The following e-mail was sent to ARRA reporting contacts on October 28, 2009.
Dear ARRA Subrecipient:
Thank you for your response to the first quarterly reporting requirements of the American Recovery and Reinvestment Act (ARRA). Your cooperation in completing the report in a timely manner and promptly responding to our follow-up inquiries is greatly appreciated. Due to your efforts, we had a 99 percent response rate out of a total of over 1600 subrecipients. The subrecipient-level information has been posted under Reporting Requirements on our ARRA Funding, Reporting and Compliance Web page at http://www.cde.ca.gov/ar/rr/.
The next round of quarterly reporting is rapidly approaching. The purpose of this e-mail is to provide some important information for the next reporting period, including second quarter reporting dates, Central Contractor Registration (CCR) information, infrastructure certification information, and recalculation of jobs created/retained and expenditures.
Second Quarter Reporting Dates
Data for the second quarter report will be due to CDE on Wednesday, December 9, 2009. The ARRA Reporting and Data Collection System will be available for data input on Tuesday, November 17, 2009. You should use the passwords that were issued to you for the first reporting period for the second and all subsequent reporting periods. If you have misplaced your password, please contact us immediately at email@example.com so that we may resend it directly to you.
Central Contractor Registration (CCR)
Recent federal guidance requires that all subrecipients register in the CCR database. CCR is the primary contractor database for the federal government. Information required for CCR registration includes the entity’s DUNS number, an Employer Identification Number (EIN), statistical information such as average number of employees and average annual receipts, and electronic funds transfer (EFT) information. If you are not registered in CCR, please do so immediately as the registration process can take several weeks. You can register in CCR at https://www.uscontractorregistration.com/ . Please see the CCR selective information Web page at http://www.cde.ca.gov/ar/rr/centralcontractreg.asp for further instructions on how to register in CCR.
Two ARRA grants, State Fiscal Stabilization Fund (SFSF) and Individuals with Disabilities Education Act (IDEA) Section 611, 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 that the investment is an appropriate use of taxpayer dollars. The certification must also include a description of the investment, the estimated total cost, and the amount of covered funds to be used. (Update: The Child Care and Development Block Grant, Quality Renovation and Repair funds may also be used for infrastructure and as such would be subject to the Section 1511 infrastructure certification process.)
We anticipate that the SFSF infrastructure certification procedures will be available by the end of October and posted on our SFSF ARRA Web page at http://www.cde.ca.gov/ar/sf/. For additional information on the SFSF infrastructure certification process, please contact Chris Derr by e-mail at firstname.lastname@example.org.
For IDEA, additional requirements apply to the infrastructure investments beyond the certification required by Section 1511. Information will be posted soon regarding this process on our IDEA ARRA Web page at http://www.cde.ca.gov/ar/sd/. Please contact Chris Essman by e-mail at email@example.com for additional information on the IDEA infrastructure certification process.
Recalculation of Jobs Created/Retained and Expenditures
The grant period for the second quarterly report is from the effective date of the grant (usually February or April of 2009) through December 31, 2009. The number of jobs created or retained should be expressed in full-time equivalents (FTEs) for the grant period. Expenditures are cumulative and should reflect the expenditures for the entire grant period.
We encourage you to review the correlation between FTEs and expenditures. One FTE means one person working full time for the entire grant period. Therefore, 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.
Reporting System Changes
We are currently working on system enhancements that will be available for the upcoming quarterly report, including the capability to provide information on how the ARRA funds are being used and an option to print the data submitted in your report. In addition, to the extent that the federal government requires additional reporting information, the system will be revised to accommodate those changes.
We will continue to keep you apprised of developments concerning ARRA implementation through the listserv and on our ARRA Web page at http://www.cde.ca.gov/ar/. For more information, please e-mail: firstname.lastname@example.org