CDBG-R 1512 Reporting

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CDBG-R 1512 Reporting

• Requirements and Documentation

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What is 1512 Reporting?

• 1512 refers to a section of the Recovery Act of
  2009 that requires certain data be reported on a
  quarterly basis to the federal government.
• DCA is required to report a narrative of progress
  and of job creation, overall of FTEs created,
  and vendor expenditures.
• This reported information is made available at
  Recovery.gov and can be seen by anyone.

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What to Document

• Expenditures all funds expended for the
  project.
• Jobs all hours worked on the project that were
  paid for with CDBG-R funds.

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How to Report

• Standard CDBG Quarterly Report
• ARRA Tabs
• Vendors
• Expenditures
• Jobs

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Expenditures

• Document all funds expended.
• Complete documentation must be included in
  drawdown requests.
• Expenditures are entered in online reporting
  system as well once payment has actually been
  made.
• Deadlines
• 15th of the last month of the calendar quarter
  enter all expenditures made during the quarter.

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Expenditures Drawdowns

• All funds drawn must be documented by invoices or
  pay requests.
• Submit invoices or pay requests by contracted
  administrators, prime contractors, or direct
  suppliers.
• All invoices are certified by grantee signatures
  on DCA draw request form.
• Pay requests for construction draws must also be
  certified by the contractor and the engineer.
• Draws will not be processed if this documentation
  is not complete.

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Expenditures Online Reporting

• Enter expenditure data for contractors who have
  received ARRA funds directly from the DCA grant
  recipient.
• For instance enter a prime contractor, but not
  sub-contractors or suppliers paid by that
  contractor.
• Enter date of payment and amount of payment.
• Report here once payments have actually been made.

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Jobs

• Document all hours worked for the project by
  submitting payrolls.
• Enter jobs data in online reporting system.
• Deadlines
• 15th of each month submit payrolls and enter
  jobs data for previous month.
• 15th of the last month of each calendar quarter
  enter estimated jobs data for the rest of the
  month.

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Jobs Payrolls - What

• Weekly payroll forms that provide backup
  documentation to support reported number of hours
  worked for the ARRA-funded project.
• Must be submitted at least monthly - can be more
  often if desired.
• Redact all personal information, including home
  addresses and Social Security Numbers (blacking
  out information is acceptable).
• Initial and date all payroll sheets.

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Jobs Payrolls - How

• DCA is setting up a fax number and an online
  upload site specifically for payrolls.
• Contact information will be posted on the website
  and will also be sent as a blast email to
  recipients and administrators.
• Can submit by mail to DCA, attention of Pam
  Truitt.
• Please do not email large files can shut down
  email boxes.

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Jobs Online Reporting

• All jobs directly funded by CDBG-R money.
• Specific
• Period starting and ending dates
• Hours in the workweek for the Vendor
• Total hours worked during the period
• Narrative description of job types for each
  Vendor
• Created/saved
• Permanent/temporary/seasonal
• Full-time/part-time

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Jobs FTE Calculation

• DCA will calculate FTEs for the 1512 report
• Determine ARRA-funded hours by prorating based on
  percent of project that is funded by CDBG-R (from
  leverage data provided in the application).
• Determine FTEs from ARRA-funded hours using HUD
  calculation

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Online Reporting Deadlines

• 15th of each month
• Submit payrolls and enter jobs data for previous
  month.
• 15th of the last month of each calendar quarter
• Enter all expenditures for the quarter.
• Enter estimated jobs data for the rest of the
  month.

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Online Reporting Deadlines

• Since all reporting is done online, information
  can be updated and corrected at any time.
• We encourage you to report frequently!
• Easier to catch any problems.
• Simplifies reporting burden.