Grant Reimbursement Application

1
Grant Reimbursement Application ARRA Funds
Request Application

• Welcome!
• The training will begin shortly.
• Please select thumbs up if youve used Idaho Live
  before

2
IMPORTANT NOTE

• This presentation is being recorded for those who
  could not attend.
• This will not record private chat messages, but
  will record any audio or public chat messages.

3
Audio Check

• If you can hear the presenter
• if you cannot hear the presenter

4
Cant hear or be heard?
If youre having trouble hearing or being heard,
click on the telephone icon and a phone number
will come up with a pin number. Please keep this
window open so you can also see the
presentation. Be sure to press mute on your
phone when not speaking.
Telephone audio option
5
Asking Questions
Use the hand raise button
The palm is the raised hand in a classroom,
this is how to obtain the presenters
attention to ask a question, make a comment, etc
6
Answering Questions
Yes/ No Indicators Check Mark indicates a
positive or yes response X indicates a negative
or no response. Use the raise hand button
to answer a question that is not yes or no.
7
Communicating
When using the talk button, state your name
first. Hold down the talk button for 2 seconds
when finished speaking.

• To Speak
• Click and hold TALK button
• or
• Press and hold CTRL key on keyboard

• This is the area where you can text the presenter
  and/or the entire group.
• Public Chat
• Private Chat
• Pause/ Play Chat

8
Express your Feelings
Selecting an emoticon to express feelings
- Close Menu
- Away
- Approve
- Disapprove
- Surprised
- Confused
- Applause
- Laughing

• Speaker speed up

• Speaker slow down

9
Questions on Idaho Live?

• If you have questions now or later on, please
  push the raise hand button.

10
Focus

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

11
Breakout of Funding Types
12
Reporting Timelines
13
State Stabilization ARRA Funding

• 145,733,000.00 or about 10 of the FY10 Public
  Schools Budget 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.

14
Changes to Previous Grant Payment Process

• Requests for ARRA and continuing funding must be
  submitted through the Grant Reimbursement
  Application (GRA)
• Advanced payments will no longer be paid, grants
  are now paid by reimbursement only because of the
  requirements of the Cash Management Improvement
  Act.
• Requests can be submitted as funds are spent
  instead of quarterly
• Payments will be made bi-weekly instead of
  monthly or quarterly.

15
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 Oct
  1st and May 14th.

16
Application Training
17
Funding Flow (ARRA)
18
Information Needed to Prepare a Request

• IFARMS Data
• Supporting Invoices
• Vendor Information
• Job Creation Estimates
• District DUNS Number

19
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 of 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

20
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 click Registration.
• Please use your official district/school issued
  e-mail address

21
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 you would other not
  have 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
• Also count up the number of individual vendors in
  each categories' request

22
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

23
Getting Ready to Submit ARRA Requests (Cont)

• For reimbursement of wages and benefits
• 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.

24
(No Transcript)
25
(No Transcript)
26
ARRA Activities

• All ARRA funds must be reimbursed by activities
• 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

27
Example

• ARRA Funding Request for Salaries

28
(No Transcript)
29
(No Transcript)
30
Example

• ARRA Funding Request for Purchased Services

31
(No Transcript)
32
(No Transcript)
33
(No Transcript)
34
(No Transcript)
35
(No Transcript)
36
(No Transcript)
37
(No Transcript)
38
Example

• Submitting your ARRA Fund Request

39
(No Transcript)
40
(No Transcript)
41
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 Oct
  1st and May 14th.

42
Frequency

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

43
Final Thoughts

• If you have not obtained a DUNS number already,
  you should request on ASAP to be able to submit
  by the September 15th State Stabilization ARRA
  funding deadline.
• Remember to complete your last 4th Qtr Cash
  Balance Report

44
Future Presentations

• Part of IBEDs trainings
• Sep 2nd Mid Town Meeting Center, Coeur dAlene
• Sep 3rd Lewiston District Office, Lewiston
• Sep 4th Barbara Morgan Elementary, McCall
• Sep 9th Blackfoot Performing Arts Center,
  Blackfoot
• Sep 10th Pocatello District Office, Pocatello
• Sep 11th Vera OLeary Jr. High School, Twin Falls
• Sep 14th 15th State Department of Education,
  Boise

45
Who Do I Contact with Questions?

• Regarding ARRA/Stabilization general reporting
  requirements
• Louie Konkol [phone] ldkonkol_at_sde.idaho.gov
  
• Regarding the application and its use
• Brandon Phillips [phone]
  bcphillips_at_sde.idaho.gov
• Regarding specific grant questions
• Contact the appropriate Grant Coordinator

46
Questions?