1 SAVING AND CREATING JOBS AND REFORMING EDUCATION U.S. Department of Education Rehabilitation Services Administration September 2009 ARRA IL Part B 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 grantee reporting for the State Independent Living Services (IL Part B program grantee reporting authorized by Title VII, of the Rehabilitation Act of 1973, as amended 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 – IL Part B program grantees Sub-recipients – Organizations that receive federal funds from the IL part B program grantees to carry out the IL program, not an individual who is a beneficiary of the IL Part B program  The IL part B program allows a State to make a sub- grant to, or enter into a contract with, centers for independent living (CILs) for their general operation in providing IL services to individuals with significant disabilities. 6

Recipients, Sub-recipients, Vendors, and Individuals Who’s What? Vendors – A provider of specific goods or services. A prime recipient or a sub-recipient can contract with a vendor to provide specific goods or services. Individuals – None  No individuals benefit personally from the ARRA IL part B award 7

Entering Data for ARRA Reporting Who?  Grantee agencies (and sub-recipients to whom grantees have delegated the responsibility) enter data in FederalReporting.gov  Vendors do NOT enter data How?  Register to enter data in FederalReporting.gov  IL part B grantees register as recipients  FederalReporting.gov allows multiple users. Please ensure that data entries are 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 your ARRA IL part B grant award notification (GAN) GAN DUNS number on ARRA IL part B 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, quarterly reporting is required.  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 IL part B 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 recipients’ 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 "84.398" - 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 - leave blank 18

Data Elements for Recipient Reporting Award Information Total Number of Sub Awards to Individuals – N/A – leave blank Total Amount of Sub Awards to Individuals – N/A – 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 Enter the total number of sub-awardees that received a total grant award of less than $25,000/award. Total Amount of Sub Awards less than $25,000/award Enter the total dollar value of awards less than $25,000 awarded to sub-recipients. See: ( 20

Data Elements for Recipient Reporting Award Information Award Description – Enter "A state program to provide independent living services to individuals with significant disabilities, support the operation of centers for independent living and the Statewide Independent Living Council, provide training on the independent living philosophy and outreach to unserved and underserved populations, conduct studies and analysis and present information to policymakers to enhance independent living services, and support activities that increase the capacity of independent living service providers." 21

Data Elements for Recipient Reporting Project Information Project Name o Enter "State Independent Living Services, 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 "A state program to provide independent living services to individuals with significant disabilities, support the operation of centers for independent living and the Statewide Independent Living Council, provide training on the independent living philosophy and outreach to unserved and underserved populations, conduct studies and analysis and present information to policymakers to enhance independent living services, and support activities that increase the capacity of independent living service providers.“ 24

Data Elements for Recipient Reporting Project Information Activity Code  Enter NTEE-NPC code “E12.07” – Independent Living Skills. Total Federal Amount of ARRA Expenditure  Enter the cumulative total for the amount of Federal fund expenditures. Total Federal ARRA Infrastructure Expenditure  Infrastructure expenditure is not an allowable cost under the State Independent Living Program – leave blank 25

Data Elements for Recipient Reporting Project Information Leave blank for Infrastructure information below: Infrastructure Contact Name 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 Leave blank for the Infrastructure information below:  Infrastructure Contact  Infrastructure Contact Phone  Infrastructure Contact Phone Ext Infrastructure Purpose and Rationale  Leave blank 27

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. 28

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 30

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 31

Sub-Recipient Reporting Sub- Recipient Reporting Information Sub-recipients enter information in FederalReporting.gov when delegated the responsibility by the prime recipient, if no sub-awards leave section blank Sub-recipients are required to obtain a DUNS number and register in CCR even though not reporting in FederalReporting.gov See IV.5 of Clarifying guidance on reporting at: html html 32

Data Elements for Sub-Recipient Reporting Sub- Recipient 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 - Enter the Prime Recipient's DUNS number. Final Report - Check or select ‘‘Yes’’ only if this is the final report for the project/grant period specified; otherwise check "No"

Data Elements for Sub-Recipient Reporting Sub-Recipient Information Sub-recipient’s DUNS Number - Enter the sub- recipient’s DUNS number. Sub-Award Number - Enter the award number or other identifying number assigned to the sub- recipient by the recipient. Sub-recipient Congressional District – Enter the congressional district corresponding to the sub- recipient's DUNS address zip code. - search: 34

Data Elements for Sub-Recipient Reporting Sub-Award Information Amount of Sub-award – Enter the anticipated total amount of funds to be disbursed to the sub-recipient over the life of the award. Total sub-award Funds Disbursed - Enter the cumulative amount of the sub-award disbursed to the sub-recipient as of this reporting period. Sub-award Date - Enter the date the sub-award was signed. 35

Data Elements for Sub-Recipient Reporting Sub-recipient Place of Performance Street address 1 Street address 2 City State Country Zip + 4 Enter the sub-recipient's Place of Performance Address. 36

Data Elements for Sub-Recipient Reporting Sub-recipient Place of Performance Congressional District  Enter the congressional district corresponding to the sub- recipient's DUNS address zip code, search:

Data Elements for Sub-Recipient Reporting Sub-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 38

Data Elements for Sub-Recipient Reporting Sub-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 39

Data Elements for Vendor Reporting Reporting Information Award Type – Select “Grant” Award Number – 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 – Sub-recipient vendor:  If the vendor is a vendor for the sub-recipient, enter the award number or other identifying number assigned to the vendor by the sub-recipient. 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. 41

Reporting ARRA activities on RSA Forms RSA-704 Part I  Report all information required of form without regard to funding source 42

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

Job Created or Retained Job Created from ARRA funding:  New position created and filled  Existing position filled Job retained:  Existing position discontinued without ARRA funding Include vendor positions created or retained resulting from ARRA funds 44

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. 45

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 46

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 47

Department of Education Guidance Department of Education ARRA guidance Department of Education program guidance Click on links for IL part B program html html Click on link to ARRA Reporting Tip Sheet for Special Education and Rehabilitation Services Programs MS Excel (84K)MS Excel (84K) 48

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: 49