• Deborah Cunningham, Coordinator Educational Management Services, NYSED
• Mary Linda Todd, Division of Library Development, NYSED

Background

• ARRA signed into law February 17, 2009
• $787 billion in new federal spending and tax cuts
• $393 billion for state and local fiscal relief, infrastructure and energy, health and human services, education and public safety
• More than $26 billion to NYS and its political subdivisions
• $4.7 billion for Broadband Technology (BTOP)
• $9.5 million for NYComputerCenters:Broadbandexpress@your library

Purpose and Requirements

• The intent of these funds is in part to create jobs and avert layoffs while promoting education reforms.
• Reporting will focus on the number of jobs created and retained, expansion of service hours, training offered, outreach activities, and number of people served.
• ARRA funds are federal grants and subject to all federal and state reporting requirements.

Roles

• Prime recipient: NYSED is serving as the prime recipient for the BTOP funds.
• Sub-recipients: Entities that provide goods and services regardless of grant funding that have assumed the role of completing grant activities
• Vendors – Goods or Service Providers: Organizations or businesses with which sub-recipients contract for goods or services, but that are not required to provide services absent the grant funding.

NYSED and Sub-recipients Reporting

• Sub-recipients, e.g., school districts, report on vendor contracts. (Sub-recipient vendors do not report directly to NYSED.)
• NYSED reviews, approves and aggregates the data from sub-recipients and reports it to the federal government on their behalf.

Accountability and Reporting

• Unprecedented level of accountability and transparency in the use of funds
• Quarterly reports
• All reports become public information
• Data entered on the NYSED Reporting System will include but not be limited to:
  • Jobs saved
  • Jobs created
  • Vendor payments

ARRA Accounting

Separate accounting of all ARRA funds within existing revenue and expenditure codes in accordance with SED Grants Finance and Grants Management procedures

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?
• Reporting is required for each grant a sub-recipient receives. Recipients select the appropriate fund from a drop-down list.

Libraries Report Limited Amount of Data Quarterly through NYSED Online System

• Online ARRA System collects:
  • Brief Program Narrative
  • Jobs created and retained
  • Vendor information limited to:
    • Payment amount
    • DUNS number OR name and zip+4 of vendor

The Department Uses Expenditure Information From Existing Financial Systems

Expenditure information will be provided directly to the agency payment office (Office of Grants Finance) by the program office – the Division of Library Development. Participants do not need to report expenditure information through the ARRA Reporting System.

Proposed Q3 Reporting Timeline

• Online System opens on the Portal: 9/10/10
• Deadline for data from sub-recipients: 9/30/10
• NYSED submits report to federal government: 10/14/10
• NYSED makes corrections: 10/15/10-10/21/10
• Federal review and SED corrections: 10/22/10-10/29/10
• Reports published on www.recovery.gov: 10/31/10
• Next quarterly report cycle begins: 12/1/10

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Accessing the Online Portal through NYSED

• The CEO - Prime Contact - (as listed in SEDREF) must certify and submit each quarterly report, by using the user identification and password to access the ARRA Reporting System on the SED business portal http://portal.nysed.gov/
• Note:The CEO may delegate access to the application through SEDREF for others (including auditors) to use the portal or view the data
• Technical assistance options are available on-line for any difficulties with the SEDREF system or questions on how to delegate access to other administrators

Sub-recipient Information

• Data Universal Numbering System (DUNS) number
• 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/
• Chief Executive Officer must certify and submit data

Program Narrative and Job Summary

• Describe the project
• Confirm the number of jobs retained (saved) and directly funded with ARRA funds, shown as FTEs
• Enter jobs saved and directly funded during the quarter
• Enter jobs created and directly funded during the quarter
• Guidance on job estimates is at http://usny.nysed.gov/arra

Job Calculation Methodology

• Step 1: Calculate hours in a full-time schedule for the 13 weeks of the quarter
• Step 2: Calculate hours actually worked during quarter
• Step 3: Calculate the Full-Time Equivalent (FTE) funded directly by ARRA by dividing Step 2 result by Step 1 result
• Step 4: Calculate Full-Time Equivalent (FTE) for less than full-time, as appropriate
• See General ARRA Info tab on the ARRA website: http://usny.nysed.gov/arra/ for additional guidance

Sub-recipient Vendor Data

• Sub-recipients, must provide data on funds awarded to vendors
• Sub-recipients must report:
  • DUNS number OR vendor/organization name and zip+4, sub-award number and payment amount
  • FTE’s for jobs retained or created either by the sub-recipient or the vendor

Chief Executive Certify and Submit

Requesting Payment

• Sub-recipients must have a thorough understanding of the processes and requirements summarized in the Department's Fiscal Guidelines for Federal and State Grants and A Guide to Grants Administration and Implementation Resources.
• There is no automatic 20 percent first payment
• Grant recipients draw down funds using FS-25 forms up to 90 percent of the grant amount for actual expenditures to date
• Final expenditure information is submitted on an FS-10F long form
• For information: Web — http://www.oms.nysed.gov/cafe/

ARRA Monitoring Plan for New York State

• Desk audits of applications and quarterly reports
• On-site monitoring of Education Stabilization Funds, Cafeteria grants and programs funded with Other Government Services Funds
• On-site audits of ARRA ESF, ARRA Title I and ARRA IDEA

ARRA BTOP Monitoring

• All ARRA grant recipients should keep records concerning their use and reporting of ARRA funds to be available for monitoring or audit.
• NYSED’s Division of Library Development will inform BTOP providers of its intent to monitor and appropriate instructions for preparing for monitoring visits.

ARRA Resources

General Information

• http://usny.nysed.gov/arra/
• http://www.nysl.nysed.gov/libdev/
• http://www2.ntia.doc.gov/

E-Mail your reporting questions to

• mtodd@mail.nysed.gov
• mstiefva@mail.nysed.gov

Use of All ARRA Funds Must Comply with Federal Guidance

Saving and Creating Jobs and Reforming Education: An Overview

Federal ARRA Legislation

OMB Circular A-87 are the cost principles applicable

Office of Management and Budget: EDGAR

ARRA Federal Reporting

Last Updated: April 21, 2011