American Recovery and Reinvestment Act Community Development Block Grant Program

1. American Recovery and Reinvestment Act Community Development Block Grant Program CDBG-R Reporting Training for FederalReporting.gov & RAMPS January 2010 Sponsored by: Office of Community Planning and Development U.S. Department of Housing & Urban Development

2. Purpose 2 • Provide grantees with information about: • Recovery Act Quarterly Reporting in FederalReporting.gov • National Environmental Policy Act (NEPA) Reporting in RAMPS • Frequently Asked Questions and Upcoming Issues • Support Resources

3. Overview of Recovery Act Reporting

4. Reporting Overview 4 CDBG-R grantees are required to report in 3 systems: • FederalReporting.gov • RAMPS • IDIS

5. Recovery Reporting Deadlines 5 • FederalReporting.gov, due 1/10/10 • Submit report January 1-15, 2010 • Review January 16 - 22, 2010 • HUD review period January 23 - 29, 2010 • RAMPS due 1/10/10 • Submit report January 1-10, 2010 • IDIS ongoing • Updated over the life of the activity

6. Recovery Act Reporting Quarterly Reporting in FederalReporting.gov

7. Recovery Act ReportingFederalReporting.gov Section 1512 of the Recovery Act requires reporting on jobs, expenditures, and activities Grantees complete reports on FederalReporting.gov, operated by OMB on behalf of the Recovery Accountability and Transparency Board (RATB) Reporting is quarterly. Next due date: January 10th, 2010 (system will accept until January 15th) The collected data is available for public viewing at www.recovery.gov 7

8. Recovery Act ReportingFederalReporting.gov Why is it important? Precedent-setting level of transparency Public responsibility Who is using this data? HUD White House Congress Media and Public 8

9. Recovery Act ReportingFederalReporting.gov Over 95% of HUD’s recipients successfully submitted to FederalReporting.gov in October. For January reports, HUD’s 3 top priorities: Improved accuracy in job counting: Improved guidance found at www.hud.gov/recovery/reporting Correction of erroneous Award ID #’s and Award Types: Recipients who mistakenly entered an incorrect Award ID or reported as a “Contract” rather than as a “Grant” will need to correct this. Achieving 100% compliance: HUD is working with grantees who were unable to successfully report in October to address any continuing barriers 9

10. FederalReporting.gov – New Features • FRPIN now sent to FederalReporting inbox as well as e-mail address • Copy Forward Feature • Function to change key fields (Award ID) • Congressional District Look-up

11. FederalReporting.gov – Error Correction • Grantees have been provided a spreadsheet including exact answers for many fields. • The Call Center also has access to this information. • New automatic Error Checking in FederalReporting.gov. • System re-opens for corrections Feb. 2.

12. FederalReporting.gov Common Errors: Award Numbers 12 • Error: Award numbers entered incorrectly or in incorrect format • Solution: Award numbers should be both correct and in the following format (sample #): • B-09-MY-01-0123 • No spaces around dashes • No lowercase letters • Zeroes, not the letter ‘O’

13. FederalReporting.gov Common Errors: Award Type 13 • Error: Award type selected was for contractor and not grantee • Solution: For Award Type, you must select (G) for Grantee • If you mis-filed as a Contractor in your first report, you must file as a Grantee from the second report onward

14. FederalReporting.gov Common Errors: Amount Fields 14 • Error: Incorrect values entered • “Total Federal Amount ARRA Funds Received/Invoiced” • “Total Federal Amount of ARRA Expenditure” • Solution: For questions on these fields, please contact the HUD Reporting Help Desk, at 1-800-998-9999

15. FederalReporting.gov Common Errors: Final Project Report Indicator 15 Error: The Final Project Report Indicator was marked “Yes” “Yes” should only be selected once all activities are complete and all funds are both received and expended. Solution: Select “No” for this indicator

16. FederalReporting.gov Common Errors: Additional Fields • Missing/Wrong TINS, DUNS (e.g. using Housing Dept’s. numbers instead of those for the grantee as a whole) • Missing/Wrong standard data elements – Grant #, TAS #, CFDA #, Agency Code #, Program Code # • Job Counting numbers – using “regular” CDBG job methodology instead of OMB methodology

17. FederalReporting.gov Common Errors: Additional Fields • HUD sent out template of standard data elements for each CDBG-R grantee • Revised OMB Jobs guidance issued • No longer have to report jobs cumulatively

18. Counting Jobs – Key Principles Part I Recovery-funded jobs only: If the position is funded by the Recovery Act grant, it should be counted, even if the Recovery funding for that position will be drawn down at a later date. Proportional Counting: Only count positions according to their rate of Recovery funding Count Full-Time Equivalents (FTEs): The number of persons employed is not a sufficient answer 18

19. Counting Jobs – Key Principles Part II Quarterly Reporting Only: This is a change from the previous guidance: Only include hours worked in the reporting quarter. Report on jobs created by funding recipients: Prime recipients must report on FTE’s for their direct funding recipients: both sub-awardees and vendors. Enter the FTE result in the “Number of Jobs” field in FederalReporting.gov. For more information, check the OMB guidance at: www.hud.gov/recovery/reporting 19

20. Counting Jobs – Key Differences FederalReporting.gov IDIS/normal CDBG methodology Only covers activities meeting low/mod jobs national objective criteria Permanent jobs only FTEs computed by hours/yr Jobs don’t have to be paid for with CDBG to count (e.g. economic development) Count all jobs regardless of CDBG proportion of funding • Covers all activities • Include construction & temporary jobs • FTEs computed by hours/qtr • Include only jobs where wages paid/reimbursed with CDBG-R • Prorate jobs numbers by Recovery Act ‘s share of funding in activity

21. CDBG-R JOB COUNTING EXAMPLES • City uses $65,000 CDBG-R to install new energy-efficient street lighting as part of street reconstruction project • Lighting project paid for solely with CDBG-R • Public Works Dept. salaried employees install lighting; wages + materials paid with CDBG-R • Jobs are eligible to be counted

22. CDBG-R JOB COUNTING EXAMPLES • County uses $410,000 CDBG-R for water/sewer replacement project • Funded 50% by CDBG-R, 50% by county funds • Work performed by private contractor • CDBG-R & county funds equally pay for all materials and labor • Jobs are eligible to be counted x 50%

23. CDBG-R JOB COUNTING EXAMPLES • City awards $22,500 CDBG-R contract to nonprofit social services provider • Nonprofit uses CDBG-R funds to hire & pay for 1 additional caseworker for 6 months to provide counseling services • Job is eligible to be counted

24. CDBG-R JOB COUNTING EXAMPLES • State makes $600,000 CDBG-R grant to township • Township uses CDBG-R + other Recovery Act funds for road & sewer improvements for new industrial plant • Township hires contractor for road/sewer work; CDBG-R pays for labor, other recovery funds pay for materials • XYZ Corp. builds new industrial plant using non-federal funding, creates 175 new jobs • Industrial jobs not eligible to be counted – not paid with CDBG-R • Infrastructure construction jobs eligible to be counted under CDBG-R but not under other Recovery program

25. CDBG-R JOB COUNTING EXAMPLES • Urban County makes $250,000 CDBG-R sub-award to participating village • Village makes loan of CDBG-R funds to property development company, which will buy + renovate vacant apartment complex • Total rehab cost = $1,500,000 including $1,250,000 developer equity. Loan agreement specifies CDBG-R will be used for rehab materials + labor (not for acquisition) • Rehab work performed by a combination of developer’s employees + subcontractor staff • Construction jobs are eligible to be counted x 16.67%

26. FederalReporting.gov-Cumulative Reporting 26 NOTE: Though jobs are now reported for the reporting quarter only, all other fields should still be reported cumulatively.

27. Recovery Act Reporting NEPA Reporting in RAMPS

28. NEPA Reporting in RAMPS • Though the system has a slightly new look, the RAMPS module includes no major changes. • Known system errors have been fixed. • Reports should be submitted as NEPA actions are taken. The system must be accurate as of January 10th.

29. Recovery Act Reporting Expanded Reporting on CDBG-R Activities

30. EXPANDED REPORTING ON CDBG-R ACTIVITIES For “coreactivities” – thosemostfrequentlyfundedby CDBG-R Notpart of Federal Reportingor RAMPS reporting Granteeswillreport in IDIS, byactivity (unlikeFederalReportingor RAMPS) Additional data fieldswillbeintegratedinto IDIS On Line

31. EXPANDED REPORTING ON CDBG-R ACTIVITIES • Ongoing data entry/updates by grantees - not just quarterly • Still under development – this represents HUD’s current thinking on implementation • Likely to be added to IDIS by late March 2010

32. HOUSING ACTIVITIES • # Housing Units Planned for Rehabilitation • # New Housing Construction Units Planned • Owner vs. Renter tenure • Single-unit vs. multi-unit • Energy Star certified units • Other energy efficiency improvements • Actual accomplishments for all of the above • By activity, unless grantee sets up each address/building as a separate activity

33. OTHER ACTIVITIES • # Persons Planned to be Served by Public Facilities • # Persons Planned to be Served by Public Services • # Businesses Planned to be Assisted • Actual accomplishments for all of the above • Energy Efficiency improvements in public facility buildings

34. ENERGY EFFICIENCY IMRPOVEMENTS • Energy Star certified buildings (housing & public facilities) • Other energy efficiency improvements (housing & public facility buildings) • May be a series of drop-down menu choices • HVAC, windows/doors, insulation, appliances, lighting, alternative energy sources, water conservation

35. Reporting Resources HUD Recovery Web Site: www.hud.gov/recovery/reporting Template for CDBG Jobs guidance FederalReporting.gov help desk resources: www.federalreporting.gov HUD Recovery Call Center: Phone: 1-800-998-9999 e-mail: recovery@comcon.org 35

36. Questions and Answers