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STATE REPORTING

STATE REPORTING. IMPORTANT REPORTING DATES. Report by ACCS Institutions due to DPE by no later than 12pm of the 3 rd day of the month for activities during the prior month.

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STATE REPORTING

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  1. STATE REPORTING

  2. IMPORTANT REPORTING DATES • Report by ACCS Institutions due to DPE by no later than 12pm of the 3rd day of the month for activities during the prior month. • DPE to submit and verify reports and send to Office of Finance on the 10th day of the month for activities during the prior month. • Websites to be updated by the 10th of each month with monthly reports.

  3. MONTHLY CERTIFICATION • ACCS Presidents and Compliance Officer to complete form provided in Chancellor’s Guidance.

  4. FEDERAL REPORTING

  5. Basic Principles and Requirements • When is the reporting required to begin? • Initial reports are due October 10 • Reporting is cumulative from enactment of the Recovery Act • How will recipients report? • Report via www.FederalReporting.gov • Can Section 1512 reporting be combined with existing Federal • reporting requirements? • No, www.FederalReporting.gov is exclusively for Section 1512 • reporting

  6. Basic Principles and Requirements • Additional Reporting Issues • No waivers • Non-compliance could be treated as a violation of the award agreement • All the information will be available to the public through www.Recovery.gov

  7. Major Recipient Reporting • Activities • FederalReporting.gov is the centralized solution for ARRA section 1512 Recipient Reporting. • 1. REGISTER • Before end of Quarter (Preferably no less than 35 days prior to the end of the • quarter): Register Online at FederalReporting.gov • Registration opens August 17th • 2. REPORT • Days 1-10 for submission Submit Reports Online at FederalReporting.gov • 3. REVIEW (Comment Period) • Days 11-21 for Prime Recipient Review • Days 22-29 for Agency Reports available for extract/download from FederalReporting.gov • 4. RELEASE • Days 11-29 for Summary or Detailed Information • Final Reports Available Day 30 • Reports indicate agency review status: • Not Reviewed • Reviewed – No Comments • Reviewed – Comments Provided

  8. Sub-Recipient Activities: Register Prerequisites for Registration: Receipt of ARRA related award Registration in DUNS Necessary Information for Registration: Email Address / User ID: First Name: Last Name: Curtis Primary Phone Number: D-U-N-S#:

  9. Sub-Recipient Data Elements • Sub-Recipient DUNS Number • Sub-Award Number • Sub-Recipient Name • Sub-Recipient Address (1,2,3) • Sub-Recipient City • Sub-Recipient State • Sub-Recipient Zip Code • Sub-Recipient Congressional District • Sub-Recipient Type • Amount of Sub-Award • Ultimate Value of Sub-Award

  10. Sub-Recipient Data Elements- continued • Sub-Award Date • Sub-Award Period Start Date • Sub-Award Period End Date • Sub-Recipient Place of Performance • Sub-Recipient Place of Performance- Location Code • Sub-Recipient Place of Performance- County Code (optional) • Sub-Recipient Place of Performance- ZIP Code • Sub-Recipient Place of Performance – Congressional District • Sub-Recipient Area of Benefit • Sub-Recipient Highly Compensated Officer Name • Sub-Recipient Highly Compensated Officer Compensation

  11. Vendor Data Elements • Award Number • Sub-Award Number • Vendor DUNS Number • Vendor HQ ZIP Code • Vendor Name • Product/Service Description • Payment Amount

  12. DATA QUALITY AND RISK ASSESSMENT

  13. Data Quality Process • Data Quality Responsibility • Prime Recipients - Owns recipient and sub-recipient data • Sub-recipients - Owns sub-recipient data • Federal Agency • Provides advice/programmatic assistance • Performs limited data quality review • Oversight Authorities • Establish data quality expectations • Establish data and technical standards • Coordinate any centralized reviews • Conduct Data Quality Reviews • Establish internal controls to ensure accuracy, completeness and timely reporting • Establish control totals • Establish an estimated distribution chart to help identify outliers • Establish data review protocol • Establish procedures for cross-validation of data

  14. Data Quality Requirements • Scope of Data Quality Reviews: • Accuracy, Completeness and Timely Reporting • Avoidance of two key data issues • Material Omissions • “Instances where required data is not reported or reported information is not otherwise responsive to the data requests resulting in significant risk that the public is not fully informed as to the status of a Recovery Act project or activity” • Significant Reporting Errors • “Instances where required data is not reported accurately and such erroneous reporting results in significant risk that the public will be misled or confused by the recipient report in question”

  15. Conducting Reviews • All reporters must establish internal controls to ensure accuracy, completeness and timely reporting • Examples of internal controls/ checks and balances: • Establishing a data review protocol or automated process that identifies incongruous results (e.g., total amount spent on a project or activity is equal to or greater than the previous reporting) • Establishing procedures and/cross-validation of data to identify and/or eliminate potential “double counting "due to delegation of reporting responsibility to sub-recipient • Establishing control totals (e.g., total number of projects subject to reporting, total dollars allocated to projects) and verify that reported information matches the established control totals • Establish an estimated distribution of expected data along a “normal "distribution curve and identify outlier • Key take away point: Establish checks and balances before the reporting process begins.

  16. Data Quality Scenario • Overview • Primary recipient is State of X • State of X awards funds to 1,000 sub-recipients • State of X receives recipient reports and begins data quality reviews

  17. Data Quality Scenario cont’d • Possible data quality checks • Verify control information • Number of submissions does not exceed 1,000 unique sub-recipients • Amount of awards reported does not exceed total of awards made • Check for material omissions • Data is not reported (e.g., percent of project completed, estimated number of jobs)

  18. Data Quality Scenario cont’d • Possible data quality checks • Check for reporting errors • Sub-recipient reports 100% project completion yet has received minimal funding • Sub-recipient reports expenditures in excess of total amount of sub-award • Reported values show a decrease from a prior reporting period

  19. Data Quality Scenario cont’d • Possible data quality checks • Look for outliers • Expended amounts reported by sub-recipients are significantly over or under anticipated amounts • Number of jobs created falls outside number of jobs created for awards of similar value and purpose

  20. REPORTING JOB CREATION

  21. Reporting on Jobs Creation • Prime recipients are required to report on all jobs they have created or retained as a result of the Recovery Act, by project or activity. • This information will be reported as two separate fields – a numeric field and a separate narrative with an expanded description of the job creation and reporting methodology. • Prime recipients will report the number created and retained using a standard calculation, translating both full and part time employees into “full-time equivalents”, or FTEs. • This calculation is performed by adding the total hours worked by all employees in the quarter, and dividing by the total hours in a full-time schedule. • In some cases recipients will not perform the work themselves, but will distribute the funding via a grant, loan, or contract to another entity. In these cases recipients will provide estimates of the jobs created or retained by those entities.

  22. Job estimate example • Assume that a recipient is preparing its first quarterly report and that the recipient’s Recovery Act funded work required two full-time employees and one part-time employee working half days for the quarter. • Also assume that the recipient’s full-time schedule for the quarter is 520 hours (2080 hours in a work-year divided by 4). • To convert hours worked to number of FTE for the first quarterly report, aggregate all hours worked and divide by the number of hours in a fulltime schedule for the quarter. • In this example, full-time hours worked (520 hrs x 2 employees = 1040 hrs) + part-time hours worked (260 hrs) ÷ number of hours in a full-time schedule for the quarter (520 hrs) = 2.5 FTE reported in the first • quarterly report. • Because jobs are reported cumulatively each quarter, this same number of FTE would be reported for the second quarter if the same number of employees worked the same number of hours.

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