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Grant Reimbursement Application (GRA)

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Grant Reimbursement Application (GRA) & ARRA Funding Requests Welcome! Focus Reimbursements for American Reinvestment & Recovery Act (ARRA) Title, IDEA, and School ... – PowerPoint PPT presentation

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Title: Grant Reimbursement Application (GRA)


1
Grant Reimbursement Application (GRA) ARRA
Funding Requests
  • Welcome!

2
Focus
  • Reimbursements for American Reinvestment
    Recovery Act (ARRA)
  • Title, IDEA, and School Lunch (USDA) funds
  • State Stabilization funds

3
Breakout of Funding Types
4
Reporting Timelines
October 30th
5
State Stabilization ARRA Funding
  • 145,733,000.00 or about 10 of the FY10 Public
    Schools Appropriation has been awarded to
    districts to help stabilize budgets in lieu of
    state General Funds
  • Districts must request these funds they wont
    automatically be sent
  • To request funds, districts must show and provide
    assurance that the funds have been spent and
    report the benefits received from the funds, per
    federal regulations

6
Changes to Previous Grant Payment Process
  • Requests for ARRA and continuing funding must be
    submitted through the Grant Reimbursement
    Application (GRA)
  • Grants are now paid by reimbursement only because
    of the requirements of the Cash Management
    Improvement Act and will no longer be paid in
    advance
  • Requests can be submitted as funds are spent
    instead of quarterly
  • Payments will be made bi-weekly instead of
    monthly or quarterly

7
When will Payments be Made?
  • Currently, requests for most ARRA and continuing
    funds received by the 1st and 15th of the month
    will be paid by the 11th and 25th
  • The only exception is the ARRA State
    Stabilization funding, which will be paid on Nov
    13th and May 14th and must be requested by
    October 30th and April 30th

8
Application Training
9
Funding Flow (ARRA)
10
Information Needed to Prepare a Request
  • IFARMS Data
  • Supporting Invoices
  • Vendor Information
  • Job Creation Estimates
  • District DUNS Number

11
Obtaining a DUNS Number for your District or
Charter School
  • To track ARRA funding, the federal government
    requires recipients to have a DUNS number
  • To obtain a number go to http//fedgov.dnb.com/web
    form/displayHomePage.do
  • To obtain a DUNS number, you will need
  • Your organizations name and address and the year
    it started
  • Your districts Superintendent or CEO
    equivalents name
  • What type of organization you are (most likely
    governmental)
  • The primary type of business you conduct
  • The total number of employees for your
    organization

12
Requesting a Login
  • Logins are now individualized increasing security
    and audit trail
  • Moving towards one login for all applications
  • Go to https//www.sde.idaho.gov/portal/Funding
    and choose Registration
  • Please use your official district/school issued
    e-mail address

13
Getting Ready to Submit ARRA Requests
  • Unless you have a compelling reason to request
    from Title ARRA funding first (e.g. payments for
    employees, services, or foods that would
    otherwise not have been made) use older
    continuing funds first. Use IFARMS reporting data
    to help facilitate the process
  • Gather all paid invoices needing reimbursement
  • Those that are single payments for under
    25,000.00
  • Those that are single payments for 25,000.00 or
    more
  • Those that are strictly for wages and benefits
    (IFARMS object codes 100 and 200)
  • For invoices under 25,000.00, aggregate the
    amounts by IFARMS object codes
  • Purchased Services, Supplies/Materials, Capital
    Objects, Insurance
  • Also count up the number of individual vendors in
    each categories' request

14
Getting Ready to Submit ARRA Requests (Cont)
  • For each vendor receiving an individual payment
    of 25,000.00 or more you will need
  • The vendors EIN number
  • The vendors DUNS number OR the vendors name and
    the zip code of its headquarters
  • A contract number or PO number associated with
    each payment

15
Getting Ready to Submit ARRA Requests (Cont)
  • For reimbursement of wages and benefits
  • Program Elementary Ed., Secondary Ed.,
    Vocational Ed., GT, etc.
  • Job hours created and job hours retained should
    be calculated in advance
  • These should be separated into Certified and
    Non-Certified positions
  • These job hours should only be for those created
    or saved by the reimbursement request youre
    currently making. Do not include hours saved or
    created by funds already reimbursed

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18
Example
  • ARRA Funding Request for Salaries

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ARRA Activities
  • All ARRA funds must be reimbursed by activity
  • An activity is based on IFARMS numbers and will
    require different information based on the object
    code
  • Multiple activities can be submitted together for
    a single reimbursement request
  • Be sure to combine salaries and benefits when
    submitting. This will be an extra step as they
    are reported individually (100 200)

21
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22
Example
  • ARRA Funding Request for Purchased Services

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30
Example
  • Submitting your ARRA Fund Request

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33
When will Payments be Made?
  • Currently, requests for most ARRA and continuing
    funds received by the 1st and 15th of the month
    will be paid by the 11th and 25th
  • The only exception is the ARRA State
    Stabilization funding, which will be paid on Nov
    13st and May 14th

34
Frequency
  • Requests can be entered anytime
  • We recommend you time requests
  • Upon completion of a project
  • Monthly to coincide with payroll
  • As cash flow requires

35
Final Thoughts
  • If you have not obtained a DUNS number already,
    you should request one ASAP to be able to submit
    by the October 30th State Stabilization ARRA
    funding request deadline
  • Remember to complete your last 4th Qtr Cash
    Balance Report

36
Final Thoughts (Cont)
  • Some districts may elect to use July August
    salaries and expenses for State Stabilization
    funding requests.
  • First determine the treatment of the salaries for
    certified and non-certified employees. Did you
    accrue those expenses towards FY09? If so, you
    may have an issue matching FY10 funds received
    towards FY09 expenses. Please check with your
    Auditor
  • Did you accrue other MO expenses in those months
    towards FY09? The same issue may apply.
  • Remedy The first submission deadline has been
    extended to October 30th. Request reimbursement
    for expenses incurred and paid in FY10.

37
Who Do I Contact with Questions?
  • Regarding ARRA/Stabilization general reporting
    requirements
  • Louie Konkol (208) 332-6874 ldkonkol_at_sde.idaho.gov
  • Regarding the application and its use
  • Brandon Phillips (208) 332-6867
    bcphillips_at_sde.idaho.gov
  • Regarding specific grant questions
  • Contact the appropriate Grant Coordinator

38
Other Resources
  • Recordings of previous webinars as well as other
    training and guidance tools can be found at
    http//www.sde.idaho.gov/site/accounting/

39
Questions?
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