Grant Reimbursement Application (GRA) & ARRA Funding Requests

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 won’t 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/webform/displayHomePage.do • To obtain a DUNS number, you will need: • Your organization’s name and address and the year it started • Your district’s Superintendent or CEO equivalent’s 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 vendor’s EIN number • The vendor’s DUNS number OR the vendor’s 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 you’re currently making. Do not include hours saved or created by funds already reimbursed

18. Example: ARRA Funding Request for Salaries

20. 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)

22. Example: ARRA Funding Request for Purchased Services

30. Example: Submitting your ARRA Fund Request

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 M&O 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@sde.idaho.gov • Regarding the application and its use: • Brandon Phillips (208) 332-6867 bcphillips@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?