1. 1 Supplemental ESF Application and Changes in ARRA Reporting Office of Educational Management Services New York State Education Department March 10, 2010 2:00-3:30 p.m. Website: http://usny.nysed.gov/arra/

2. 2 ARRA - ESF Supplemental Application Claiming Funds and Payment Process Revised Quarterly Reporting What Will Be Covered Today?

3. 3 Today’s Training Provided By: Deborah Cunningham, Coordinator, NYSED Educational Management Services Stephen McNally, Educational Management Services Maureen LaVare, NYSED Office of Grants Management Matt Reilly, Educational Management Services Ruth Singer, Educational Management Services

4. 4 Application Process for Supplemental ARRA Education Stabilization Fund

5. 5 What is the Supplemental ESF Application? The supplemental ESF amount was appropriated from the total two-year ARRA State Fiscal Stabilization Fund (SFSF) to restore state aid cuts for 2009-10 enacted in December 2009 Supplemental funds replace existing 2009-10 state aid. They are not “new” funds The same purposes and requirements as the original ESF allocation, as reported upon for the previous two quarters Supplemental application reviewed on its own merits, but will be combined with original allocation for reporting

6. 6 Recommended uses of ARRA - ESF Retaining existing teachers, administrators and support staff Improving teacher effectiveness and the equitable distribution of highly qualified teachers Establishing data systems and using data for improvement Turning around the lowest-performing schools Improving results for all students

7. 7 Other Uses of the Supplemental ESF Application Also designed to bring the existing ESF program into conformance with revised federal guidance on reporting jobs Recipients only need to count jobs created or retained directly with ARRA funds The job estimates included in the original ESF allocation, as reported upon for the previous two quarters, need to be revised The job estimates for the original and supplemental allocations must be on an annualized FTE basis for the Budget Summary

8. 8 Budget Summary Revised Federal Job Calculation Methodology STEP 1: Calculate Hours in a Full-Time Schedule *Generally, the full school year, but can include summer school STEP 2: Calculate the Full-Time Equivalent (FTE) Funded Directly by ARRA – ESF *Dividing total hours worked and funded by amount in STEP 1 STEP 3: Calculate Full-Time Equivalent (FTE) for Less (or More)Than Full-Time or Full-Year Jobs Specific directions on the ARRA ESF site under “Guidance for Completing the Supplemental Application” (Attachments 2 and 3)

9. 9 Important Details The Department has included the on-line supplemental application in the existing ARRA Reporting System on the SED Business Portal Districts should first confirm that they have a current, valid CCR Supplemental and original amounts must be obligated by June 30, 2010 Applications are due from school districts by March 15, 2010 Districts that have not submitted an application will not be able to request payment for the supplemental allocation Districts will be able to file all Quarterly Reports for March 31, 2010 with SED; however, if the ESF Supplemental Application has not been submitted, the ESF Quarterly Report sent to federalreporting.gov for posting on the ARRA website will not include the supplement amount. (revised material)

10. 10 Time Line March 3, 2010System open for school district data entry March 10, 2010On-line Training Session (2 – 3:30 pm) March 15, 2010Applications are due from school districts March 3, 2010 --SED Office of Grants Management staff review and approve applications June 30, 2010All ESF funds, including original and supplemental, must be obligated

11. 11 Before you get started… ONLY the Superintendent, using their user identification and password, can certify and submit the application via the SED portal In order for other district employees to prepare the Supplemental Application via the portal, the superintendent must delegate access to the ARRA system through SEDDAS If you are having trouble with the SEDDAS system or are not sure how to delegate access to other administrators to the ARRA Reporting System, see: –SEDDAS home page: http://www.emsc.nysed.gov/seddas/seddashome.html http://www.emsc.nysed.gov/seddas/seddashome.html –SEDDAS Help Line is: 518-473-8832

12. 12 Log on to NYSED Application Business Portal: http://portal.nysed.gov

13. 13 Beginning to Use the On-Line System Once you have logged on to the ARRA Reporting System, you can review the original 2009-10 ESF Application or previous Quarterly Reports by changing to the applicable Period Ending Date After changing back to the “Period Ending March 31, 2010,” select “Educational Stabilization Fund – Supplemental Application” Access to the original ESF narrative will also be available within the Supplemental Application

14. 14 Entering the Supplemental ESF Application ARRA Supplemental Education Stabilization Fund (ESF) Application is Now Open School districts originally applied for the 2009-10 ARRA Education Stabilization Fund (ESF) in late summer 2009. Legislation enacted in December 2009 included a Supplemental Deficit Reduction Assessment (SDRA) which was fully offset with federal ARRA funds known as the Supplemental Deficit Reduction Assessment Restoration (SDRAR). This Supplemental Application is only for the SDRAR funds and is to be obligated with the original ESF amount by June 30, 2010. Districts will report on the combined original and supplemental ESF amount in the next quarterly report, due March 31, 2010 and thereafter as the total 2009-10 ARRA ESF amount. The Supplemental Application will:  Identify how these resources will be used to avert cuts and retain teachers and programs  Amend the original ESF application to reflect changes that have occurred during the year, as reported in the two previous quarterly reporting periods  Revise the estimated jobs created or retained to include only positions supported directly with ARRA funds, pursuant to the revised guidance issued by the U.S. Office of Management and Budget on December 18, 2009  Provide a final, combined application that includes all 2009-10 ESF amounts and job estimates for reporting The data is to be certified and submitted by the Superintendent of Schools to SED through the ARRA Reporting System by March 15, 2010. Please see http://usny.nysed.gov/arra/esf/ for additional guidance.http://usny.nysed.gov/arra/esf/

15. 15 Completing the Supplemental Application

16. 16 Starting the Supplemental ESF Application

17. 17 Reviewing or Amending Original ESF Narrative Minor change was made in our original allocation. $100 in ARRA funding will be used to help defray the cost of our classroom renovations.

18. 18 Reviewing Original ESF Narrative Our school district has opted to utilize Stabilization funds to retain staffing that would have otherwise been eliminated. These positions include Elementary Teachers, Teacher Assistants and Teacher Aides for the school’s Kindergarten program.

19. 19 Entering the Supplemental ESF Narrative Our school district will use the Supplemental ARRA funding to retain 2 middle school teachers, 5 Administrators and 1.5 support staff in an effort to maintain and provide a high-quality education. Funds will also be used to fund our existing contract with BOCES to provide services to our High School students. The remainder of the funds will be used to cover the expense of renovation costs to convert existing classroom space into computer classrooms including the purchase of new computers. This renovation will improve the learning environment for our students as well as provide the means for raising standards and assessments.

20. 20 Completing the Supplemental ESF Budget Summary (1)

21. 21 Completing the Supplemental ESF Budget Summary (2)

22. 22 Completing the Supplemental ESF Budget Summary (3)

23. 23 Completing the Supplemental ESF Budget Summary (4)

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25. 25

26. 26 Review Supplemental and Amended Original Allocation Narratives (if applicable) for reasonableness and conformance to ARRA requirements Compare Narratives with Budget Summary Confirm Infrastructure Expenditures match approved projects on file with the Department. Discuss and resolve issues with districts. Resubmit if necessary Approval status will be shown in Reporting System Review and Approval Process

27. 27 Claiming ARRA Funds and the Payment Process

28. 28 Payment process is separate from Quarterly reporting Most payments are processed through the Grants Finance office (www.oms.nysed.gov/cafe) Grant recipients verify expenditures by using the FS-25 form and receive payment Expenditures reported to federalreporting.gov are based on payments made by the Grants Finance Office which are verified against Comptroller records Payment Process

29. 29 Upon approval of Supplemental Application, total available under ESF-ARRA will be increased to reflect the sum of the funding from the original and supplemental allocations Continue to review expenditures on a regular basis Payment will not be made for anticipated expenditures Instructions to Claim Funds

30. 30 Complete and submit Form FS-25, Request to obtain reimbursement for expenditures FS-25 form and other information about the grant payment process can be accessed from the Grants Finance web site at http://www.oms.nysed.gov/cafe/ FS-25 claims may be submitted as frequently as monthly, but monthly claiming is not required Instructions to Claim Funds

31. 31 Up to 70% of the total available will be payable prior to April 1, 2010 Up to 90% of the total available will be reimbursed through the FS-25 process Information about additional requirements that must be met in order to obtain full reimbursement will be provided at a later time. Instructions to Claim Funds

32. 32 Information on claiming ARRA funds is available on the NYSED Grants Finance website at: http://www.oms.nysed.gov/cafe/guidance/arrapayments.html

33. 33 Changes to ARRA Quarterly Reporting 2010 Quarter 1 Ending 3/31/10

34. 34 Report only jobs retained or created and directly funded with ARRA Do not report jobs indirectly retained or created but funded with other non-ARRA funds Report jobs retained and created during the reporting quarter only Do not report jobs cumulatively from previous quarters Job Estimates

35. 35 Continue to calculate FTE’s based on the number of hours worked divided by the number of hours of full time employment –Ex: Teacher worked 520 hours which was a full time schedule and another 65 hours for an after school program which were additional hours beyond full time employment (520 + 65 = 585)/520 = 1.12 FTEs Job Estimates

36. 36 Report actual payments to vendors during the period July 1, 2009 through March 15, 2010 Do not report estimated payments for the full school year Changes to Vendor Information

37. 37 For Further Information Supplemental Application Guidance: http://usny.nysed.gov/arra/esf http://usny.nysed.gov/arra/esf Supplemental Application Questions: –arraesfapp@mail.nysed.gov –(518) 474-3936 Grants Finance Issues: http://www.emsc.nysed.gov/mgtserv http://www.emsc.nysed.gov/mgtserv SEDDAS Help Line: (518) 473-8832 Other ARRA Issues: http://usny.nysed.gov/arrahttp://usny.nysed.gov/arra

38. 38 Questions?