ARRA, Ed Jobs and Other Federal Reporting Requirements
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ARRA, Ed Jobs and Other Federal Reporting Requirements PASBO March 17 th , 2011 PowerPoint PPT Presentation


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ARRA, Ed Jobs and Other Federal Reporting Requirements PASBO March 17 th , 2011. ARRA Team: Michael Walsh, Deputy Secretary for Administration, Pennsylvania Department of Education Brian LaForme, Office of Administration, Executive Stimulus Coordinator, Pennsylvania Department of Education

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ARRA, Ed Jobs and Other Federal Reporting Requirements PASBO March 17 th , 2011

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Arra ed jobs and other federal reporting requirements pasbo march 17 th 2011

ARRA, Ed Jobs and Other Federal Reporting Requirements

PASBO

March 17th, 2011


Presentation overview

ARRA Team:

Michael Walsh, Deputy Secretary for Administration, Pennsylvania Department of Education

Brian LaForme, Office of Administration, Executive Stimulus Coordinator, Pennsylvania Department of Education

Program Staff, Pennsylvania Department of Education

Federal Programs Staff (Title I, etc.)

Special Education Staff (IDEA)

Teaching & Learning Support (BEF/PA-PACT)

Early Childhood Development (IDEA)

Food & Nutrition (School Lunch Equip)

Migrant Education (Homeless)

Budget & Fiscal Management (Accounting)

Overview:

Federal Reporting Myths

Ed Jobs Funding

Quarterly Reporting

Presentation Overview


Arra ed jobs and other federal reporting requirements pasbo march 17 th 2011

Federal Reporting

Myths, or Things You May Not Know


Did you know

Things You May Not Know (or fully understand):

Some ARRA Reporting will continue through September 30, 2013.

E.g., School Improvement Grants are available through 09/30/2013, State Longitudinal Data Systems through 06/30/2013.

The new Ed Jobs funds will be subject to ARRA Section 1512 Reporting Requirements too.

Did You Know


Did you know1

The Federal Funding Accountability and Transparency Act of 2006 (FFATA) was the precursor to ARRA, affects ALL federal funds, and doesn’t expire. Implementation was delayed due to ARRA, but is now ramping up.

Federal Agencies reported starting in 2008, Primary Recipients (states/PDE) must start reporting effective 10/01/2010; first reports due 11/30/2010.

FFATA has many of the same requirements of ARRA (CCR, Duns, Highly Compensated), and will be in all federal assistance subgrant terms & conditions going forward.

Continued receipt of federal funding requires grantees (PDE) to have in place processes to sustain (not temporary) reporting requirements and validate data (monitor) [CFRSection 170, specifically 170.200(b)].

Did You Know


Did you know2

ARRA contains little that is new in the way of requirements, other than 1512.

Most of the attention on Monitoring, Fiscal Controls, and much of the Single Audit Supplement focus is on reiterating and reinforcing existing requirements that pre-date ARRA and the current administration.

E.g. Cash Management Investment Act of 1990 (CMIA)

Federal funds come with numerous ‘fiscal’ requirements that typically fall under the responsibility of the Business Manager, NOT typically the Federal Program Coordinators.

Contract approval, Accounting/Payroll systems, Procurement procedures apply to the entire organization, NOT just your under your Federal Program Coordinator

EDGAR Links: Full text / Part 80 / Part 74 / Part 668, USDE Cash Mgt Guidance and FAQs

Did You Know


Did you know3

Your Federal Payments are also available on USASpending.gov – a website which won’t go away when ARRA ends, so public scrutiny, and therefore elevated oversight, will continue after Recovery.gov.

Other Sites include:

PaymentAccuracy.gov –improper payments

Federal Audit Clearinghouse – your single audits

PA School Audits, PA Recovery Site, PA Contracts Online, OIG Reports, GAO Reports

Did You Know


Myths

Myth: ARRA Reporting will be over in a few months; September 30, 2011 (the date by which States must obligate funds received under the SFSF program)

Some ARRA funds can stretch to September 30, 2013 or beyond

ARRA Section 14008 Annual Reports are due in February 2012

ARRA funds will continue to be ‘high-risk’ for single audit purposes in each Fiscal Year

The new Ed Jobs money is subject to ARRA Section 1512 Reporting Requirements

Federal agency funding for oversight and administration is generally through September 30, 2012, and the ARRA Boards and Panels don’t terminate until September 30, 2013

The Section 1512 Data elements are also known as the FFATA data elements, which is a 2006 law which does NOT expire like ARRA (implementation was delayed for ARRA)

Myths


Myths1

Myth: The Recovery Act / The Current Administration is responsible for this oversight, and it will pass;

It is not just ARRA which is responsible for the increased oversight, but the increased scrutiny due to the massive amount of online information (see above) and budget pressures;

FFATA pre-dates ARRA, passed in 2006, under the previous administration, bi-partisan co-sponsors, but implementation was simply delayed because of technical challenges, then ARRA.

All the focus on Monitoring, focus on Fiscal Controls and much of the expansion of Single Audits is NOT new – rather OMB and USDE are simply restating, and checking, on obligations we’ve always had, but perhaps overlooked (e.g. Cash Management Act of 1990).

Myths


Myths2

Myth: Business Managers can defer this stuff to the Federal Programs Staff

It is true that Federal Programs Coordinators can be wholly responsible for the ‘programmatic’ elements, or implementation of federal funds. However,

The fiscal requirements cross ALL federal funds and pertain to Contract Approval, Procurement Procedures, Invoice Payment, General Ledger Accounting, Record Retention, etc. – Traditionally Business Manager Functions.

Myths


Myths3

Myth: Audit findings either don’t go into this detail, or go nowhere – it really won’t impact me

Single Audits now focus more intently on this – see most recent Single Audit Supplement

Single Audits won’t be your only review. PDE Monitoring specifically addresses areas which were previously overlooked. In addition, other auditors, federal and state, are focusing on fiscal elements and 1512 data (jobs and vendor payments).

PDE is required to follow-up on corrective action and take uniform action for non-compliance

Feds are likewise taking action for non-compliance or deficiencies related to monitoring.

Myths


Resources

Surprised? Need Help? Check out these PDE resources:

ARRA Monitoring Quick Guide

Policy on Federal Interest

Policy on Data Deficiencies

USDE Cash Management Policies Memo

TIPS

Spend ARRA funds BEFORE regular Federal funds

How you account (journal entries) for your local versus federal funds can dramatically impact your single-audit findings.

Resources:

PDE Home -> Hot Topics ARRA Reporting -> ARRA Reporting or ARRA Resources;

Update your contact information in PAEdTrak, Institution Information tab; ALL notifications, important updates, and monitoring notices use this distribution list

Resources


Arra ed jobs and other federal reporting requirements pasbo march 17 th 2011

Ed Jobs Funding

THE FOLLOWING IS SUBJECT TO CHANGE – NOT FINAL!

13


Ed jobs funding

In August 2010, the federal government awarded to Pennsylvania monies from the Education Jobs Fund (Ed Jobs).

See letter dated January 28th, 2011 from the Secretary of the Budget.

The Letter and FAQ can be found on the Governor’s Budget Office Website.

See PA House Bill No. 915 (Session of 2011, Printers No. 978) for details.

Thus, the Basic Education Funding (BEF) for Local Education Authorities (LEAs) for the 2010-2011 school year consists of all three: State, Federal SFSF and Federal Ed Jobs monies.

More information and allocations here: Home >> Grants and Subsidies >> Education Budget >> Basic Education Funding >> File at bottom

Ed Jobs Funding


Ed jobs funding1

LEAs have already received a portion of the state share of the education funding and the SFSF funds. LEAs will begin to receive the Ed Jobs portion of their BEF as soon as:

The legislature appropriates the funds,

LEAs will be notified that the rider is available for download/signature from eGrants

LEAs sign and submit to PDE the Ed Jobs rider (no application),

PDE reviews and forwards the signed rider to the Comptroller’s Office for final approval, and

Payments are made by the Comptroller

Ed Jobs Funding


Ed jobs funding2

Ed Jobs funds must be used for only salary and related benefits – not general administrative. Ed Jobs can only be used for costs incurred from the date of the grant award notification, or August 10th, 2010 forward.

Because Ed Jobs monies are federal dollars, they must be tracked separately from the State & SFSF portions of education funding.

Additional accounting information can be found here: Home >> Policies and Procedures >> School Finance

Revenue Code 8709 – Ed Jobs, Funding Source 997 – Ed Jobs

Ed Jobs Funding


Ed jobs funding3

The Ed Jobs portion of the BEF is subject to additional reporting requirements:

Quarterly ARRA ‘1512’ Reports: Ed Jobs, while not ARRA, are subject to the reporting requirements set forth under Section 1512 of ARRA (including CCR & DUNS.)

Reminder: if you adjust accounting records, you may also have to correct your 1512 reports

Final Report: Once all funds are expended, a final report verifying the expenditures is due.

For information regarding Social Security Reimbursement, Supplant Questions, please see the USDE August 2010 Guidance. For general ARRA/Reporting questions, see PDE’s ARRA Reporting Page.

Ed Jobs Funding


Ed jobs funding4

Like all Federal Funds, Ed Jobs has general requirements including numerous ‘fiscal’ requirements

Contract approval,

Accounting/Payroll systems,

Procurement procedures apply to the entire organization,

Ed Jobs will be reviewed as part of your Single Audit.

EDGAR Links:

Full text / Part 80 / Part 74 / Part 668, USDE Cash Mgt Guidance and FAQs

Ed Jobs Funding


Ed jobs funding5

TIPS for Ed Jobs: You can significantly lower the burden of reporting IF you are proactive.

Tip #1 – Advantages to Using Funds on Benefits (Ed Jobs can be used for benefits or salaries)

OMB and USDE have changed guidance multiple times on FTEs;

FTE calculations are complex and time consuming for both LEAs to calculate and for PDE to review/monitor, and for Single Auditors to review (LEAs pay that expense);

Review of employee records, payroll and time keeping systems/procedures, Time and Effort Certifications, Split-Employee accounting, background checks, etc.

Benefits are typically paid to a few vendors which can be easily accounted for, reported, and verified improving transparency as vendor payments tie back to award – FTEs do not;

Ed Jobs Funding


Ed jobs funding6

TIPS for Ed Jobs: You can significantly lower the burden of reporting IF you are proactive.

Tip #2 – Advantages to Using Ed Jobs Funds Immediately

Ties into the use of funds above – by applying this to large vendor payments, the Ed Jobs funds could be quickly expended. Benefits to expending Ed Jobs monies on expenses incurred from 8/10/2010 to 06/30/2011 are:

No chance of excess federal cash (audit findings, interest remit back to feds);

ARRA 1512 Reporting completed sooner;

If high-risk funds extend into another fiscal year, single-audit costs increase.

Summary: By using funds for benefit expenses already incurred (vendor payments), LEAs can complete required reporting sooner, improve transparency and lower administrative costs.  

Ed Jobs Funding


Ed jobs funding7

Resources:

PDE Home -> Hot Topics ARRA Reporting;

Help with Reporting - ARRA Reporting;

Help with Monitoring - ARRA Resources;

For 1512 reporting questions, email: [email protected]

USDE Ed Jobs: Main Website; August 2010 Guidance; August 2010 Technical Assistance; November 2010 Guidance; Transparency

Ed Jobs Funding


Arra ed jobs and other federal reporting requirements pasbo march 17 th 2011

ARRA Reporting

22


Pde s arra reporting site

PDE’s ARRA Reporting Site

PDE ARRA Information

PDE Home, Hot Topics-ARRA, ARRA Reporting

ARRA Resources

Resources include:

Recent Communications

ARRA Overview & Reporting

PAEdTrak Security Setup

Quick Guides, FAQs, More

For Help with ARRA Reporting requirements and questions, e-mail: [email protected]


Paedtrak basics

PAEdTrak Basics

Once PAEdTrak is open and you log on you will be able to access the following:

Review Announcements from PDE regarding ARRA Funds Reporting

Download Data Collection Templates and Instructions

View the list of Reports Submitted this Quarter

Institution Information - (Enter/Confirm/Update)

Upload Report – Upload completed Data Collection reports for the current Reporting Quarter

Help & Contact PAEdTrak


Next steps

Next Steps

E-mail Announcements

Notify [email protected] if not getting messages.

Verify e-mail on Institution Page – this will be used going forward.

Important Dates

Continuously – report any data corrections or errors to PDE via email above titled “Corrections”

PAEdTrak open from March 15th to 25th.

Start Here

PDE ARRA Reporting Site

PDE Program Staff


Arra ed jobs and other federal reporting requirements pasbo march 17 th 2011

Additional Info: ARRA link at www.education.state.pa.us

Questions: [email protected]

The mission of the Pennsylvania Department of Education is to lead and serve the educational community, to enable each individual to grow into an inspired, productive, fulfilled lifelong learner.

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