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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

slide2

The Department of Education uses a system called the Electronic Grants Management System (EGMS) to process fund requests

  • EGMS is a simple web-based database where you can view your funding allocations and request your funds
EGMS
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 fill in sections A (leave the ID # blank), section B, section C, section D, section J and section L

ODE Institution Form
egms claim administrator f orm

This form tells us to whom you grant the authority to draw and/or view funds in EGMS

  • All entities must fill out this form
EGMS Claim Administrator Form
egms access

ODE Receives all of the necessary forms

  • 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

    • 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

  • 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

Contact Information
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