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ARRA Section 1512 Quarterly Reports Continuous Corrections Period
Central Contractor Registration – Annual Renewal
ARRA Section 1511 Infrastructure Investment Reports
February 17, 2011
TO THE ADMINISTRATOR ADDRESSED:
The purpose of this letter is to inform local educational agencies (LEAs) of the continuous corrections period for ARRA Section 1512 Quarterly Reports for the quarter ending December 31, 2010, and to remind LEAs of the importance of renewing their Central Contractor Registration (CCR) and completing the required ARRA Section 1511 Infrastructure Investment Reports.
1) ARRA Section 1512 Quarterly Reporting Continuous Corrections Period – February 7 – March 4, 2011
On February 7, 2011, TEA opened the expenditure reporting system (ER) to allow corrections to ARRA Section 1512 Quarterly Reports submitted for the quarter ending December 31, 2010. The continuous corrections period will close March 4, 2011. This corrections period is provided to accommodate LEAs and fiscal agents that want to revise data in previously submitted reports for the quarter ending December 31, 2010. No action is necessary unless the LEA or fiscal agent has identified data that needs to be corrected. Revisions may only be made to data submitted for the period ending December 31, 2010. All corrections must be submitted by 5:00 p.m. Central Time, March 4, 2011.
a) Reporting Full-time Equivalents (FTEs) for ARRA Grants
A continuous corrections period for ARRA Section 1512 Quarterly Reports is provided approximately five weeks after the end of each reporting quarter. The opportunity to correct reports for the quarter ending December 31, 2010, is particularly important because the total number of FTEs reported was significantly higher than in prior quarters, which may indicate reporting errors. This quarter presented reporting challenges to LEAs for several reasons:
Please review the FTEs reported for both of the SFSF grants, and confirm that the numbers are accurate. If the LEA determines that the FTE information reported is incorrect, make changes during the continuous corrections period.
When reviewing the FTEs reported, consider that if all of the 2009-2010 SFSF funds were expended by September 30, 2010, the ARRA Section 1512 Quarterly Report for the quarter ending December 31, 2010, should not contain any FTEs or vendor payments. However, infrastructure investment expenses are cumulative and should be reported each quarter.
For additional information on reporting FTEs, attend TEA’s ARRA Section 1512 webinars and see the Information and Assistance section of this letter for available guidance and TEA staff contact information.
b) ARRA Section 1512 Webinars
TEA will conduct two webinars on the following dates to provide technical assistance on the ARRA Section 1512 quarterly reporting continuous corrections period process and to review ARRA Section 1512 reporting guidance.
Please register for the webinars at www.tea.state.tx.us/webinar.aspx.
Instructions for participation will be sent via email. The email will direct you to the webinar sign-up page and will provide instructions on audio settings so you can hear the webinar.
If you are not able to participate in the scheduled webinar, please access the posted webinars at: http://www.tea.state.tx.us/webinar.aspx.
2) Central Contractor Registration (CCR) – Annual Renewal
The ARRA Section 1512 Quarterly Reports include a field for the CCR expiration date. LEAs that are ARRA grantees are required to register with the CCR and receive a Commercial and Government Entity (CAGE) code.
ARRA grantees register with CCR only once, but they must renew and revalidate their registration at least every 12 months from the date they first registered to ensure that CCR is up to date and in sync with changes that may have been made to Data Universal Numbering System (DUNS) and Internal Revenue Service (IRS) information.
If an LEA does not renew its CCR registration every 12 months, the registration will expire. Failure to renew an expired CCR registration may impair an LEA’s ability to draw down ARRA grant funds in ER. Therefore, TEA strongly suggests that LEAs renew their CCR registration prior to the expiration date and enter the information into the ARRA Section 1512 Quarterly Reports. Information on CCR, including renewals, is available online at: https://www.bpn.gov.ccr/.
TEA will continue to monitor ARRA grantees’ CCR expiration dates through the ARRA Section 1512 Quarterly Reports.
3) ARRA Section 1511 Infrastructure Investment Reports
Grantees are permitted to use funds for infrastructure investments under three grant programs: ARRA IDEA-B Formula, ARRA IDEA-B Preschool, and ARRA SFSF. All LEAs with a NOGA for any of these ARRA grants programs, including 2010-2011 SFSF, must complete an ARRA Section 1511 Report in ER, even if the LEA has chosen not to use funds for infrastructure investments.
ARRA Section 1511 Reports can be submitted in ER any time after a NOGA is issued, but they must be submitted prior to drawing down funds for infrastructure investments. When completing the ARRA Section 1512 Quarterly Reports for these three grant programs, ensure that the ARRA Section 1511 Report for each NOGA has been completed, certified, and submitted. Additionally, confirm that the information in the ARRA Section 1511 Report is aligned with the information provided on infrastructure expenditures in the related ARRA Section 1512 Quarterly Report for each NOGA.
Please note that LEAs may use SFSF funds for modernization, renovation, or repair of public school facilities. However, LEAs are prohibited from using SFSF funds for payment of maintenance costs. (See Section 14003( b)(1) of ARRA.)
Enforcement Actions Related to ARRA Requirements
TEA will continue to monitor LEA compliance with ARRA Section 1511 certification requirements, ARRA Section 1512 quarterly reporting requirements, and annual renewal of CCR registration.
Pursuant to the provisions of the Code of Federal Regulations (CFR) Title 34, §80.43 and §74.62, if a grantee materially fails to comply with any term of an award, whether stated in a federal statute or regulation, an assurance in a grant application, or elsewhere, TEA may take one or more of the following enforcement actions as appropriate in the circumstances:
Information and Assistance
For additional assistance with ARRA Section 1512 quarterly reporting requirements or individual ARRA grants, please contact the following:
ARRA Section 1512 reporting information, including continuous corrections period timelines and upcoming webinars, is announced on TEA’s website at Recent News and Announcements (http://www.tea.state.tx.us/index2.aspx?id=4570&menu_id=934&menu_id2=941) and through the ARRA Stimulus listserv. (Join the ARRA Stimulus listserv, http://miller.tea.state.tx.us/cgi-bin/wa?SUBED2=name&A=1&L=ARRA-stimulus&b.x=36&b.y=13)
Ibáñez Hancock, Ed.D.
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