Transcript ARRA Recipient Reporting FINAL

BUREAU OF INDIAN EDUCATION
AMERICAN REINVESTMENT &
RECOVERY ACT (ARRA)
PRIME RECIPIENT REPORTING
REVIEW & UPDATES
REPEAT SESSIONS
JUNE 16, 2010
JUNE 17, 2010
PRESENTERS
Sandra C. Poolaw
ARRA Projects Specialist
Division of Performance &
Accountability
Bureau of Indian Education
U.S. Department of Interior
Office: 505-563-5429
Fax: 505-563-5281
[email protected]
Dr. Valerie Todacheene
ARRA Projects Specialist
Division of Performance &
Accountability
Bureau of Indian Education
U.S. Department of Interior
Office: 505-563-5269
Fax: 505-563-5281
[email protected]
HANDOUTS
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Bureau Of Indian Education Recovery Act (ARRA)
Prime Recipient Reporting Review & Updates Presentation
BIE Tip Sheets for
Title I, Part A – Improving Basic Programs Operated by Local Educational
Agencies, Recovery Act (CFDA 84.389)
 Title II-D: Enhancing Education through Technology, Recovery Act (CFDA
84.386)
 Title X-Education of Homeless Children and Youths, Recovery Act (CFDA
84.387)
 Section 1003(g) – School Improvement Grants, Recovery Act (CFDA 84. 388)
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Frequently Asked Questions (FAQ) for Recipients
Number of Jobs Exercise Sheet
OVERVIEW AND OBJECTIVES
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Reporting Summary
Prime Recipient Responsibilities
Review Process
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Lessons Learned
Specific Data Elements Guidance
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Recipient Review
Agency Review
Recipient Reporting Examples
Timeline and Activities for Continuous QA
Prime Recipient Required Data
Reporting Assistance
Where to Find Information
Questions
REPORTING SUMMARY:
PRIME RECIPIENT
The Prime Recipient is each school that receives Recovery Act
(ARRA) funding as Federal awards in the form of grants from the
Federal Government.
Prime Recipients should have already established the following:
 Your school or tribe/tribal organization has identified the
DUNS number for which you will be reporting
 FederalReporting.gov has created and assigned a unique
FRPIN to your organization Point Of Contact (POC) as listed
in the Central Contractor Registration (CCR) database
 Your school or tribe/tribal organization has identified the POC
who will serve as your ARRA Reporter during the July 1-14,
2010 reporting period; or has delegated that responsibility to
another person in your organization
 A Secondary Point of Contact for your report has been
identified and information has been provided to DPA,
ARRA Specialists
REPORTING SUMMARY (CONTINUED):
REVIEW OF RELATIONSHIP BETWEEN
FEDERALREPORTING.GOV &
RECOVERY.GOV
Recovery.gov
Federalreporting.gov
Reporting Data Portal
Recipient Reporting
Supports:
Database
• Recipient
• Registration
• Recipient Reporting
• Report Review and Validation
Publish
Database
Provides:
• Public data access
• Coverage Maps
• Standard Reports
• Reported Data
REVIEW OF BASIC PRIME
RECIPIENT FRAMEWORK
Federal
Agency
Prime
Recipient
Vendor
PRIME RECIPIENT
RESPONSIBILITIES
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Ultimately responsible for reporting ALL data
required by Section 1512 of the Recovery Act
and OMB Guidance
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Resource:
http://www2.ed.gov/policy/gen/leg/recovery/section1512.html
Must report three additional elements
associated with any vendors receiving funds
from the prime recipient for payments greater
than $25K
AGENCY REVIEW
CONSEQUENCES OF UNCORRECTED
DATA
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Recipients will be given an opportunity to correct the deficiencies
before bureaus and offices take enforcement actions
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Bureau or office may take proactive action to protect the Federal
government’s interests when it is determined a recipient is
noncompliant with Section 1512 reporting requirements:
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Placing special conditions on awards or precluding the grantee from
obtaining future awards for a specified period
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Taking action designed to prevent future noncompliance, such as closer
monitoring
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Withholding, suspending or terminating payment of funds for
noncompliance with the reporting requirement
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1st missed report: award official sends a cure notice or other
strong letter to remind recipient reporting is mandatory
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2nd missed report: award official will initiate termination action or
other strong sanction, including suspension or debarment
Reporting is a quarterly responsibility that begins for the reporting period in which the award is made.
PRIME RECIPIENT REQUIRED DATA
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Recipient Name*
Award Type
Award Number*
Final Report
Recipient DUNS Number
Recipient Account Number
Recipient Congressional District
Funding Agency Code
Awarding Agency Code
Award Date
Amount of Award*
CFDA Number
Program Source (TAS)
Sub Account Number for Program
Source (TAS)
Total Number of Sub Awards to
Individuals
Total Amount of Sub Awards to
Individuals
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Total Number of Payments to
Vendors less than $25K/ Award
Total Amount of Payments to
Vendors less than $25K/ Award
Total Number of Sub Awards less
than $25K/Award
Total Amount of Sub Awards less
than $25K/Award
Award Description
Project Name or Project/Program
Title
Project Status
Total Federal Amount ARRA Funds
Received/Invoiced
Number of Jobs*
Description of Jobs Created
Quarterly Activities/Project
Description
Activity Code (NAICS or NTEENPC)
* If incorrect, OMB currently considers a “Significant Error”
SPECIFIC DATA ELEMENTS GUIDANCE:
VENDORS LESS THAN $25K REPORTING
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Section 1512(c)(4) and OMB Guidance allows for
prime recipients to aggregate reporting on:
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Payments to vendors less than $25,000
Fields on Report:
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Total Number of Payments to Vendors less than
$25K/ Award
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Total Amount of Payments to Vendors less than
$25K/ Award
SPECIFIC DATA ELEMENTS GUIDANCE:
VENDORS $25K OR MORE REPORTING
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Payments to vendors of $25,000 or more
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Prime recipients must report required information
on each sub-award of $25,000 or more under the
Vendor Tab of the report on federalreporting.gov
SPECIFIC DATA ELEMENTS GUIDANCE:
NUMBER OF JOBS
• “Jobs Created/Retained” is reported in the “Number of Jobs” field
• Number of Jobs is expressed in terms of “full-time equivalents” (FTE)
• Number of Jobs is a simple calculation:
Total Number of Hours Worked & Funded by Recovery Act within Reporting Quarter
FTE =
Quarterly Hours in a Full-Time Schedule (520 hours)
• Prime recipients should not attempt to report the employment impact
upon materials suppliers and central service providers (i.e., indirect jobs)
or on the local community
• Best practice: maintain documentation of how you calculated Number of
Jobs and include a description of the calculation in the “Description of
Jobs Created” field.
SPECIFIC DATA ELEMENTS GUIDANCE:
DESCRIPTION OF JOBS CREATED
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Brief description of the types of actual jobs created or jobs
retained
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Description may rely on job titles
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Recipient’s existing practice for describing jobs as long as the
terms used are widely understood and describe the general
nature of the work
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Best practice: Include the CALCULATION of how “Number of
Jobs" in the Description of Jobs Created field
RECIPIENT REVIEW
MY REPORTS
AGENCY REVIEW
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Reports are “locked” and may not be freely modified by recipients
Agencies review reports, focusing on fields OMB identified as
significant errors:
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Recipient Name
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Number of jobs retained or created
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Federal award number
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Recipient name
Recipients are provided with formal comments through FR.GOV
If a recipient receives a comment, the report is “unlocked” and
able to be modified for correction
Agencies identify any non-compliant or missing reporters. This
information is provided by another department in DOI, DPA does
not have access to this information until provided.
AGENCY REVIEW
SIGNIFICANT ERROR/MATERIAL OMISSION
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Agencies are required to identify both ‘significant errors’ and
‘material omissions’
Significant Errors:
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Data fields of major concern per OMB are: award amount, number of jobs
created / jobs retained, award number and recipient name
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If a recipient does not make the requested correction or submit a reasonable
explanation of why the data is not incorrect, then the award report is
considered to have significant errors.
Material Omissions:
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Failure of a Federal ARRA award recipient to report on a received award
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Data in a report that is not responsive to a specific data element (e.g., lack of
sufficient narrative description)
Significant Errors and Material Omissions are ultimately reported
to the Recovery Act Transparency Board and OMB
Recipients that do not report are published on Recovery.gov
RECIPIENT & AGENCY REVIEW
MAKING CORRECTIONS
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Reports may be updated once they have been initially
submitted
Reports may be updated at any time during the Initial
Submission period
During the Agency Review period, reports may only be
updated if the report is “unlocked” with an agency comment
Any Recipient User that has access to the FRPIN for a given
DUNS number may update an associated report
Reports may be updated multiple times within the reporting
cycle
Report updates may be made via the 3 reporting methods
available (i.e., Excel template, online, XML)
Federal agencies do not make updates to reports
Each time a report is submitted, the previous version of that
report is replaced
NUMBER OF JOBS EXERCISE
REFER TO HANDOUT
LESSONS LEARNED
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If the Prime Recipient or Tribe selects “Opt Out” of the CCR Public
Search Information, DPA ARRA Specialists cannot provide Prime
Recipients with reminders of CCR expiration. Our office was able to
remind about 10 reporters to update their CCR and avoid issues later.
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Grant Award Number must be entered incorrectly (check extension on
Tip Sheet for new grant awards)
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Reporters need to refer to BIE Tip Sheets for the Project Description field
for each ARRA grant report
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The “Description of Jobs” field should include the calculation for the
resulting number provided in the “Number of Jobs” field. This Description
of Jobs must support the Number Jobs.
ADDITIONAL HELP IN REPORT
SUBMISSION
Contacting FederalReporting.gov
FederalReporting.gov allows Recipients to submit and Federal
Agencies to review required Recovery Act reporting data. If you
need help with registering as a user, submitting a report, reviewing a
report, or other website functions, contact their Service Desk.
Service Desk Information
 Phone: 877-508-7386
 TTY: 877-881-5186
 Email: [email protected]
 Chat:LivePerson Support
WHERE TO FIND INFORMATION
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FederalReporting.gov
 www.federalreporting.gov
 Frequently Asked Questions (FAQs)
 Service Desk (also on previous slide)
 Downloads Tab (Reference Data and Additional Links)
 Includes reporting templates, Recipient Reporting Data Model, Webinars,
User Guides, Look-ups for congressional districts, agency codes, CFDA
numbers, Program Source numbers, and ZIP code information
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Recovery.gov website
 http://www.recovery.gov/
 Frequently Asked Questions (FAQs)
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DOI Recovery website
 http://recovery.doi.gov/
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BIE ARRA Specialists
 [email protected]
 [email protected]
BIE CONTACTS
Dr. Jeffrey Hamley
E-mail: [email protected]
Ph: 505.563.5260
Gaye Leia King
E-mail: [email protected]
Ph: 505.563.5263
Valerie Todacheene
E-mail: [email protected]
Ph: 505.563.5269
Sandra C. Poolaw
E-mail: [email protected]
Ph: 505.563.5429
QUESTIONS