Requirements for Public Computer Centers (PCCs)

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from a September 8, 2010 Webinar; also available in PowerPoint PowerPoint icon [ 1.3 meg] and .PDF PDF icon [966k]

Requirements for Public Computer Centers (PCCs) in the Broadband Technology Opportunities Program (BTOP) under the American Recovery and Reinvestment Act


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


  • 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.


  • 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 10/31/10
  • Next quarterly report cycle begins: 12/1/10

The NYSED Application Business Portal:

screen shot of NYSED application business portal; click to see a larger version

[welcome screen]

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
  • 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

screen shot of NYSED application business portal; click to see a larger version

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

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: for additional guidance

Sub-recipient Vendor Data

screen shot of NYSED application business portal; click to see a larger version

  • 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

screen shot of NYSED application business portal; click to see a larger version

Requesting Payment

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

E-Mail your reporting questions to

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