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 September 1 st, 2010 NEW Federal Programs directors conference September 1 st, 2010

Budget Worksheet Budget Worksheet Budget Spreadsheet Budget Spreadsheet FACTS FACTS Website - Status Page Website - Status Page Reporting arra items Reporting arra items Checking your gear (Can I finish the race with what I have???)

FY11 BUDGET electronic files

FY11 Consolidated Application electronic file sample

Budget Worksheet Use copy on ELC (or ed to you) to revise Use copy on ELC (or ed to you) to revise Final due by October 1 st to consultant Final due by October 1 st to consultant All titles listed including Consolidated Administration All titles listed including Consolidated Administration

Budget Spreadsheet Data sources: Data sources: Line 9-Final allocations per grant award letter Line 9-Final allocations per grant award letter Line 10-Carryover funds-FACTS balance as of June 30, 2010 for both FY09 and FY10 Funds Line 10-Carryover funds-FACTS balance as of June 30, 2010 for both FY09 and FY10 Funds Line 11-June 2010 Report by subfund-get from finance folks or nclb consultant Line 11-June 2010 Report by subfund-get from finance folks or nclb consultant Line 12-money being transferred in from other projects Line 12-money being transferred in from other projects Final due by October 1 st to consultant Final due by October 1 st to consultant All titles listed, both NCLB and ARRA funds, as well as Consolidated Administration All titles listed, both NCLB and ARRA funds, as well as Consolidated Administration

Avoid pulling out of the race or capsizing Addenda – program changes Addenda – program changes Budget Amendments – fiscal changes Budget Amendments – fiscal changes

Budget Amendments Fiscal changes MAY be needed with Addenda MAY be needed with Addenda Changes greater than 10% to any sub- category (individually or cumulatively) Changes greater than 10% to any sub- category (individually or cumulatively) Requirements if one is needed: Requirements if one is needed: Cover letter with affected projects checked Cover letter with affected projects checked Justification form for each affected title Justification form for each affected title Budget spreadsheet (File 013) Budget spreadsheet (File 013) TAB 1: Discretionary Amendment Spreadsheet TAB 2: Justification form

Budget Amendment Reminders Each LEA must submit their 013 electronic budget spreadsheet to the consultant Each LEA must submit their 013 electronic budget spreadsheet to the consultant The budget amendment MUST be in balance (the amount decreased on line items MUST equal the amount increased on other line items within each affected project) The budget amendment MUST be in balance (the amount decreased on line items MUST equal the amount increased on other line items within each affected project) Everything on the justification letter has to be on the electronic 013 budget amendment file Everything on the justification letter has to be on the electronic 013 budget amendment file

Reimbursements 1.LEA Grant recipients will receive an electronic reimbursement form based on their allowable budget with instructions. 2.Request reimbursements by: a)Entering the reimbursement # b)Enter the date range covered by this request c)Complete Column 2 (Amount Requested) by line item (Column 3 on SIG grants). d)Send electronic form to the Project Director and mail the original signed copy to the address at the bottom of the form. 3.Reimbursement forms may be submitted monthly, but no less than quarterly. 4.Once the form is reviewed for allowability, Local Finance will process the payment. 5.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

FACTS (Federal Application Consolidated Tracking System) Receive access to allocations Receive access to allocations Make Payment requests Make Payment requests Check status of regular funds and transfers Check status of regular funds 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 course with FACTS ( ) Monitor requests and payments Monitor requests and payments Use FACTS reports for oversight Use FACTS reports for oversight Grant Status Report Grant Status Report Grant Transaction Report Grant Transaction Report

FACTS Caution Flags -Drawing down funds without reporting expenditures -Drawing down funds without reporting expenditures -Reporting expenditures without drawing down funds -Not drawing funds for months at a time -Not complying with Cash Management Information Act (CMIA)

Late reporting for Expenditure Reports through 6/30/10 Call : Brenda Staggs ( ) OR Eve Carney ( ) Eve Carney ( ) Identify titles, dates and revisions Identify titles, dates and revisions needed needed Send an detailing what needs to be Send an detailing what needs to be done (Use form in fiscal info pkt.) done (Use form in fiscal info pkt.) Changes will be made within two weeks Changes will be made within two weeks

Use the displayed form for either/both Expenditure Reporting or deletions of incorrect Expenditure reporting

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

Status Pages ( fpadministration.shtml) One is for deadlines from July- December One is for deadlines from July- December One is for deadlines from January- June One is for deadlines from January- June Check red cells for needed corrections Check red cells for needed corrections Go GREEN to receive funds on time Go GREEN to receive funds on time

Status Page Caution Flags… Gold Flags –Pending deadlines, item not ready for LEA, nothing required YET Gold Flags –Pending deadlines, item not ready for LEA, nothing required YET Red Flags –Deadlines missed, items incomplete, out of compliance, possible funds withheld Red Flags –Deadlines missed, items incomplete, out of compliance, possible funds withheld

Reporting Requirements Under ARRA

Reporting Framework Federal Agency Prime Recipient Sub-recipient Vendor

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 Calculation To 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 Vendor Amount of each Vendor Payment in excess of $25,000 NOTE: 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 Consultant 9/30 quarter - September 22, /31 quarter – December 15, 2010 Electronic certification on e-Reporting:

ARRA Fraud Prevention If you have knowledge of any activity which you consider to be illegal, improper, or wasteful, please call the State comptrollers toll-free hotline:

Further Reporting Guidance The following Web Sites have information about reporting requirements: To register for a D-U-N-S Number with Dun & Bradstreet:

Who are the experienced seamen who know the ropes??... NCLB consultants NCLB consultants Fiscal consultants Fiscal consultants SDE staff SDE staff

Spend wisely and reach the finish line with peace of mind! Remember to keep up with the little things Remember to keep up with the little things Little things become big things Little things become big things Big things become state or federal findings Big things become state or federal findings

Your state fiscal crew: Brenda Staggs, Grants Manager Eve Carney, Fiscal director and Rosa Jennings, Account Manager for Federal Programs