FACTS, e-Reporting and ESEA : Keeping it between the buoys FACTS, e-Reporting and ESEA : Keeping it between the buoys NEW Federal Programs directors conference.

FACTS, e-FACTS, e-Reporting and Reporting and

ESEA : ESEA : Keeping it Keeping it

between the buoysbetween the buoys

FACTS, e-FACTS, e-Reporting and Reporting and

ESEA : ESEA : Keeping it Keeping it

between the buoysbetween the buoysNEW Federal NEW Federal Programs’ directors Programs’ directors

conferenceconferenceSeptember 1September 1stst , 2010 , 2010

NEW Federal NEW Federal Programs’ directors Programs’ directors

conferenceconferenceSeptember 1September 1stst , 2010 , 2010

Budget WorksheetBudget Worksheet Budget SpreadsheetBudget Spreadsheet FACTSFACTS Website - Status PageWebsite - Status Page Reporting arra itemsReporting arra items

Checking your Checking your geargear

(Can I finish the race with what (Can I finish the race with what I have???)I have???)

FY11 BUDGET electronic FY11 BUDGET electronic filesfiles

FY11 Consolidated FY11 Consolidated Application electronic Application electronic

file samplefile sample

Budget Budget WorksheetWorksheet Use copy on ELC Use copy on ELC

(or emailed to (or emailed to you) to reviseyou) to revise

Final due by Final due by October 1October 1stst to to consultantconsultant

All titles listed All titles listed including including Consolidated Consolidated AdministrationAdministration

Budget Budget SpreadsheetSpreadsheetData sources:Data sources:

Line 9-Final allocations per grant award Line 9-Final allocations per grant award letterletter

Line 10-Carryover funds-FACTS balance Line 10-Carryover funds-FACTS balance as of June 30, 2010 for both FY09 as of June 30, 2010 for both FY09 and FY10 Funds and FY10 Funds

Line 11-June 2010 Report by subfund-Line 11-June 2010 Report by subfund-get from finance folks or nclb consultantget from finance folks or nclb consultant

Line 12-money being transferred Line 12-money being transferred inin from from other projectsother projects

Final due by October 1Final due by October 1stst to consultant to consultant All titles listed, both NCLB and ARRA All titles listed, both NCLB and ARRA

funds, as well as Consolidated funds, as well as Consolidated AdministrationAdministration

Avoid “pulling out of Avoid “pulling out of the race” or capsizingthe race” or capsizing

Addenda – program Addenda – program changeschanges

Budget Amendments – Budget Amendments – fiscal changesfiscal changes

Budget AmendmentsBudget AmendmentsFiscal changesFiscal changes

MAY be needed with AddendaMAY be needed with Addenda Changes greater than 10% to any sub-Changes greater than 10% to any sub-

category (individually or cumulatively)category (individually or cumulatively) Requirements if one is needed:Requirements if one is needed:

Cover letter with affected projects Cover letter with affected projects checkedchecked

Justification form for each affected titleJustification form for each affected titleBudget spreadsheet (File 013)Budget spreadsheet (File 013)

TAB 1: Discretionary Amendment Spreadsheet

TAB 2: Justification form

Budget Amendment Budget Amendment RemindersReminders Each LEA must submit their 013 Each LEA must submit their 013

electronic budget spreadsheet to the electronic budget spreadsheet to the consultantconsultant

The budget amendment MUST be in The budget amendment MUST be in balance (the amount decreased on balance (the amount decreased on line items MUST equal the amount line items MUST equal the amount increased on other line items within increased on other line items within each affected project)each affected project)

Everything on the justification letter Everything on the justification letter has to be on the electronic 013 has to be on the electronic 013 budget amendment filebudget amendment file

ReimbursementsReimbursements1.1. LEA Grant recipients will receive an LEA Grant recipients will receive an

electronic reimbursement form based on electronic reimbursement form based on their allowable budget with instructions.their allowable budget with instructions.

2.2. Request reimbursements by:Request reimbursements by:a)a) Entering the reimbursement #Entering the reimbursement #b)b) Enter the date range covered by this Enter the date range covered by this

requestrequestc)c) Complete Column 2 (Amount Complete Column 2 (Amount

Requested) by line item (Column 3 on Requested) by line item (Column 3 on SIG grants).SIG grants).

d)d) Send electronic form to the Project Send electronic form to the Project Director and mail the original signed Director and mail the original signed copy to the address at the bottom of copy to the address at the bottom of the form.the form.

3.3. Reimbursement forms may be submitted Reimbursement forms may be submitted monthly, but no less than quarterly.monthly, but no less than quarterly.

4.4. Once the form is reviewed for allowability, Once the form is reviewed for allowability, Local Finance will process the payment.Local Finance will process the payment.

5.5. Repeat steps 2-4 until funds are exhausted.Repeat steps 2-4 until funds are exhausted.

**Discretionary grants require reimbursement forms to receive payment. Some documentation may also be required. Examples: e4TN, e4000TN, School Improvement Grants, High School ReDesign, and Homeless

FACTSFACTS (Federal Application (Federal Application Consolidated Tracking Consolidated Tracking System)System)• Receive access to allocationsReceive access to allocations• Make Payment requestsMake Payment requests• Check status of regular Check status of regular

funds and transfersfunds and transfers

Using signal flags(Memos and late reporting forms:When needed and

Examples) Payment request

examples:• Payment for SES

expenditures• Payment for Private

School equitable services Until 9/30/10: late

reporting forms

Keeping on courseKeeping on coursewith FACTSwith FACTS

((www.k-12.tn.us/factswww.k-12.tn.us/facts ) )

Monitor requests and paymentsMonitor requests and payments

Use FACTS reports for oversightUse FACTS reports for oversightGrant Status ReportGrant Status ReportGrant Transaction ReportGrant Transaction Report

FACTS “Caution Flags”FACTS “Caution Flags” -Drawing down funds without -Drawing down funds without

reporting expendituresreporting expenditures

-Reporting expenditures without -Reporting expenditures without drawing down fundsdrawing down funds

-Not drawing funds for months -Not drawing funds for months at a timeat a time

-Not complying with Cash -Not complying with Cash Management Information Act Management Information Act (CMIA)(CMIA)

Late reporting for Late reporting for Expenditure Reports Expenditure Reports

through 6/30/10through 6/30/10Call : Brenda Staggs (615-532-Call : Brenda Staggs (615-532-

2490) OR 2490) OR

Eve Carney (615-532-1245)Eve Carney (615-532-1245)• Identify titles , dates and Identify titles , dates and

revisions revisions

neededneeded• Send an email detailing what Send an email detailing what

needs to be needs to be

done (Use form in fiscal done (Use form in fiscal info pkt.)info pkt.)

• Changes will be made within two Changes will be made within two weeks weeks

Use the Use the displayed displayed form for form for

either/both either/both Expenditure Expenditure Reporting or Reporting or deletions of deletions of

incorrect incorrect Expenditure Expenditure

reportingreporting

Changes in FACTS Changes in FACTS and e-Reporting and e-Reporting

Changes in FACTS Changes in FACTS and e-Reporting and e-Reporting

Beginning 9/30/2010:Beginning 9/30/2010:• FACTSFACTS will be used to initiate will be used to initiate payment requests and transfers ONLY. payment requests and transfers ONLY. Viewing reports and status options will Viewing reports and status options will remain available.remain available.• e-Reportinge-Reporting: LEAs will enter all : LEAs will enter all expenditures in e-Reporting quarterlyexpenditures in e-Reporting quarterly• Expenditures will be recorded Expenditures will be recorded automatically in FACTS, closing the automatically in FACTS, closing the oldest projects firstoldest projects first• SDE will compare line item SDE will compare line item expenditure reports to allowable expenditure reports to allowable budgetsbudgets

Beginning 9/30/2010:Beginning 9/30/2010:• FACTSFACTS will be used to initiate will be used to initiate payment requests and transfers ONLY. payment requests and transfers ONLY. Viewing reports and status options will Viewing reports and status options will remain available.remain available.• e-Reportinge-Reporting: LEAs will enter all : LEAs will enter all expenditures in e-Reporting quarterlyexpenditures in e-Reporting quarterly• Expenditures will be recorded Expenditures will be recorded automatically in FACTS, closing the automatically in FACTS, closing the oldest projects firstoldest projects first• SDE will compare line item SDE will compare line item expenditure reports to allowable expenditure reports to allowable budgetsbudgets

Status PagesStatus Pages((http://www.state.tn.us/education/fedprhttp://www.state.tn.us/education/fedprog/fpadministration.shtmlog/fpadministration.shtml))

One is for deadlines from July-One is for deadlines from July-DecemberDecember

One is for deadlines from One is for deadlines from January-JuneJanuary-June

Check red cells for needed Check red cells for needed correctionscorrections

“ “Go GREEN” to receive funds Go GREEN” to receive funds on timeon time

Status Page Caution Status Page Caution Flags…Flags…

Gold Flags –Pending Gold Flags –Pending deadlines, item not ready deadlines, item not ready for LEA, nothing for LEA, nothing required YETrequired YET

Red Flags –Deadlines Red Flags –Deadlines missed, items incomplete, missed, items incomplete, out of out of compliance , compliance , possible funds withheldpossible funds withheld

Reporting Requirements Under ARRA

Reporting FrameworkFederal Agency

Prime Recipient

Sub-recipient

VendorVendor

Definitions: Jobs Created/Retained

OMB guidance defines a funded job as one in which the wages or salaries are either paid for or will be reimbursed with ARRA funding.

A job that is paid initially paid with non- ARRA funds may be reported in the 1512 report as created or retained so long as they are eventually reimbursed with ARRA funds.

FTE CalculationTo Calculate FTE

Total Quarter Hours Worked ____________________________Total Quarter-Hours in a Full-Time Schedule for the Position

It is possible for an employee to be counted as more than 1 FTE for a quarter - a teacher working in a summer school program in addition to a full-time schedule during the same quarter.

What constitutes a full-time schedule may vary district to district, job to job, e.g., teacher:37.5 hrs; principal: 40 hrs; parapro: 30 hrs, etc.

Reporting Payments to Vendors

Vendors, under ARRA regulations, are entities or individuals from which the prime recipient or sub-recipient procures goods or services needed to carry out project or program. NOTE: NOT employee salaries or benefits.

LEAs Payments (funds spent, not POs) to Vendors from ARRA.Report Cumulative Amount Paid to Vendors over life of ARRA.Report Total Amount paid to all Vendors for current reporting

period.Vendor Information:

Nane AND D-U-N-S Number or HQ Zip Code of VendorAmount of each Vendor Payment in excess of $25,000NOTE: once a vendor receives a payment in excess of 25,000,

that vendor remains on the quarterly report until ARRA ends.Brief description of what was purchased from vendor.

Where and when?

Excel Worksheet: Due to NCLB Consultant9/30 quarter - September 22, 201012/31 quarter – December 15, 2010

Electronic certification on e-Reporting: https://www.k12.state.tn.us/eReporting/Reports

ARRA Fraud PreventionIf you have knowledge of any activity which you consider to be illegal, improper, or wasteful, please call the State comptroller’s toll-free hotline:

1-800-232-5454

Further Reporting Guidance The following Web Sites have information about

reporting requirements:www.Recovery.govwww.FederalReporting.govwww.k-12.state.tn.us/eReporting/Reports.aspx

To register for a D-U-N-S Number with Dun & Bradstreet:

http://www.ccr.gov

Who are the experienced Who are the experienced seamen who “know the seamen who “know the

ropes”?? . . .ropes”?? . . .

•NCLB NCLB

consultantsconsultants

•Fiscal Fiscal

consultantsconsultants

•SDE staffSDE staff

Spend wisely and reach Spend wisely and reach the finish line with peace the finish line with peace of mind!of mind!

Remember to keep up Remember to keep up with the little thingswith the little things

Little things become Little things become big thingsbig things

Big things become Big things become state or federal “findings”state or federal “findings”

Your state fiscal crew:Your state fiscal crew:Brenda Staggs, Grants Manager Brenda Staggs, Grants Manager

Eve Carney, Fiscal directorEve Carney, Fiscal directorand and

Rosa Jennings, Account ManagerRosa Jennings, Account Managerfor for

Federal ProgramsFederal Programs