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Agenda ARRA Overview Compliance with Recovery Act Reporting Requirements Calculating Jobs Data Q&A

Recovery Act Purpose

Recovery Act Purpose The American Recovery & Reinvestment Act/VAWA STOP (ARRA or Recovery Act) was created to: • Preserve and create jobs and promote economic recovery; • Assist those most impacted by the recession; • Provide investments needed to increase economic efficiency by spurring technological advances in science and health; • Invest in transportation, environmental protection, and other infrastructure that will provide long-term economic benefits; and • Stabilize state and local government budgets, in order to minimize and avoid reductions in essential services and counterproductive state and local tax increases.

Compliance with Recovery Act

Compliance with the Recovery Act Projects supported under the Recovery Act must adhere to the primary principles of this Act: 1) creation of jobs, 2) preservation of jobs, and 3) promotion of economic growth. Providers must ensure that these elements are factors in the selection and review process and ensure that each project funded will address how their project will provide meaningful and measurable outcomes for achieving job creation and preservation.

Compliance with the Recovery Act Unallowable Activities Grant funds under the Recovery Act Program may not be used for any unauthorized purposes, including but not limited to the following activities: Lobbying, Fundraising, Research projects, Building Renovations.

Compliance with the Recovery Act Unallowable Activities Providers are strongly discouraged from requesting consultant rates in excess of $450 per day Providers may not allocate any funds for building renovations. This includes seemingly minor activities such as painting or carpeting. Providers may not allocate any funds to purchase vehicles. Providers may not allocate more than 10% of their budgets for administrative funds. Providers may not use any ARRA funds for conducting research.

Compliance with the Recovery Act Non-supplanting Federal funds must be used to supplement existing State and local funds for program activities and must not replace those funds that have been appropriated for the same purpose.

Compliance with the Recovery Act Separate Tracking and Reporting of Recovery Act Funds and Outcomes Consistent with the special purposes and goals of the Recovery Act, and its strong emphasis on accountability and transparency, it is essential that all funds from a Recovery Act grant be tracked, accounted for, and reported on separately from all other funds (including DOJ grant funds from Recovery-Act grants or non-Recovery-Act grants awarded for the same or similar purposes or programs). Recipients must also be prepared to track and report on the specific outcomes and benefits attributable to use of Recovery Act funds. The accounting systems of all subrecipients must ensure funds from any award under this Recovery Act solicitation are not commingled with funds from any other source. Misuse of grant funds may result in a range of penalties, including suspension of current and future funds, suspension or debarment from federal grants, recoupment of monies provided under a grant, and civil and/or criminal penalties.

Compliance with the Recovery Act Accounting systems must be used to track each Recovery Act award. The automated accounting system must be used to create new codes for Recovery Act funded programs and identify all Recovery Act transactions with the new codes. If a position is funded partially with Recovery Act funds, the Recovery Act and non-Recovery Act hours must be tracked separately.

Compliance with the Recovery Act Additional Requirements: Civil Rights Compliance Anti-Lobbying Financial and Government Audit Requirements Criminal penalty for false statements Compliance with OJP financial guide

Supporting Documentation Providers must maintain auditable documentation supporting all reported data, including jobs data. Documentation should provide evidence that 1) Created/retained positions and overtime hours are funded by Recovery Act awards, 2) Personnel are directly supporting Recovery Act projects and activities, and 3) Positions meet the criteria for “created”/”retained” positions and overtime hours. Recommended Documentation Created Jobs Retained Jobs • Old and new organizational charts • New position descriptions • Job postings, offer letters and acceptance forms • Staffing lists • Timecards and payroll records • Budget comparisons and/or projections before and after the Recovery Act award date • Formal layoff recommendations and retractions (memos, reports) • Minutes of formal meetings where official budget decisions are made • Timecards and payroll records • Employee activity reports Timecards and payroll • Employee activity reports

Questions

ARRA Reporting

Reporting Basics Under this Recovery Act program programmatic reporting will be required and will be due within 3 calendar days after the end of each calendar quarter, starting October 3, 2009. The initial Section 1512(c) report includes activity from the project start date to September 30, 2009. The first report is due by October 3, 2009. The Quarterly Project Performance reports must be submitted via email to Contract_Manager@fcadv.org no later than the third day of the month following the end of each quarter. If the 3rd falls on a weekend, the report is due the preceding Friday. Programmatic Reporting Periods Due Dates July-September October 3 October- December January 3 January- March April 3 April-June July 3 **Please note that the quarterly financial reports are due to FCADV based on the submission date as required by contract or agreement.

Questions

Calculating Job Data

Calculating Job Data Section 1512(c) requires subrecipients to report on the total number of jobs “created” or “retained” through Recovery Act funding, including: Paid positions that are new or existing vacant positions that are filled as a result of Recovery Act funding; Existing position for which recipients have documentation that the position would have been eliminated if not for Recovery Act funding; Any position using Recovery Act Funding after a lay-off occurred. Recovery Act-compensated overtime for created, retained, or existing positions.

Calculating Job Data FTEs: What counts? Do Count Hours worked by Recovery Act-funded new and retained employees: Compensated employees working in the US or its “outlying areas.” Employees of the subrecipient, including personnel hired through a 3rd party (e.g., staffing or temp agency) Paid leave (PTO, vacation/sick leave, etc.) Recovery Act-funded overtime for created, retained or other positions Hours worked on or after the award date.

Calculating Job Data FTEs: What counts? Don’t Count Existing Positions: Standard hours for existing positions funded with Recovery Act dollars that do not meet the criteria for “created” or “retained.” Support Positions: Positions that are not directly funded by the Recovery Act but are necessary to support the corresponding increase in activity (e.g., accounting or HR staff funded through indirect) Indirect/Induced Jobs: Retail transactions and contracts with service providers that do not require dedicated personnel or single purchases of less than $500,000 from an individual manufacturer or supplier.

Calculating Job Data How do I report Recovery Act-funded created and retained jobs? Jobs should be reported as “Full-Time Equivalents” (FTE). An FTE is calculated as the total hours worked in jobs created or retained jobs divided by the number of hours in a full-time schedule. Example: If full-time employment at Recipient Agency A equals 520 hours for the first reporting period, then 1 FTE = 520 hrs for reporting period 1

Calculating Job Data Agency A Award Date: July 1, 2009 2.5 FTEs Days Worked (A) Hours Per Day (B) Subtotal (C=AxB) Overtime (D) Total (C+D) FTEs FTE for Agency A 65 8 520 Position 1 Position 2 4 260 Position 3 Total for Agency A 1300 1300/520 2.5 FTEs

Questions

Adjournment If at anytime you have questions or concerns please contact us directly using the following: Contract_manager@fcadv.org FCADV 425 Office Plaza Dr. Tallahassee, FL 32301 (850)425-2749