1. 1 Online Reporting for American Recovery and Reinvestment Act Funds Administered by NYSED New York State Education Department Office of School Operations and Management Services September 2009

2. Presenters Charles A. Szuberla Executive Director, School Operations and Management Services, NYSED cszuberl@mail.nysed.gov Deborah H. Cunningham Coordinator, Educational Management Services, NYSED dcunning@mail.nysed.gov

3. 3 This power point presentation can be found at: http://www.emsc.nysed.gov/mgtserv/ARRAReporting WebcastandQandAElluminatesessions.html This webcast will be available within 48 hours: http://usny.nysed.gov/arra/ http://usny.nysed.gov/arra/

4. 4 Federal ARRA Funds ARRA funding is a one-time appropriation to be provided over a 27 month period (2009-2010 and 2010-11). President has pledged an unprecedented level of transparency and accountability. Quarterly reporting is required. The first quarter reporting period is July 1, 2009-September 23, 2009. Data are due October 1, 2009.

5. 5 Purpose and Requirements The intent of these funds is to create jobs and avert layoffs. Reporting will focus on the number of jobs created and retained. Calculations for all positions reported as a percentage of “Full-Time Equivalents”. For example, the number of hours worked is divided by the number of hours of full time employment. ARRA funds are federal grants and subject to all federal reporting requirements.

6. 6 Roles Prime recipient: NYSED is serving as the prime recipient for most ARRA education funds in New York State. Sub-recipient: Entities whose mission requires them to perform certain functions regardless of grant funds received, such as local education agencies. NYSED routinely collects data on most designated sub-recipients. NYSED ARRA sub-recipients include school districts, BOCES, nonpublic schools, charter schools, State schools at Rome and Batavia, public broadcasting stations, and other agencies receiving funds through NYSED (OMH, OMRDD, DOCS, OCFS) Vendors: Organizations or businesses which sub-recipients contract for services, but which are not required to provide services absent the grant funding.

7. 7 NYSED and LEAs NYSED and Sub-recipients Approximately 1,000 sub-recipients. Sub-recipients will report information to NYSED through the ARRA system by October 1, 2009 for the first quarter of the fiscal year (July 1-September 23). Sub-recipients, e.g., school districts, will report on vendor contracts. Sub-recipient vendors do not report directly to NYSED. NYSED will aggregate the data from sub-recipients and report to the federal government.

8. 8 Sub-recipients Report Limited Amount of Data Quarterly through NYSED Online System Online ARRA System will collect: -Brief Program Narrative -Jobs saved and created -Vendor information limited to: Amount of contract Sub-award number Name and zip of vendor OR DUNS number -Infrastructure amount (IDEA and Stabilization) Expenditure information is provided directly to the agency payment office as part of the claims process. At NYSED, payment offices are the Office of Grants Finance or Fiscal Management. Sub-recipients do not need to report expenditure information through the ARRA system. –For ARRA funds that NYSED pays to other State agencies, the agency payment office must report expenditure information to NYSED through the program office. For example, OMRDD would report on the use of ARRA-IDEA funds received from NYSED to their VESID program office contact.

9. Applications Must be Approved For all ARRA-funded programs, sub-recipients must apply and have their application approved by NYSED. Sub-recipients then submit ARRA reporting data on each funded program, subject to approval by NYSED.

10. 10 NYSED is the Prime Recipient for 14 ARRA funded programs SFSF-Education Stabilization Fund (Deficit Reduction Assessment Restoration) Part A and D, Title I Education of Individuals with Disabilities Education Act ARRA (611) Education of Individuals with Disabilities Education Act ARRA-Preschool (619) Title VIIB McKinney-Vento Homeless SFSF-OGS -Teacher Resources and Computer Training Centers (also known as Teacher Centers) -Mentor Teacher Internship Program -Say Yes to Education (Syracuse) -Education Television and Radio -Math and Science High School -Roosevelt Special Academic Improvement Grant -Foreclosure Prevention Program -Grants to SUNY, CUNY and HESC Competitive Grant National School Lunch Program Equipment Assistance

11. 11 Reporting Timeline Online System opens on the Portal: 9/21/09 Deadline for data from sub-recipients: 10/1/09 NYSED submits report to federal government: 10/10/09 NYSED makes corrections: 10/11/09-10/21/09 Federal review and SED corrections: 10/22/09-10/29/09 Reports published on www.recovery.gov: 10/30/09www.recovery.gov Next quarterly report cycle begins: 1/1/10

12. 12 Accessing the Online Portal through NYSED Currently, only the CEO, using their user identification and password can access the ARRA Reporting option on the SED portal. The CEO must delegate access to the application through SEDDAS for others to use the portal. See technical assistance options below if you have any difficulties with the SEDDAS system, or questions on how to delegate access to other administrators: –This is the SEDDAS home page - http://www.emsc.nysed.gov/seddas/seddashome.html http://www.emsc.nysed.gov/seddas/seddashome.html –This is the link for SEDDAS training guides - http://www.emsc.nysed.gov/seddas/pstraining.html http://www.emsc.nysed.gov/seddas/pstraining.html –This is the quick start guide - http://www.emsc.nysed.gov/seddas/psquickstart.html http://www.emsc.nysed.gov/seddas/psquickstart.html –The SEDDAS unit’s phone number is 518-473-8832.

13. 13 Log on to NYSED Application Business Portal http://portal.nysed.gov

14. 14 Login with User Name and Password

15. 15 Select ARRA Reporting System

16. ARRA Reporting http://www.oms.nysed.gov/cafe/guidance/dunsccrfaqs.html

17. 17 ARRA Reporting System Reporting will answer key questions: -Who is receiving Recovery Act funds and in what amounts? -What projects or activities are being funded with Recovery Act dollars? -What is the completion status of such projects or activities and what impact have they had on job creation and retention? Sub-recipients will report to NYSED. The Department will aggregate and submit to the federal government. Reporting is required for each fund a sub-recipient receives. Select the appropriate fund from a drop-down list. The system also includes an application for education stabilization.

18. Sub-recipient Information

19. Enter Data Universal Numbering System (DUNS) number Enter date for Central Contractor Registration (CCR) -Additional information about DUNS and CCR can be found at: http://www.oms.nysed.gov/cafe/guidance/dunsccrfaqs.html Review guidance at http://usny.nysed.gov/arra/http://usny.nysed.gov/arra/ Chief executive must certify and submit data

20. Program Narrative and Summary

21. Describe the programs to be provided Enter jobs saved Enter jobs created Enter amount for infrastructure Guidance on job estimates is at http://usny.nysed.gov/arra/

22. Sub-recipient Vendor Data

23. Sub-recipients must provide data on funds awarded to vendors including BOCES. Sub-recipients must report vendor/organization name and zip OR DUNS number, and sub- award number and payment amount.

24. Certify and Submit

25. 25 Discussion Items 1. What happens if a district is late in reporting? 2. What documentation is required for jobs saved and created? 3. What if the district is lacking the documentation? 4. What's the difference between tax relief and tax aversion? 5. Must all ARRA funds supplement district programs? 6. Where is key guidance?

26. 26 Send ARRA Reporting Questions to emscmgts@mail.nysed.gov emscmgts@mail.nysed.gov ARRA Reporting Question and Answer sessions September 22- 25—10 a.m.-11 a.m. daily Access Information at: http://www.emsc.nysed.gov/mgtserv/ http://www.emsc.nysed.gov/mgtserv/ Tuesday, 9/22/09IDEA Wednesday, 9/23/09 DRA-Stabilization Thursday, 9/24/09Title I Friday, 9/25/09 Other:1)Cafeteria Equipment; 2)Teacher Centers;3)Mentor- Teacher Intern; 4)Say Yes to Education-Syracuse; SUNY, CUNY, HESC; DHCR (Division of Housing and Urban Renewal)

27. Resources www.ed.gov/recovery/ www.ed.gov/policy/gen/leg/recovery/index.html usny.nysed.gov/arra/ Email your reporting questions to NYSED: arra@mail.nysed.gov emscmgts@mail.nysed.gov Grants Finance Questions to: grantsweb@mail.nysed.govgrantsweb@mail.nysed.gov Federal guidance: SFSF: State.fiscal.fund@ed.govState.fiscal.fund@ed.gov IDEA: IDEArecoverycomments@ed.govIDEArecoverycomments@ed.gov Title I: oese@ed.govoese@ed.gov Office of the Inspector General hotline: oig.hotline@ed.govoig.hotline@ed.gov Inspector General: rick.rasa@ed.govrick.rasa@ed.gov

28. 28 Use of all ARRA Funds Must Comply with Federal Guidance The American Recovery and Reinvestment Act of 2009: Saving and Creating Jobs and Reforming Education: An Overview http://www.ed.gov/policy/gen/leg/recovery/implementation.html www.recovery.gov Federal ARRA Legislation: http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=111_cong_bills&docid=f:h1enr.pdf OMB Circular A-87 are the cost principles that are applicable for school districts. http://www.whitehouse.gov/omb/rewrite/circulars/a087/a87_2004.html Office of Management and Budget: EDGAR http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html ARRA Federal Reporting www.federalreporting.gov