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ARRA Section 1512 Reporting September 2010

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

September 7, 2010

Dear American Recovery and Reinvestment Act Subrecipients:

AMERICAN RECOVERY AND REINVESTMENT ACT OF 2009
SECTION 1512 REPORTING-SEPTEMBER 2010

Thank you for your assistance in providing information for the June 2010 quarterly reporting required by the American Recovery and Reinvestment Act (ARRA) of 2009. The California Department of Education (CDE) had a 98 percent response rate and appreciates your effort in making the ARRA data collection and reporting process a success.

This letter provides information on: (1) September 2010 Quarterly Reporting Under the ARRA Section 1512 Requirements; (2) Calculating Jobs for Summer and Other More-Than-Full-Time Employment; (3) Instructions for Reporting; (4) Audits of ARRA Funds; and (5) Reporting System Changes.

September 2010 Quarterly Reporting Under the American Recovery and Reinvestment Act Section 1512 Requirements

The deadline for the Section 1512 September 2010 quarterly report is Wednesday, September 22, 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.

Calculating Jobs for Summer and Other More-Than-Full-Time Employment

In August 2010, the U.S. Department of Education (ED) issued guidance for determining the number of jobs created and retained for summer and any other hours worked beyond the hours in a full-time schedule. Briefly, subrecipients should calculate jobs saved and retained separately for hours worked in addition to a full-time schedule. These additional jobs should then be added to the jobs in the full-time schedule to determine the total number of jobs for the quarter.

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 http://www.cde.ca.gov/ar/rr/rptingdatcol.asp to collect information for each grant from subrecipients to comply with the ARRA Section 1512 reporting requirements. This reporting cycle covers the period from the effective date of each grant through September 30, 2010. The data system will be open to subrecipients for data submission on Tuesday, September 7, 2010. Data must be submitted no later than Wednesday, September 22, 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 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, Reporting and Compliance Web page at http://www.cde.ca.gov/ar/rr/. In addition, statewide aggregate level information can be accessed on the California Recovery Portal Web site at http://www.recovery.ca.gov/ (Outside Source) [Note: the preceeding Web address is no longer valid.] and on the U.S. Government's Federal Recovery Web site at http://www.recovery.gov/Pages/home.aspx (Outside Source).

Audits of American Recovery and Reinvestment Act Funds

In accordance with the commitment of the ARRA to provide transparency and accountability in the use of the funding, both federal and state auditors, including auditors from the CDE, have begun to perform compliance audits and reviews of ARRA funds. Information that we have received from both federal and state auditors indicate that some subrecipients remain confused about how to properly calculate jobs created or retained and are unaware that subrecipients must retain documentation to support their jobs numbers.

The CDE provides guidance on jobs calculations along with detailed descriptions of all the Section 1512 data elements in Data Fields for Quarterly Section 1512 Reporting. This information is available on the CDE ARRA Reporting and Data Collection System Web page at http://www.cde.ca.gov/ar/rr/rptingdatcol.asp.

The guidance will also answer many common reporting questions. I strongly advise every subrecipient to review this informative document.

Reporting System Changes

The CDE is currently enhancing the ARRA Reporting and Data Collection System so that once a grant award is fully expended; the subrecipient will no longer be required to complete the Section 1512 reporting for that particular grant award. Subrecipients will continue to be required to submit Section 1512 quarterly data for all grant awards that are not fully expended.

If you have any questions regarding Section 1512 quarterly reporting, please contact Linda Hakala, 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 email at arra@cde.ca.gov. In addition you may sign up for the CDE ARRA listserv by sending a blank e-mail to join-arra-pageupdates@mlist.cde.ca.gov.

Sincerely,

JACK O’CONNELL

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