1 SAVING AND CREATING JOBS AND REFORMING EDUCATION U.S. Department of Education Rehabilitation Services Administration September 2009 ARRA VR Reporting The American Recovery and Reinvestment Act:

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Purposes of Webinar Provide general guidance on Recovery Act reporting Provide information specific to Vocational Rehabilitation (VR) program grantee reporting Answer questions 4

Webinar Topics Registering in FederalReporting.gov Using the Tip Sheet Reporting on agency-specific activities Job creation Helpful websites 5

Recipients, Sub-recipients, Vendors, and Individuals Who’s What? Prime recipients – VR Agency grantees Sub-recipients – Organizations that receive Federal funds from the VR agency (prime recipient) to carry out the purposes of the VR program Sub-recipient awards do not include procurement contracts for goods or services–VR program will have few, if any, sub-recipients 6

Recipients, Sub-recipients, Vendors, and Individuals Who’s What? Sub-granting funds not allowed by Title I of the Rehabilitation Act of 1973, as amended (Rehabilitation Act) VR agencies typically enter into procurement contracts for goods and services Vendors – Providers of goods and services Individuals – None  No individuals benefit personally from the ARRA VR award 7

Entering Data for ARRA Reporting Who?  Grantee agencies enter data in FederalReporting.gov  Vendors do NOT enter data How?  Register to enter data in FederalReporting.gov  VR grantees register as recipients  FederalReporting.gov allows multiple users. Please ensure that data entries not duplicated 8

First Screen in FederalReporting.gov 9

Screen after Clicking on Register Now 10

Registering in Federal Reporting.gov To register you must enter the DUNS number from ARRA VR grant award notification (GAN) GAN DUNS number on ARRA VR GAN must match DUNS number in Central Contractor Registration (CCR)  If DUNS number on GAN is different from DUNS number in CCR, you will receive an error message  If your DUNS number needs to be changed, contact 11

Timelines for Entering Data Quarterly First time  Between October 1 and October 10  Changes/corrections between October 11 and October 21  Federal agency review between October 22 and October 29 Thereafter  The same dates for the month following the end of a quarter Cumulative – Data entered are cumulative (since first grant award) 12

Using the Tip Sheet Download the Tip Sheet for the VR program at: html Click on MS Excel link located at “ARRA Reporting Tip Sheet for Special Education and Rehabilitation Services Programs” 13

Using the Tip Sheet 14

Data Elements for Recipient Reporting Reporting Information Award Type – select “Grant” Award Number - Enter the PR/Award Number provided in box 5 of your Grant Award Notification (GAN) Final Report - Check or select ‘‘Yes’’ only if this is the final report for the project/grant period specified; otherwise check "No" 15

Data Elements for Recipient Reporting Award Recipient Information Recipient DUNS Number - Enter the same DUNS for which the grant was awarded as found in box 8 on the GAN Recipient Account Number - If applicable, enter the account number or any other identifying number assigned by the recipient to the award. This field is optional. Leave blank if N/A Recipient Congressional District – use the one for address for DUNS number search: 16

Data Elements for Recipient Reporting Award Information Funding Agency Code – Enter “9124” Awarding Agency Code – Enter “9124” Award Date – Enter the award date as found in box 10 of the GAN Award Amount – Enter the "cumulative amount" of the award as found in box 7 of the GAN 17

Data Elements for Recipient Reporting Award Information CFDA Number – Enter "84.390" - Do Not include the alpha designation at the end of the CFDA number on your GAN. Program Source (TAS) - Select “( ) Rehabilitation Services and Disability Research, Recovery Act" Sub-Account Number for Program Source (TAS) – N/A – ED does not use TAS sub-account numbers. This field is optional. 18

Data Elements for Recipient Reporting Award Information Total Number of Sub Awards to Individuals – leave blank Total Amount of Sub Awards to Individuals – leave blank Total Number of Payments to Vendors less than $25,000/award  Enter the total number of vendors who received awards of less than $25,000 per award. 19

Data Elements for Recipient Reporting Award Information Total Amount of Payments to Vendors less than $25,000/award o Enter the total dollar value of payments to vendors less than $25,000. Total Number of Sub Awards less than $25,000/award – leave blank for VR program Total Amount of Sub Awards less than $25,000/award – leave blank for VR program 20

Data Elements for Recipient Reporting Award Information Award Description – Enter "assist in operating statewide comprehensive, coordinated, effective, efficient and accountable programs of vocational rehabilitation, which are an integral part of a statewide workforce investment system; and designed to assess, plan, develop, and provide vocational rehabilitation services for individuals with disabilities, consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice, so that such individuals may prepare and engage in gainful employment.“ 21

Data Elements for Recipient Reporting Project Information Project Name o Enter "Vocational Rehabilitation Services to States, Recovery Act" Project Status  For formula grants, and other awards funding multiple services and products, recipients need to provide a best estimate of completion status (as a percentage, i.e. 100% complete, 50% complete, less than 50% complete) of all projects or activities supported by the whole grant. 22

Data Elements for Recipient Reporting Project Information Total Federal Amount ARRA Funds Received/Invoiced  Enter the amount of Recovery Act funds received through draw- down, reimbursement or invoice - G5/GAPS Number of Jobs - if none, leave blank Description of Jobs Created  Brief description of types of jobs created or retained  Using job titles, broader labor categories, or recipient’s existing practice for describing jobs as long as easily understood 23

Data Elements for Recipient Reporting Project Information Quarterly Activities/Project Description  Enter "assist in operating statewide comprehensive, coordinated, effective, efficient and accountable program of vocational rehabilitation which are an integral part of a statewide workforce investment system; and designed to assess, plan, develop, and provide vocational rehabilitation services for individuals with disabilities, consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice, so that such individuals may prepare and engage in gainful employment.“ 24

Data Elements for Recipient Reporting Project Information Activity Code  Enter the NTEE–NPC code “J04” - Vocational Rehabilitation Services. State VR agencies should also use NAIC construction subcode “236220” if the State agency will be using ARRA funds for the purpose of constructing a new building, or remodeling, altering, or expanding an existing building in order to establish or improve a facility for a community rehabilitation program consistent with the provisions in 34 CFR (12) and (18), and Total Federal Amount of ARRA Expenditure  Enter the cumulative total for the amount of Federal fund expenditures. 25

Data Elements for Recipient Reporting Project Information Total Federal ARRA Infrastructure Expenditure  Enter the amount of VR ARRA funds spent on infrastructure investments. If none, leave all infrastructure data elements blank 26

Data Elements for Recipient Reporting Project Information Total Federal ARRA Infrastructure Expenditure An infrastructure investment is financial support for a physical asset or structure needed for the operation of a larger enterprise. For the VR program, this would include funds expended for the purpose of constructing a new building, or remodeling, altering, or expanding an existing building in order to establish or improve a facility for a community rehabilitation program consistent with the provisions in 34 CFR (12) and (18), and  No more than 10 percent of a state’s allotment may be used for construction 27

Data Elements for Recipient Reporting Project Information Enter the Infrastructure contact information below: Infrastructure Contact Name  Enter the name of the infrastructure contact person Infrastructure Contact Phone Address 1 Infrastructure Contact Phone Address 2 Infrastructure Contact Phone Address 3 Infrastructure City Infrastructure State Infrastructure Zip

Data Elements for Recipient Reporting Project Information Enter the Infrastructure contact information below: Infrastructure Contact Infrastructure Contact Phone Infrastructure Contact Phone Ext  Enter the contact information for the infrastructure contact person. 29

Data Elements for Recipient Reporting Project Information Infrastructure Purpose and Rationale  Generally describe the infrastructure projects funded (completely or partially) by the Vocational Rehabilitation Recovery Funds and explain how the investment will contribute to one or more purposes of the Recovery Act. 30

Data Elements for Recipient Reporting Primary Place of Performance Street address 1 Street address 2 City State Country Zip + 4  Enter the prime recipient's address as indicated in box 1 of the GAN, unless the primary place of performance is different. 31

Data Elements for Recipient Reporting Primary Place of Performance Congressional District  use the one for address for DUNS number search:

Data Elements for Recipient Reporting Recipient Highly Compensated Officers Two criteria to report:  (1) Recipient in its preceding fiscal year received:  (a) 80 percent or more of its annual gross revenues in Federal award funds and  (b) $25,000,000 or more in annual gross revenues from Federal awards; and  (2) the public does not have access to information about the compensation of the senior executives If either funding levels are not met and the public does not have access about compensation, then must report information 33

Data Elements for Recipient Reporting Recipient Highly Compensated Officers Prime Recipient Indication of Reporting Applicability If Yes, if No, leave blank Officer Name (for each of five) Officer Compensation (for each of five) More detailed guidance: /m09-21-supp2.pdf /m09-21-supp2.pdf 34

Data Elements for Vendor Reporting Reporting Information Award Type – Select “Grant” Award Number – Enter the PR/Award Number provided in box 5 of your Grant Award Notification (GAN) Recipient DUNS NUMBER – DUNS number on GAN Sub-Award Number – leave blank if N/A Vendor DUNS Number  Enter the vendor's DUNS number. If this information is not available, you are required to provide both the vendor name and vendor's head quarter's Zip Code

Data Elements for Vendor Reporting Vendor Name  Enter the vendor's name Vendor HQ Zip code + 4  Enter the zip code corresponding to the address of the vendor's headquarters. Product and Service Description  Enter a description of the product or service provided by the vendor. Payment Amount  Enter the amount invoiced to the vendor (aggregated) that will be paid with ARRA funds. 36

Reporting ARRA activities on RSA Forms RSA-911  Report on all individuals, including those individuals whose services were paid for with funds appropriated for the VR program using ARRA funds RSA-113  Report all case status information, including the status of cases where services were paid for with funds appropriated for the VR program using ARRA funds RSA-2  Report all expenditures for fiscal year for the VR and SE programs including ARRA funds expended 37

Reporting ARRA activities on RSA Forms SF-269  Report each grant award on a separate SF

Job Created or Retained Job Created as a result of ARRA funding:  New position created and filled  Existing unfilled position that is filled as a result of ARRA funding Job retained:  Existing position that would not have been continued to be filled without ARRA funding Include vendor positions created or retained resulting from ARRA funds Include only compensated employment in the United States or outlying areas 39

Job Created or Retained Jobs expressed as FTEs  Total hours worked divided by number of hours in full- time schedule as defined by recipient  Reported cumulatively each quarter during life cycle of grant  Because numbers are cumulative, the denominator must include the total number of hours since the beginning of award. 40

Job Created or Retained Calculation of estimates of jobs  Calculate base line number of hours worked without ARRA funds  Deduct baseline from hours worked  Divide the result by cumulative hours worked in the quarter  See the following website for a more detailed explanation with examples  n-1512.html n-1512.html 41

Job Created or Retained VR agencies report jobs directly created or retained resulting from ARRA funds For purposes of jobs reporting, there is no distinction between a created and a retained job. Jobs created or retained are those filled by prime recipients or vendors as a result of ARRA funds 42

Job Created or Retained Jobs created or retained are those filled by prime recipients or vendors as a result of ARRA funds Includes:  State agency jobs created or retained  Vendor jobs created or retained Do NOT include:  Jobs filled by consumers as a result of VR services even though ARRA funds have been used to provide services 43

Government Wide Guidance OMB Guidance 21.pdf Data Model (updated August 6) supp2.pdf OMB Frequently Asked Questions (August 6) ARRA Recipient Reporting Help Desk 44

Department of Education Guidance Department of Education ARRA guidance Department of Education program guidance Click on links for Vocational Rehabilitation State Grants html html Click on link to ARRA Reporting Tip Sheet for Special Education and Rehabilitation Services Programs MS Excel (84K)MS Excel (84K) 45

Grantee Reporting Help Help button and phone numbers in FederalReporting.gov  Help button under title FederalReporting.gov - to the right  Phone:  TTY:   Chat: LivePerson SupportLivePerson Support Download this PowerPoint and view today’s archived event at: 46