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ARRA Section 1512 2nd Quarter Reporting Letter

Letter Head: Jack O'Connell, State Superintendent of Public Instruction, California Department of Education

November 17, 2009

Dear American Recovery and Reinvestment Act Subrecipients:

AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009
SECTION 1512 REPORTING DEADLINES AND DATA COLLECTION SYSTEM

Thank you for your assistance in providing information for the first quarterly reporting of the American Recovery and Reinvestment Act of 2009 (ARRA). The California Department of Education (CDE) had a 99 percent response rate and appreciates your effort in making the ARRA data collection and reporting process a success.

This letter provides information on the ARRA second quarterly reporting requirements, including the reporting deadline and updated data elements. The ARRA Section 1512 reporting is cumulative and the second quarterly report covers the period from the effective date of each grant through December 31, 2009. In addition to data elements required in the first quarterly report, subrecipients are required to provide information on the usage of the ARRA funds and to acknowledge compliance with registration in the Central Contractor Registration (CCR) and the ARRA Section 1511 infrastructure certification process.

Deadline for Second Quarterly Report

The deadline for the second quarterly report is Wednesday, December 9, 2009. I advise ARRA subrecipients to familiarize themselves with recent updates to the reporting requirements by reviewing information contained in this letter and the CDE Web pages referenced.

Instructions for Reporting

The CDE will continue to use the data collection system on the CDE ARRA Reporting and Data Collection System Web page [http://www.cde.ca.gov/ar/rr/rptingdatcol.asp] to collect information for each grant from subrecipients to comply with ARRA Section 1512 reporting requirements. The data system will be open to subrecipients for data submission on Wednesday, November 18, 2009. As noted above, this reporting cycle covers the period from the effective date of each grant through December 31, 2009.

Please use the passwords issued to you for the first reporting period for the second and all subsequent reporting periods. If your password has been misplaced, please contact the CDE immediately by e-mail at arra@cde.ca.gov to request that your password be resent.

Note that local educational agencies (LEAs) that receive ARRA Child Care and Development Block Grant (CCDBG) funds should use their ARRA LEA passwords. Non-LEA child development agencies receiving ARRA CCDBG funds should use their Child Development Management Information System (CDMIS) username and passwords.

Subrecipient level information is available to the public on the CDE ARRA Funding Information and Reporting Requirements Web page [http://www.cde.ca.gov/ar/rr/]. In addition, statewide aggregate level information can be accessed on the California Economic Recovery Portal Web page at http://www.recovery.ca.gov/ (Outside Source) and on the U.S. Government Recovery Web site at http://www.recovery.gov/Pages/home.aspx (Outside Source).

DATA ELEMENTS
Central Contractor Registration

Recent federal guidance requires that all subrecipients register in the CCR database. CCR is the primary contractor database for the federal government. Subrecipients will be required to be registered in CCR or in the registration process before being allowed to input their data. The CCR registration process can take several weeks; therefore, I encourage all subrecipients not yet registered in the CCR database to do so immediately. You can register on the Business Partner Network CCR Web page at https://www.bpn.gov/ccr/ (Outside Source). (Please refer to the CDE ARRA Funding Information and Reporting Requirements CCR Web page [http://www.cde.ca.gov/ar/rr/centralcontractreg.asp] for further instructions on how to register in CCR.)

Infrastructure Certification

Several ARRA grants, the State Fiscal Stabilization Fund (SFSF), Individuals with Disabilities Education Act (IDEA), Child Care and Development Fund (CCDF), and Quality Renovation and Repair, allow expenditures for infrastructure. In accordance with ARRA Section 1511, all infrastructure investments using ARRA funds require a certification that the project has met the full review and vetting required by law and the investment is an appropriate use of taxpayer dollars. The CDE has developed an infrastructure certification process, which is available on the CDE SFSF ARRA Web page [http://www.cde.ca.gov/ar/sf/].

If you have any questions regarding the SFSF and CCDF infrastructure certification process, please contact Oluwole Olukoya, Education Programs Consultant, Fiscal Policy Division, by phone at 916-319-0490 or by e-mail at arra@cde.ca.gov.

Additional requirements apply to the IDEA infrastructure investments beyond the certification required by Section 1511. Information regarding this process will soon be posted on the CDE IDEA ARRA Web page [http://www.cde.ca.gov/ar/sd/].

If you have any questions regarding the IDEA infrastructure certification process, please contact Chris Essman, Education Programs Assistant, Special Education Division, by e-mail at cessman@cde.ca.gov.

Recalculation of Jobs Created/Retained and Expenditures

Subrecipients are encouraged to review the correlation between full-time equivalents (FTEs) and expenditures. A subrecipient reporting the same number of FTEs in both the first and second quarterly reports should also report an increase in expenditures. Alternatively, a subrecipient reporting the same expenditures in both the first and second quarterly reports (i.e. there was no new spending from the grant after the first reporting period) should report fewer FTEs in the second round of reporting.

Vendor Information

Subrecipients must report any vendor that has received or invoiced more than $25,000 in ARRA funds during the reporting period. All vendor contracts are required to comply with the Federal Funding Accountability and Transparency Act (FFATA). In addition, subrecipients must also consider the job impact on vendors funded with ARRA funds. An individual who is employed by a vendor, in order to provide services to the subrecipient, would be counted as a vendor job.

Data Revisions

Several of the data elements collected from each subrecipient during the first quarterly report such as the subrecipient’s D-U-N-S number, Congressional district, State Senate district, State Assembly district and names and compensation of each of the subrecipient’s five most highly compensated officers, have been maintained as view only in the ARRA Reporting and Data Collection System. Subrecipients that need to make revisions to this information should contact the CDE by e-mail at arra@cde.ca.gov.

Subrecipients will be able to view the amount expended and the number of jobs saved and retained as reported to the CDE in the first quarterly report. This information is view only and cannot be changed. Since the ARRA Section 1512 reporting is cumulative, any corrections to the data reported in the first quarterly report should be incorporated into the second quarterly report data.

REPORTING SYSTEM CHANGES

The CDE is currently enhancing the ARRA Reporting and Data Collection System to include an option to print the data submitted in your report. Updates are also being performed to accommodate reporting of ARRA Title I, Part D and ARRA CCDBG.

Please review the information, including the Data Fields for Quarterly Section 1512 Reporting, which is available on the CDE ARRA Reporting and Data Collection System Web page [http://www.cde.ca.gov/ar/rr/rptingdatcol.asp]. This Web page contains detailed descriptions of the data elements and will answer many questions about reporting.

Recommended Actions

I advise all subrecipients receiving ARRA funding through the CDE, to immediately do the following:

  • Determine whether you are registered in CCR. If necessary, register on the Business Partner Network CCR Web page at https://www.bpn.gov/ccr/ (Outside Source).
  • Verify that you have your password. If necessary, please contact the CDE by e-mail at arra@cde.ca.gov to request that your password be resent.

If you have any questions regarding ARRA reporting, please contact Linda M. Lewis, Education Fiscal Services Consultant, Fiscal Policy Division, by phone at 916-319-0658. You can also send your questions to the Fiscal Policy Division by e-mail at arra@cde.ca.gov.

Sincerely,

JACK O’CONNELL

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