Transcript Slide 1

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Agenda

ARRA Overview

Compliance with Recovery Act

Reporting Requirements

Calculating Jobs Data
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Q&A
Recovery Act Purpose
Recovery Act Purpose
The American Recovery & Reinvestment Act/VAWA STOP (ARRA or
Recovery Act) was created to:
• Preserve and create jobs and promote economic recovery;
• Assist those most impacted by the recession;
• Provide investments needed to increase economic efficiency by
spurring technological advances in science and health;
• Invest in transportation, environmental protection, and other
infrastructure that will provide long-term economic benefits; and
• Stabilize state and local government budgets, in order to minimize
and avoid reductions in essential services and counterproductive state
and local tax increases.
Compliance with Recovery Act
Compliance with the Recovery Act

Projects supported under the Recovery Act must adhere
to the primary principles of this Act:
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1) creation of jobs,
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2) preservation of jobs, and
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3) promotion of economic growth.
Providers must ensure that these elements are factors
in the selection and review process and ensure that each project
funded will address how their project will provide meaningful and
measurable outcomes for achieving job creation and preservation.
Compliance with the Recovery Act
Unallowable Activities
Grant funds under the Recovery Act Program may not be
used for any unauthorized purposes, including but not limited to the
following activities:

Lobbying,
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Fundraising,
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Research projects,
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Building Renovations.
Compliance with the Recovery Act
Unallowable Activities

Providers are strongly discouraged from requesting consultant rates in
excess of $450 per day

Providers may not allocate any funds for building renovations. This
includes seemingly minor activities such as painting or carpeting.
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Providers may not allocate any funds to purchase vehicles.
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Providers may not allocate more than 10% of their budgets for
administrative funds.
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Providers may not use any ARRA funds for conducting research.
Compliance with the Recovery Act
Non-supplanting
Federal funds must be used to supplement existing State
and local funds for program activities and must not replace
those funds that have been appropriated for the same
purpose.
Compliance with the Recovery Act
Separate Tracking and Reporting of Recovery Act Funds and Outcomes

Consistent with the special purposes and goals of the Recovery Act, and its strong
emphasis on accountability and transparency, it is essential that all funds from a
Recovery Act grant be tracked, accounted for, and reported on separately from all
other funds (including DOJ grant funds from Recovery-Act grants or non-RecoveryAct grants awarded for the same or similar purposes or programs). Recipients must
also be prepared to track and report on the specific outcomes and benefits
attributable to use of Recovery Act funds.
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The accounting systems of all subrecipients must ensure funds from any award under
this Recovery Act solicitation are not commingled with funds from any other source.
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Misuse of grant funds may result in a range of penalties, including suspension of
current and future funds, suspension or debarment from federal grants, recoupment
of monies provided under a grant, and civil and/or criminal penalties.
Compliance with the Recovery Act
Accounting systems must be used to track each Recovery Act award.
The automated accounting system must be used to create new codes
for Recovery Act funded programs and identify all Recovery Act
transactions with the new codes.
If a position is funded partially with Recovery Act funds, the Recovery
Act and non-Recovery Act hours must be tracked separately.
Compliance with the Recovery Act
Additional Requirements:
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Civil Rights Compliance

Anti-Lobbying
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Financial and Government Audit Requirements
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Criminal penalty for false statements

Compliance with OJP financial guide
Supporting Documentation
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Providers must maintain auditable documentation supporting all reported data,
including jobs data. Documentation should provide evidence that
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1) Created/retained positions and overtime hours are funded by Recovery Act awards,
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2) Personnel are directly supporting Recovery Act projects and activities, and
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3) Positions meet the criteria for “created”/”retained” positions and overtime hours.
Recommended Documentation
Created Jobs Retained Jobs
Created Jobs Retained Jobs
Created Jobs Retained Jobs
• Old and new
organizational charts
• New position
descriptions
• Job postings, offer
letters and
acceptance forms
• Staffing lists
• Timecards and payroll
records
• Budget comparisons and/or
projections before and after the
Recovery Act award date
• Formal layoff recommendations
and retractions (memos, reports)
• Minutes of formal meetings where
official budget decisions are made
• Timecards and payroll records
• Employee activity reports
Timecards and payroll
records
• Employee activity
reports
Questions
ARRA Reporting
Reporting Basics
Under this Recovery Act program programmatic reporting will be required and will be due within 3 calendar days after
the end of each calendar quarter, starting October 3, 2009.
The initial Section 1512(c) report includes activity from the project start date to September 30, 2009. The first report is
due by October 3, 2009.
The Quarterly Project Performance reports must be submitted via email to [email protected] no later
than the third day of the month following the end of each quarter. If the 3rd falls on a weekend, the report is due the
preceding Friday.
Programmatic Reporting Periods
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July-September
October- December
January- March
April-June
Due Dates
October 3
January 3
April 3
July 3
**Please note that the quarterly financial reports are due to FCADV based on the
submission date as required by contract or agreement.
Questions
Calculating Job Data
Calculating Job Data
Section 1512(c) requires subrecipients to report on the total number of
jobs “created” or “retained” through Recovery Act funding, including:

Paid positions that are new or existing vacant positions that are filled as
a result of Recovery Act funding;
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Existing position for which recipients have documentation that the
position would have been eliminated if not for Recovery Act funding;
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Any position using Recovery Act Funding after a lay-off occurred.
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Recovery Act-compensated overtime for created, retained, or existing
positions.
Calculating Job Data
FTEs: What counts?
Do Count

Hours worked by Recovery Act-funded new and retained employees:

Compensated employees working in the US or its “outlying areas.”
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Employees of the subrecipient, including personnel hired through a 3rd
party (e.g., staffing or temp agency)
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Paid leave (PTO, vacation/sick leave, etc.)
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Recovery Act-funded overtime for created, retained or other positions
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Hours worked on or after the award date.
Calculating Job Data
FTEs: What counts?
Don’t Count

Existing Positions: Standard hours for existing positions funded with
Recovery Act dollars that do not meet the criteria for “created” or
“retained.”
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Support Positions: Positions that are not directly funded by the
Recovery Act but are necessary to support the corresponding increase
in activity (e.g., accounting or HR staff funded through indirect)

Indirect/Induced Jobs: Retail transactions and contracts with service
providers that do not require dedicated personnel or single purchases of
less than $500,000 from an individual manufacturer or supplier.
Calculating Job Data
How do I report Recovery Act-funded created and
retained jobs?
Jobs should be reported as “Full-Time Equivalents” (FTE).

An FTE is calculated as the total hours worked in jobs
created or retained jobs divided by the number of hours
in a full-time schedule.
Example:
If full-time employment at Recipient Agency A equals 520
hours for the first reporting period, then 1 FTE = 520 hrs
for reporting period 1
Calculating Job Data
Agency A
Award Date:
July 1, 2009
Days Worked
(A)
Hours Per Day
(B)
Subtotal
(C=AxB)
Overtime
(D)
Total
(C+D)
FTE for Agency A
65
8
520
0
520
Position 1
65
8
520
0
520
Position 2
65
4
260
0
260
Position 3
65
8
520
0
520
Total for Agency
A
1300
FTEs
1300/520
2.5 FTEs
Questions
Adjournment
If at anytime you have questions or concerns
please contact us directly using the following:
[email protected]
FCADV
425 Office Plaza Dr.
Tallahassee, FL 32301
(850)425-2749