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Reporting Deadlines and Data Collection System

Letter Head: Tom Torlakson, State Superintendent of Public Instruction, California Department of Education

February 23, 2010

Dear American Recovery and Reinvestment Act Subrecipients:


Thank you for your assistance in providing information for the second quarterly reporting required by the American Recovery and Reinvestment Act (ARRA) of 2009. 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 third quarterly reporting requirements, including the reporting deadline and updated data elements. The methodology for expenditure reporting has not changed, and subrecipients must report expenditures from the effective date of each grant through the end of the grant period. Please note, however, the federal Office of Management and Budget (OMB) made changes in the methodology used to calculate jobs created and retained. Previously, subrecipients had to report a cumulative total. Under the new methodology, subrecipients must report only jobs created or retained in the quarter.
Information on this new methodology is outlined below.

Deadline for Third Quarterly Report

The deadline for the third quarterly report is Monday, March 15, 2010. 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 at 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 later this week. As noted above, this reporting cycle covers the period from the effective date of each grant through March 31, 2010.

Please continue to use the passwords issued to you for the prior reporting periods. If your password has been misplaced, please contact the CDE immediately by e-mail at 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, Reporting and Compliance Web page at In addition, statewide aggregate level information can be accessed on the U.S. Government's Federal Recovery Web site at (Outside Source).

New Methodology for Jobs Created or Retained

In mid-December, the CDE received new guidance from the OMB regarding the methodology used to determine the number of jobs created and retained. As the guidance was received too late to incorporate the change into our reporting process for the second quarterly reporting period, I am asking each subrecipient to review and if necessary, revise its jobs data from the second reporting period to conform with the new methodology, as part of the third quarterly report process. No changes will need to be made to the data from the first quarterly report.

Briefly, the new methodology calculates the number of jobs created and retained on a quarterly basis. Subrecipients will report the jobs created or saved using ARRA funds during the specific reporting quarter (i.e., the number of jobs created or retained using ARRA funds during the third reporting quarter would reflect the jobs paid for using ARRA funds for period beginning January 1, 2010, and ending March 31, 2010). The methodology used during the first and second reporting periods calculated this data on a cumulative basis from the effective date of the federal grant award. I anticipate that this new methodology will simplify the job
calculation process and provide more accurate and transparent information to the public.

The revised OMB guidance contains several pages of information on how to calculate jobs created or retained. The guidance may be accessed on the OMB Web page at (Outside Source). In addition, information may be found on the CDE ARRA Reporting Data Collection System Web page at

Vendor Reporting Change

Recent guidance released by the U.S. Department of Education in December changes the criterion for when to report vendor information. Previous guidance required vendor information to be reported when the cumulative amount invoiced or paid to the vendor was more than $25,000. The new guidance requires that subrecipients report vendor information when the amount paid to the vendor during the quarter is more than $25,000. Subrecipients will not need to change the data from previous reporting periods.

If you have any questions regarding ARRA reporting, please contact Linda Hakala, Education Fiscal Services Consultant, Fiscal Policy Division, by phone at 916-319-0658 or by e-mail at You can also send your questions to the Fiscal Policy Division by e-mail at In addition, you may sign up for the CDE ARRA listserv by sending a blank e-mail to