The American Recovery & Reinvestment Act

The American Recovery & Reinvestment Act Recovery Act Requirements and Section 1512(c) Reporting

Agenda Introduction/Section 1512(c) Basics Major Data Elements Calculating Jobs Created/Retained Q&A 2

Reporting Requirements Introduction 3

DOJ Recovery Websites Introduction www.ojp.gov/recovery/recipientreporting.htm 4

FederalReporting.gov was created exclusively for Recovery Act Section 1512(c) reporting. Reporting on Project Activities is cumulative(Report activity from the Project Start Date to the end of the reporting period.) Reporting on Jobs Created/Retained is quarterly (not cumulative). DOJ Recovery Act grant recipients with awards of $25,000 or more are required to submit Section 1512(c) reports on a quarterly basis. Next Report Due: April 10, 2010. FederalReporting.gov will be open for submission April 1-10th. Introduction Recovery Act Section 1512(c) Reporting 5

Introduction Establishing Internal Reporting Procedures • To limit or prevent errors when collecting, reviewing, submitting, and changing data, prime recipients and subrecipients should establish internal procedures within their respective organizations. • Both prime recipients and subrecipients should develop written procedures. Documentation should be included in formal policy, standard operating procedures, and/or official operations manuals. 6

Questions to Consider Introduction 7

FederalReporting Registration Identify which individuals will need user accounts (generally, only those entering, reviewing, submitting, or editing data). Verify that your organization has Requested and received a Tax or Employer ID Number (TIN or EIN).*Required for CCR Registration Registered in the Central Contractor Registration (CCR).*Required for prime recipients; Highly recommended for subrecipients. Requested and received a DUNS number from Dun & Bradstreet **Note: These processes can take a total of up to 8 business days.** Verify/Update CCR registration data, including Point of Contact (POC) identity and email address. Provide assigned users with the required registration data DOJ Recovery Act award numbers (Prime Award) DUNS number associated with your award. Valid E-mail Address Introduction 8 Step-by-step registration instructions, including FRPIN details, are available at www.FederalReporting.gov.

FederalReporting Security Features Users are associated with an organization based on the DUNS number used to register. A FederalReporting PIN (FRPIN) number is automatically created for each DUNS number. The DUNS Administrator is automatically created and assigned to the Point of Contact (POC) listed in CCR. Users must send an FRPIN request to their organization’s DUNS Administrator to obtain the FRPIN. Users must enter the FRPIN number in order to submit a report. Note: If your organization has multiple DUNS numbers, you will have multiple FRPINs. Introduction 9 Step-by-step registration instructions, including FRPIN details, are available at www.FederalReporting.gov.

DUNS Administrator www.FederalReporting.gov automatically creates a user profile for the POC listed in CCR and assigns them DUNS Administrator privileges. www.FederalReporting.gov sends an email to the POC (using the address listed in the CCR) with a temporary password and their assigned FRPIN. DUNS Administrator Responsibilities Remove unauthorized users associated with your DUNS number. Approve or deny FRPIN requests from registered users within your DUNS organization. Delegate DUNS Administrator responsibilities to a different user within the system (optional). Limitations for Subrecipients Without a CCR Registration Subrecipients without a CCR Registration will not be able to manage their FRPIN. FederalReporting.gov will email the FRPIN directly to all users who request it. Introduction 10 Step-by-step registration instructions, including FRPIN details, are available at www.FederalReporting.gov.

Select Report Submission Format Web-based Form: Registered users log in to www.FederalReporting.gov and manually enter data into an online form. Excel Spreadsheet (.xls): Download a pre-formatted template from www.FederalReporting.gov. Save the template to a local drive; enter and edit data. Log in to www.FederalReporting.gov and submit the report by uploading the completed spreadsheet. Extensible Markup Language (XML) Extract: Download the XML schema from www.FederalReporting.gov. Use the schema to export required data from your existing information system. Log in to www.FederalReporting.gov and run the exported data through the validation tool before uploading data. Introduction 11

Major Data Elements 12

Data Elements October Reports: Key Issues • Award Number • DUNS Number • Award Date • Award Agency Code(1500 – Dept. of Justice) • Jobs 13

1512(c) Quick Reference Data Elements Required Key Award Information i. Award Type ii. Award Number iii. Order Number (Contracts, only) iv. Funding Agency Code v. Awarding Agency Code vi. Government Contracting Office Code (Contracts, only) vii. Award Date viii. Amount of Award ix. CFDA Number (for Grants and Loans only) x. Activity Code(s) xi. Program Source (TAS) Code 14

Troubleshooting Troubleshooting: DUNS Number 1512(c) Report GMS FR.gov Registration CCR • Identify the DUNS number associated with the legal recipient of the award (on the award document). • Create/Update CCR registration for legal recipient. (Verify point of contact.) • Verify/Update GMS profile. (GAN required to change DUNS.) • Verify FederalReporting.gov registration. May need to re-register using correct DUNS. 15

Data Elements Activity Codes & CFDA Numbers 16

Data Elements Vendor Data Elements • For single purchases of $25,000 or more— • Prime Recipient Vendor Basic Requirements (Vendor A) • Prime recipient reports • DUNS or Name and zip code of Headquarters (HQ) • Expenditure amount • Expenditure description • Subrecipient Vendor Basic Requirements (Vendor B) • Prime recipient reports unless delegated to subrecipient • DUNS or Name and zip code of Headquarters (HQ) 17

Reporting & Commenting Timelines 18

Recipients have until the 10th day following the end of the quarter to submit the Section 1512(c) reports. April 1 - 10: Prime recipients and delegated subrecipients submit reports. April 11 - 12: Prime recipients review subrecipient submitted reports. Prime recipients and subrecipients correct reports. April 13 - 29: Federal agencies review and comment on the submitted reports. Recipients update incorrect data. April 30: Recipient data is posted on Recovery.gov. May 3 - June 14: Federal agencies perform a detailed review of reports and make comments if necessary. Recipients can continue to modify their data during this Continuous Correction period. July 1: The next reporting period begins. Reporting and Commenting Timeline > Reporting Process Timeline Reporting Process Timeline

Reporting and Commenting Timeline > Reporting Process Timeline

Timelines DOJ Review and Communication • Email Reminders from DOJ – December(To GMS POC and Authorized Rep) • Critical Errors (e.g., Award Number, DUNS) on October Report • Did not submit October Report • Quick Reference Email from DOJ – December(To GMS POC and Authorized Rep) • Preliminary Review via Email (To GMS POC and Authorized Rep) • Official Comments via FR.gov – Jan 24-29th(To FR.gov Report Submitter Email) • In-Depth Review by DOJ Grant Manager – February/MarchRecipients of selected reports may be contacted by their federal grant manager to provide documentation or clarification of submitted data. 21

Preparation Failure to Submit a Section 1512 (c) Report • Recipients who fail to submit a Section 1512 (c) report as required by the terms of their award are considered to be non-compliant. Non-compliant recipients, including those who are persistently late or negligent in their reporting obligations, are subject to Federal action, up to and including the termination of Federal funding or the ability to receive Federal funds in the future. • Recipients who do not submit reports will be posted on the Recovery.gov website.

Preparation How Do I Need to Prepare for Reporting? • Verify CCR, GMS and FederalReporting.gov registration data. • Points of Contact • DUNS Numbers • Coordinate subrecipient data collection and/or delegation. • Document and communicate internal procedures. • Establish separate tracking & accounting mechanisms. • Verify compliance with all Recovery Act Requirements/Special Conditions 23

Preparation Data Quality Checks Verify control information • Number of submissions does not exceed number of unique subrecipients • Amount of subawards reported does not exceed total of prime award made Check for material omissions • Data are not reported (e.g., percent of project completed, estimated number of jobs) Check for reporting errors • Subrecipient reports 100% project completion, but has received minimal funding • Subrecipient reports expenditures in excess of total amount of subaward • Reported values show a decrease from a prior reporting period Look for outliers • Expended amounts reported by subrecipients are significantly over or under anticipated amounts • Number of jobs created falls well outside the range of the number of jobs created for awards of similar value and purpose Verify Correct Identifying Data • Correct DOJ award number • Correct DUNS number 24

Section 1512(c) Reporting:Calculating and Reporting of Job Creation and Retention

ABC News Exclusive: Obama Admin Slashed 60,000 Jobs From Recent Stimulus Report Office of Management & Budget Document: 12 Stimulus Recipients Reported ‘Unrealistic Job Data’ By MATTHEW JAFFE Nov. 16, 2009

Why is this important? • OJP has ~ 3,700 grantees • ~2,700 reported during the first reporting period • ~2,000 reported 0 jobs created or retained and did not receive additional review • ~520 grantees that reported 1 or more jobs had one or more problems with the data they reported. • ~180 grantees did not appear to have significant errors with their reported jobs number or description.

Jobs Data Reporting Jobs Data Section 1512(c) requires recipients to report on the total number of jobs “created” or “retained” through Recovery Act funding. In a change from previous OMB and OJP guidance, OMB has redefined created and retained jobs as all jobs funded by the Recovery Act. • Jobs funded by sources other than Recovery Act funds are not counted. • Jobs that are paid initially with non-Recovery Act dollars may be reported as created or retained as long as those dollars eventually will be reimbursed by Recovery Act funds for the jobs reported. • Jobs partially-funded with Recovery Act funds are counted based on the portion funded by Recovery Act funding. • Recovery Act-compensated overtime for created, retained, and existing positions is counted. Note: Some DOJ Recovery Act programs restrict the use of Recovery Act funds in connection with supplanting. DOJ guidance on the following website provides a list of Recovery Act programs that prohibit supplanting and examples of the scope of applicable restrictions. OJP’s Recovery Act Guidance on Supplanting: www.ojp.gov/recovery/supplantingguidance.htm

All jobs that are funded or partially-funded by Recovery Act funding are reported (whether created, retained, or existing). Jobs data are reported on a quarterly basis and are not cumulative. The “award date” is no longer the starting point for calculating the number of days for determining a FTE. Recipients can make corrections to reported data until the 15th of the final month of the subsequent reporting period. Recipients will not report on indirect jobs, including those resulting from purchases of materials and products. Recipients must report on the actual number of jobs--statistical methodology may not be used for estimating jobs data. Key changes to the Reporting of Job Estimates

Jobs Data > Documentation Supporting Documentation Prime recipients must maintain auditabledocumentation supporting all reported data, including jobs data, that provides evidence that • Created/retained positions and overtime hours are funded by Recovery Act awards, • Personnel support Recovery Act projects and activities, and • Positions meet the criteria for “created”/”retained” positions and overtime hours.

Jobs Data Reporting Jobs Data • Two Fields: Numeric and Description • Number of jobs: Total number of jobs created and retained, in Full Time Equivalents (FTEs). • Description of jobs created: Details the employment impact of jobs created and retained. • Prime recipients cannot delegate job data reporting to subrecipients.

Jobs > Description Data Description of Jobs Recipients are asked to provide a narrative description in the Description of Jobs Created field to include a breakdown of numeric data by prime/subrecipient and job descriptions. DOJ suggests the following categories to classify the jobs created and retained: • Law Enforcement • Detention, Probation, Parole, and Community Corrections • Policy/Research/Intelligence • Information Technology (IT) • Construction/Manufacturing • Community/Social/Victim Services • Administrative/Human Resources • Courts/Prosecution, Defense, And Civil Attorneys • Training and Technical Assistance 10.6 Prime Recipient (7.3 FTE): 1.6 FTE Administrative/Human Resources, 2.1 FTE Training and Technical Assistance, 3.6 Construction/Manufacturing Subrecipient A (3.3 FTE): 1.1 FTE Information Technology (IT); 2.2 FTE Law Enforcement; Recipients may also include an additional narrative description of the job impact of their project (optional). 35

Jobs > Numeric Data (FTEs) Calculating Numeric Data How do I report Recovery Act-funded created and retained jobs? Jobs must be reported as “Full-Time Equivalents” (FTE). • FTEs are calculated as the number of actual Recovery Act-funded hours worked by employees during the reporting period (calendar quarter) divided by the number of hours representing a full time schedule for this position in your agency during the reporting period. Example: If full-time employment for the created/retained job at Recipient Agency A equals 520 hours for the reporting period, then: 1 FTE = 520 hrs for that reporting period

Jobs > Numeric Data (FTEs) FTEs: What counts? Do Count • All Recovery Act-funded hours: • Worked in positions directly funded with Recovery Act dollars or that will be reimbursed using Recovery Act dollars. • Worked by compensated employees working in the US or its “outlying areas.” • Worked by employees of the recipient or subrecipient, including personnel hired through a 3rd party (e.g., staffing or temp agency). • Compensated paid leave (PTO, vacation/sick leave, etc.). • Compensated overtime. • Worked on or after the award date. Don’t Count • Support Positions: Positions that are not directly funded by the Recovery Act but are necessary to support the corresponding increase in activity (e.g., accounting or HR staff funded through indirect). • Indirect/Induced Jobs: Retail transactions and contracts with service providers that do not require dedicated personnel.

Jobs > Numeric Data (FTEs) Calculating Created and Retained Jobs OJP jobs calculator available at http://ojp.usdoj.gov/recovery/recipientreporting.htm • Allows recipients and subrecipients to calculate and track jobs created and retained throughout life of grant. • The following slides use the calculator to illustrate how to calculate and report created and retained jobs.

Jobs > Numeric Data (FTEs) DOJ Recovery Act Jobs Calculator Available at: http://ojp.usdoj.gov/recovery/recipientreporting.htm

$ State Agency X Program Administrator Jobs > Numeric Data (FTEs) Award Date: October 1, 2009 Start Date: October 18, 2009 Police Officer Start Date: October 20, 2009

$ State Agency X Program Administrator A Jobs > Numeric Data (FTEs) Award Date: October 15, 2009 Award Date: October 1, 2009 Start Date: October 18, 2009 Police Officer Start Date: October 20, 2009

$ State Agency X Program Administrator A Jobs > Numeric Data (FTEs) Award Date: October 15, 2009 + OT Award Date: October 1, 2009 Start Date: October 18, 2009 Police Officer Start Date: October 20, 2009

Total Jobs Impact for Life of Grant

The American Recovery & Reinvestment Act