Section 1512 Training for the January 2010 Reporting Cycle FTA Webinars December 21, 2009

22 This Presentation Will Cover: The timeline of the January 2010 reporting cycle. New OMB guidance on jobs reporting OMB changes to the reporting process Tips for reporting based on lessons learned from the October 2009 reporting cycle. Where to find additional technical assistance.

33 Guidance Documents FTA will post the following guidance for its grantees: –1512 Reporting Definitions and Examples –Tips on Section 1512 Reporting (Available on the FTA ARRA Website under ARRA Reporting at

44 The January Time Frame Report (Days 1-15) –You must submit your report between January 1-15, Prime Recipient Review (Days 16-22) –You may review your report during January 16-22, Direct recipients should review any data reported by subrecipients during this time. You may NOT submit a report during this timeframe. You can only review what was submitted during the first 10 days. (Unless OMB approves extension). Agency Review (Days 23-29) –FTA will review your report during January 22-29, 2010, and unlock report so you can correct any errors identified. Release (Day 30) –All data from the report will be released on January 30, 2010.

5 New OMB Guidance on Jobs Reporting Report direct jobs created or retained on a quarterly basis (10/1/09-912/31/09) not a cumulative basis. Number of jobs = hours worked and paid for by recovery act in the quarter/hours in a full time schedule for the quarter (i.e., 520). If you are submitting a new report in January or are reporting for the first time, report jobs as hours worked in all quarters through 12/31/09 divided by full time schedule for one quarter (i.e. 520 hours).

6 New OMB Guidance on Jobs Reporting Do not report hours worked by vehicle manufacturers. Prime recipients should report jobs created or retained by their subrecipients.

77 OMB Enhancements to the Reporting Process The system will have the functionality to copy forward basic information from your draft or submitted October 2009 report if your key identifying information was correct. If your October report included incorrect identifying information (DUNS number, award agency code, project number) you may need to initiate a new report with the correct information, and re-enter all the other required data elements (more details on exact functionality to be announced). Starting in February, you will be able to amend prior reports between reporting cycles. Federalreporting.gov will include edit checks that will generate error messages when incorrect information is entered and alerts if questionable information is entered.

Top Ten Tips to a Successful January Report

99 Reporting Tip #1 – Registration/FRPIN Make sure: –Your CCR registration is current. –Your agency Point of Contact (POC) in CCR is current. –The POC knows your role in 1512 reporting. –You have the FRPIN you will need to submit your report.

10 Reporting Tip #2 – FTA ID Use the correct Funding Agency and Award Agency Code. Your code is 6955 for both fields Use this code for all FTA grants, including Flex funds. The wrong code may mean that we cannot find your report, and you may not get credit for reporting.

11 Reporting Tip #3 – Award ID Use the correct award identification number, exactly as it appears in TEAM. Example: CA-96-X001. The wrong award number may mean that we cannot find your report, and you may not get credit for reporting.

12 Reporting Tip #4 - Codes Look up the CFDA, TAS, and NAICS codes that correspond to your agency and the grant you are reporting on before you submit your report. Look up the Congressional District of your headquarters and your project location (if different) before you report. This is a point of emphasis. These codes can be found in FTA’s Definitions and Examples document online: with_FTA_explanations_and_examples doc with_FTA_explanations_and_examples doc

13 Reporting Tip #5 – Prime vs subs Only Direct Recipients should report the prime recipient information. Sub-recipients and 3 rd Party vendors should not report prime recipient data. Sub-Recipient and vendor jobs data is reported by prime recipient.

14 Reporting Tip #6 – Grant/Contract Make sure that you are submitting your information as a grant and not a contract (except for direct Federal contractors). If you use the Excel template, make sure you are using the grants template (unless you are a Federal contractor).

15 Reporting Tip #7 – Dollar Amounts Report financial data correctly –Award amount = FTA amount in grant (this must match the amount in TEAM). –Amount of ARRA funds received = ECHO draw-downs (these must match!). –Amount of ARRA funds expended = accrued expenses you have incurred. –Amount of infrastructure expenditures = amount of ARRA funds expended – expenses for operating and program administration.

16 Reporting Tip #8 – JOBS Report jobs on a quarterly basis. Do not report jobs associated with vehicle manufacturing.

17 Reporting Tip #9 - Narratives Use plain English in the narrative sections. Avoid acronyms and jargon. Imagine you are writing for your mother – and your mother will have to explain what you wrote to someone else. The jobs narrative must: –Describe the type of each job reported. –Match the number of jobs reported. –Explain calculations of FTE Think about the public, reporters, and auditors reading published reports.

18 Reporting Tip #10 – Quality Review If FTA comments on your report during the agency review period, validate or correct the data. Contact your regional 1512 reporting point of contact for assistance. Use the help line and/or technical assistance FTA provides.

19 Additional Technical Assistance FTA Updated 1512 Reporting Guidance Documents –January 1512 Reporting Tips –1512 Reporting Definitions and Examples (Revised) --Will be posted once OMB jobs guidance is final. FederalReporting.gov information ( Recovery.gov Recipient Reporting Information (

20 How to Get Help Call: (beginning January 4, 2010). Conference call to respond to questions in early January, 2010 (details to be announced).

21 Contact Information For further information contact: –FederalReporting.gov Service Desk ( –FTA Regional Point of Contact Region 1: Mathew Keamy (617) Region 2: Anthony Carr (212) Region 3: Elaine Burick (215) and Devendra Soni (215) Region 4: Margarita Sandberg (404) Region 5: Mary Campbell (312) and Rotimi Ogunsuyi (312) Region 6: John Sweek and Gail Lyssy (817) Region 7: William Kalt (816) Region 8: Ryan Hammon (720) Region 9: Pak Chu (415) and Karineh Gregorian (213) Region 10: Kenneth Feldman (206) and Carrie Deichl (206)

22 Questions or Concerns?