a full listing of all Federal programs available to State and local governments (including the District of Columbia); federally-recognized Indian tribal governments; Territories (and possessions) of the United States; domestic public, quasi- public, and private profit and nonprofit organizations and institutions; specialized groups; and individuals.


ARRA Resources

• http://www.mde.k12.ms.us/special_education/ARRA.html• http://www.mde.k12.ms.us/Stimulus/index.html• http://www.mde.k12.ms.us/procurement/arra.html• http://stimulus.ms.gov/msgo/mssr.nsf• http://www.osa.state.ms.us/arra.htm• http://www.recovery.gov/Pages/home.aspx• http://www.ed.gov/policy/gen/leg/recovery/index.html

http://www.mde.k12.ms.us/special_education/ARRA.html

http://www.mde.k12.ms.us/Stimulus/index.html

http://www.mde.k12.ms.us/procurement/arra.html

http://stimulus.ms.gov/msgo/mssr.nsf

http://www.osa.state.ms.us/arra.htm


Reporting for ARRA and

Special Education


Remember for IDEA ARRA

• ARRA funds are a one time allocation and must be used for excess costs of providing special education and related services to children with disabilities – one time investments/one time funding

• All ARRA funds are considered to be part of the grant award for 2009

• All ARRA funds must be obligated by September 30, 2011

• All ARRA funds must be drawn down by December 30, 2011


Remember for ARRA

• All ARRA funds must be tracked separately

• All ARRA documentation should be maintained separately for 5 years at the end of grant period (2017)

• All IDEA regulations apply• MOE must be maintained, supplement not

supplant applies


ARRA Funding Codes

• IDEA, Part B (611) - Fund Number 2569 and Revenue Function Code will be 4478

• IDEA, Preschool (619) - Fund Number 2566 and Revenue Function Code 4478


IDEA ARRA Reporting

• For each month that money is drawn from SPS for ARRA reimbursements: Complete online information by vendor Submit copies of Purchase Orders, Contracts, and/or Board

Minutes Submit SSN for any jobs funded by ARRA Indicate if used for Infrastructure (check spreadsheet on the

Special Education ARRA webpage) Relate each item to a line item in District approved IDEA

ARRA Budget page


Infrastructure or Construction

“Construction” shall mean the process of building, altering, improving, renovating or demolishing a public structure, public building, or other public real property. It does not include routine operation, routine repair or regularly scheduled maintenance of existing public structures, public building or other public real property.


ARRA Reporting

• Collect from Vendors to include in monthly reporting: DUNS Number OR Name and 9-digit Zip Code of

Vendor’s Headquarters Vendor Name Address, including 9 digit zip code Amount of Payment Description of what was obtained for payment Jobs vendor has created/retained due to PO

and/or Contract


Monthly Data

• Monthly data will be used: to reconcile with any draw downs from SPS to reconcile with approved ARRA Budget

page to perform desk audits to ensure quality

and accuracy of data to decide if an onsite visit is needed


601-359-3498http://www.mde.k12.ms.us/special_education/

Ellen Davis BurnhamBureau Director

[email protected]

Donna HalesDivision Director

[email protected]

http://www.mde.k12.ms.us/special_education/

mailto:[email protected]

January 2010 Copyright © 2010 Mississippi Department of Education American Recovery and...

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