BUREAU OF INDIAN EDUCATION AMERICAN REINVESTMENT &RECOVERY ACT (ARRA)

PRIME RECIPIENT REPORTINGREVIEW & UPDATESREPEAT SESSIONSJUNE 16, 2010JUNE 17, 2010

PRESENTERSSandra C. PoolawARRA Projects SpecialistDivision of Performance & AccountabilityBureau of Indian EducationU.S. Department of InteriorOffice: 505-563-5429Fax: 505-563-5281sandra.poolaw@bie.edu

Dr. Valerie TodacheeneARRA Projects SpecialistDivision of Performance & AccountabilityBureau of Indian EducationU.S. Department of InteriorOffice: 505-563-5269Fax: 505-563-5281valerie.todacheene@bie.edu

HANDOUTSo Bureau Of Indian Education Recovery Act (ARRA)

Prime Recipient Reporting Review & Updates Presentationo BIE Tip Sheets for

Title I, Part A – Improving Basic Programs Operated by Local Educational Agencies, Recovery Act (CFDA 84.389)

Title II-D: Enhancing Education through Technology, Recovery Act (CFDA 84.386)

Title X-Education of Homeless Children and Youths, Recovery Act (CFDA 84.387)

Section 1003(g) – School Improvement Grants, Recovery Act (CFDA 84. 388)o Frequently Asked Questions (FAQ) for Recipientso Number of Jobs Exercise Sheet

OVERVIEW AND OBJECTIVESo Reporting Summaryo Prime Recipient Responsibilitieso Review Process

• Recipient Review• Agency Review

o Lessons Learnedo Specific Data Elements Guidance

• Recipient Reporting Exampleso Timeline and Activities for Continuous QAo Prime Recipient Required Datao Reporting Assistanceo Where to Find Informationo Questions

REPORTING SUMMARY: PRIME RECIPIENT

The Prime Recipient is each school that receives Recovery Act (ARRA) funding as Federal awards in the form of grants from the Federal Government.

Prime Recipients should have already established the following: Your school or tribe/tribal organization has identified the

DUNS number for which you will be reporting FederalReporting.gov has created and assigned a unique

FRPIN to your organization Point Of Contact (POC) as listed in the Central Contractor Registration (CCR) database

Your school or tribe/tribal organization has identified the POC who will serve as your ARRA Reporter during the July 1-14, 2010 reporting period; or has delegated that responsibility to another person in your organization

A Secondary Point of Contact for your report has been identified and information has been provided to DPA, ARRA Specialists

REPORTING SUMMARY (CONTINUED):REVIEW OF RELATIONSHIP BETWEEN FEDERALREPORTING.GOV & RECOVERY.GOV

Federalreporting.govRecipient Reporting

DatabaseSupports:• Recipient • Registration• Recipient Reporting• Report Review and

Validation

Recovery.govReporting Data Portal

Database

Provides:• Public data access• Coverage Maps• Standard Reports• Reported Data

Publish

REVIEW OF BASIC PRIME RECIPIENT FRAMEWORK

Federal Agency

Prime Recipient

Vendor

PRIME RECIPIENT RESPONSIBILITIES

Ultimately responsible for reporting ALL data required by Section 1512 of the Recovery Act and OMB Guidance Resource:

http://www2.ed.gov/policy/gen/leg/recovery/section-1512.html

Must report three additional elements associated with any vendors receiving funds from the prime recipient for payments greater than $25K

AGENCY REVIEWCONSEQUENCES OF UNCORRECTED DATA Recipients will be given an opportunity to correct the deficiencies

before bureaus and offices take enforcement actions Bureau or office may take proactive action to protect the Federal

government’s interests when it is determined a recipient is noncompliant with Section 1512 reporting requirements: Placing special conditions on awards or precluding the grantee from

obtaining future awards for a specified period Taking action designed to prevent future noncompliance, such as

closer monitoring Withholding, suspending or terminating payment of funds for

noncompliance with the reporting requirement 1st missed report: award official sends a cure notice or other

strong letter to remind recipient reporting is mandatory 2nd missed report: award official will initiate termination action or

other strong sanction, including suspension or debarment

Reporting is a quarterly responsibility that begins for the reporting period in which the award is made.

PRIME RECIPIENT REQUIRED DATA

• Recipient Name*• Award Type• Award Number*• Final Report• Recipient DUNS Number• Recipient Account Number• Recipient Congressional District• Funding Agency Code• Awarding Agency Code• Award Date• Amount of Award*• CFDA Number• Program Source (TAS)• Sub Account Number for Program

Source (TAS)• Total Number of Sub Awards to

Individuals• Total Amount of Sub Awards to

Individuals

• Total Number of Payments to Vendors less than $25K/ Award

• Total Amount of Payments to Vendors less than $25K/ Award

• Total Number of Sub Awards less than $25K/Award

• Total Amount of Sub Awards less than $25K/Award

• Award Description• Project Name or Project/Program

Title• Project Status• Total Federal Amount ARRA Funds

Received/Invoiced• Number of Jobs*• Description of Jobs Created• Quarterly Activities/Project

Description• Activity Code (NAICS or NTEE-

NPC)* If incorrect, OMB currently considers a “Significant Error”

SPECIFIC DATA ELEMENTS GUIDANCE:VENDORS LESS THAN $25K REPORTING Section 1512(c)(4) and OMB Guidance allows for

prime recipients to aggregate reporting on:Payments to vendors less than $25,000

Fields on Report:Total Number of Payments to Vendors less than

$25K/ AwardTotal Amount of Payments to Vendors less than

$25K/ Award

SPECIFIC DATA ELEMENTS GUIDANCE:VENDORS $25K OR MORE REPORTING

Payments to vendors of $25,000 or more Prime recipients must report required information

on each sub-award of $25,000 or more under the Vendor Tab of the report on federalreporting.gov

Total Number of Hours Worked & Funded by Recovery Act within Reporting Quarter

Quarterly Hours in a Full-Time Schedule (520 hours)

SPECIFIC DATA ELEMENTS GUIDANCE:NUMBER OF JOBS

• “Jobs Created/Retained” is reported in the “Number of Jobs” field• Number of Jobs is expressed in terms of “full-time equivalents” (FTE)• Number of Jobs is a simple calculation:

FTE =

• Prime recipients should not attempt to report the employment impact upon materials suppliers and central service providers (i.e., indirect jobs) or on the local community

• Best practice: maintain documentation of how you calculated Number of Jobs and include a description of the calculation in the “Description of Jobs Created” field.

• Brief description of the types of actual jobs created or jobs retained

• Description may rely on job titles

• Recipient’s existing practice for describing jobs as long as the terms used are widely understood and describe the general nature of the work

• Best practice: Include the CALCULATION of how “Number of Jobs" in the Description of Jobs Created field

SPECIFIC DATA ELEMENTS GUIDANCE:DESCRIPTION OF JOBS CREATED

RECIPIENT REVIEWMY REPORTS

AGENCY REVIEW Reports are “locked” and may not be freely modified by recipients Agencies review reports, focusing on fields OMB identified as

significant errors: Recipient Name Number of jobs retained or created Federal award number Recipient name

Recipients are provided with formal comments through FR.GOV If a recipient receives a comment, the report is “unlocked” and

able to be modified for correction Agencies identify any non-compliant or missing reporters. This

information is provided by another department in DOI, DPA does not have access to this information until provided.

AGENCY REVIEWSIGNIFICANT ERROR/MATERIAL OMISSION

Agencies are required to identify both ‘significant errors’ and ‘material omissions’

Significant Errors: Data fields of major concern per OMB are: award amount, number of jobs

created / jobs retained, award number and recipient name If a recipient does not make the requested correction or submit a reasonable

explanation of why the data is not incorrect, then the award report is considered to have significant errors.

Material Omissions: Failure of a Federal ARRA award recipient to report on a received award Data in a report that is not responsive to a specific data element (e.g., lack of

sufficient narrative description) Significant Errors and Material Omissions are ultimately reported

to the Recovery Act Transparency Board and OMB Recipients that do not report are published on Recovery.gov

RECIPIENT & AGENCY REVIEWMAKING CORRECTIONS

Reports may be updated once they have been initially submitted

Reports may be updated at any time during the Initial Submission period

During the Agency Review period, reports may only be updated if the report is “unlocked” with an agency comment

Any Recipient User that has access to the FRPIN for a given DUNS number may update an associated report

Reports may be updated multiple times within the reporting cycle

Report updates may be made via the 3 reporting methods available (i.e., Excel template, online, XML)

Federal agencies do not make updates to reports Each time a report is submitted, the previous version of that

report is replaced

NUMBER OF JOBS EXERCISEREFER TO HANDOUT

LESSONS LEARNED If the Prime Recipient or Tribe selects “Opt Out” of the CCR Public

Search Information, DPA ARRA Specialists cannot provide Prime Recipients with reminders of CCR expiration. Our office was able to remind about 10 reporters to update their CCR and avoid issues later.

Grant Award Number must be entered incorrectly (check extension on Tip Sheet for new grant awards)

Reporters need to refer to BIE Tip Sheets for the Project Description field for each ARRA grant report

The “Description of Jobs” field should include the calculation for the resulting number provided in the “Number of Jobs” field. This Description of Jobs must support the Number Jobs.

ADDITIONAL HELP IN REPORT SUBMISSION

Contacting FederalReporting.govFederalReporting.gov allows Recipients to submit and Federal Agencies to review required Recovery Act reporting data. If you need help with registering as a user, submitting a report, reviewing a report, or other website functions, contact their Service Desk.

Service Desk Information· Phone: 877-508-7386 · TTY: 877-881-5186 · Email: Support@FederalReporting.gov · Chat:LivePerson Support

WHERE TO FIND INFORMATION FederalReporting.gov

www.federalreporting.gov Frequently Asked Questions (FAQs) Service Desk (also on previous slide) Downloads Tab (Reference Data and Additional Links) Includes reporting templates, Recipient Reporting Data Model, Webinars, User

Guides, Look-ups for congressional districts, agency codes, CFDA numbers, Program Source numbers, and ZIP code information

Recovery.gov website http://www.recovery.gov/ Frequently Asked Questions (FAQs)

DOI Recovery website http://recovery.doi.gov/

BIE ARRA Specialists Valerie.Todacheene@bie.edu Sandra.Poolaw@bie.edu

BIE CONTACTS

Dr. Jeffrey HamleyE-mail: Jeffrey.Hamley@bie.eduPh: 505.563.5260

Gaye Leia KingE-mail: GayeLeia.King@bie.eduPh: 505.563.5263

Valerie TodacheeneE-mail: Valerie.Todacheene@bie.eduPh: 505.563.5269

Sandra C. PoolawE-mail: Sandra.Poolaw@bie.eduPh: 505.563.5429

QUESTIONS