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Accessing your Early Learning Division Funds. November 2013. Rhonda Nelson Fiscal Policy Analyst [email protected] Oregon Early Learning Division. The Department of Education uses a system called the Electronic Grants Management System (EGMS) to process fund requests

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Accessing your early learning division funds

Accessing your Early Learning Division Funds

November 2013

Rhonda Nelson

Fiscal Policy Analyst

[email protected]

Oregon Early Learning Division


EGMS


Egms access forms

There are two forms that you will be requested to fill out Electronic Grants Management System (EGMS) to process fund requests

  • ODE Institution Form

  • EGMS Claim Administrator Form

EGMS Access Forms


Ode institution form

  • The Institution Form gives us the information needed to create a new entity in EGMS

  • All entities must fill out this form to have an institution number assigned

  • This form will be presented for acceptance by the Department of Education (ODE) Institutions Database Advisory Team (IDAT)

ODE Institution Form


Ode institution form1

  • Please create a new entity in EGMSfill in sections A (leave the ID # blank), section B, section C, section D, section J and section L

  • You may fax or email this form to Joy Blackwell at 503-378-5156 or [email protected]

ODE Institution Form


Egms claim administrator f orm

EGMS Claim Administrator Form


Egms claim administrator form

  • You may fax or email this form to Phyllis Reynolds at 503-378-5156 or [email protected]

EGMS Claim Administrator Form


Egms access

  • ODE Receives all of the necessary forms 503-378-5156 or

  • ODE Procurement will send an email to all of the contacts on the claim administrator form with the EGMS instruction manual and login information

    • Entities will log in to EGMS at https://district.ode.state.or.us

    • The first time you log in, you will need to contact the procurement unit so they can give you rights to the system and walk you through the claims process

      • Contact information is included in the EGMS Instructions

EGMS Access


Timeline to access funds

  • Non-Government entities 503-378-5156 or

    • Set up in EGMS takes approximately one month

  • Government entities

    • Set up in EGMS takes approximately two weeks

Timeline to Access Funds


Process for receiving funds

  • You may submit claims monthly or quarterly 503-378-5156 or

  • Submitted claims are reviewed by Early Learning Division staff within 2 days of submitting

    • If all monitoring reports have been submitted, claim will be released

  • Claim is processed by accounting department (3 days)

  • Warrant or Direct Deposit will be sent to entity (2-5 days)

    • Entities wanting to set up Direct Deposits can find the form and instructions at http://www.oregon.gov/DAS/EGS/FBS/SFMS/pages/ach.aspx

Process for Receiving Funds


Contact information

  • EGMS: Phyllis Reynolds 503-378-5156 or

    • [email protected]

    • 503-947-5886

  • Funding Questions: Rhonda Nelson

    • [email protected]

    • 503-378-5138

Contact Information


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