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ARRA Recipient Reporting Requirements

The recipients of U.S. Department of Education Recovery Act financial assistance instructions and guidance for data reporting. The data reporting is in alliance with the American Recovery and Reinvestment Act of 2009 (ARRA) in Section 1512.

1) Before logging into the ADE ARRA Recipient Reporting Application, LEAs should ensure that they have followed all of the items below:

A. ARRA Assurances Form: ARRA sub-recipients that already submitted the FY 11 ARRA Assurances don’t need to submit any additional assurances for the fiscal year 2012.
If you are a brand new entity applying for and/or have been approved for any ARRA (American Recovery Act & Reinvestment) funding during FY 2012, please click here to download the required ARRA Assurance form.

B. Read the US Dept of Education (ED) ARRA Reporting Guidance  ARRA Reporting Tip Sheets for Elementary and Secondary Programs and for Special Education Programs at http://www.ed.gov/policy/gen/leg/recovery/section-1512.html

        (The ED Guidance defines ARRA Recipients as State Agencies and Sub-Recipients as School Districts. It also clarifies and provides examples of Vendors. The ED Program Tip Sheets explain how Activities are to be reported as well as other data in the ARRA Quarterly Reporting.)

C. If your entity doesn’t have a DUNS number, Register for a DUNS number at http://fedgov.dnb.com/webform
      Dun & Bradstreet (D&B) provides a D-U-N-S Number, a unique nine digit identification number, for each physical location of your business. D-U-N-S Number assignment is FREE for all businesses required to register with the US Federal government for contracts or grants. 

D. If you have a registered DUNS number, check to see if you have already registered  at the Central Contract Registry (CCR) at https://www.bpn.gov/ccr/default.aspx

E. Arizona Congressional Districts by Zip Codes

2) About ARRA Recipient Reporting Module

A. ARRA Recipient Reporting Module can be found under Common Logon. If a user does not have access to the module, please contact the Grants Management Office.

B. ARRA Recipient Reporting Quarterly Submission Schedule

FY 2011(Calendar Year) Reporting Period Report Due Date Modification to the submitted Qtr Data
1st Calendar Quarter 01/01/11 – 03/31/11 03/25/11 – 04/05/11 04/06/11 – 06/01/11
2nd Calendar Quarter 04/01/11 – 06/30/11 07/01/11 – 07/12/11 07/18/11 – 09/01/11
3rd Calendar Quarter 07/01/11 – 09/30/11 09/15/11- 10/3/11  10/17/11 – 11/25/11
4th Calendar Quarter 10/01/11 -12/31/11 12/12/11 – 01/03/12  1/23/2012 – 2/29/2012

 

FY 2012(Calendar Year) Reporting Period Report Due Date Modification to the submitted Qtr Data
1st Calendar Quarter 01/01/12 – 03/31/12 03/28/12 – 04/03/12  04/17/12 – 05/31/12
2nd Calendar Quarter 04/01/12 – 06/30/12    
3rd Calendar Quarter 07/01/12 – 09/30/12    
4th Calendar Quarter 10/01/12 -12/31/12    

C. Which LEAs should submit quarterly data using ARRA Recipient Reporting Application? : 
Any LEAs that currently have any of the following approved projects under Grants
Management Enterprise website and received / expended grant monies during each reporting period.

 D. My project ended on 09/30/2011 but received a final payment during the 1st quarter of FY 2012. What do I need to report?ARRA Recipient Reporting Application is based on payments you received from ADE and expenditure occurred during the reporting quarter. Therefore, if you received any Completion Report closing payment, you should report those expenditure during the 1st Calendar Quarter. Please only report vendor information since jobs saved and created didn’t occur during the reporting period.

E. Why do I need to register for CCR and DUNS number?
The expenditure data we submit each quarter will be sent to USSpending.Gov to track each state’s spending. Without the accurate DUNS number and CCR registration, the Federal Government cannot recognize you as ADE’s sub-recipient.

F. Is there any special Grant Close Out Requirements?
 Yes, please refer to the following table for its grant close out requirement.

Grant name Grant monies obligated by Completion Report Due
*Adult Education IBEST-ARRA 06/30/2011 9/28/2011
* Funds must be drawn down and expended by 6/30/2011. There will be no CR close out payment.
ARRA Education Jobs Fund 07/31/2012 See Memo
School Improvement Grant – ARRA Year 1 (FY 12 SIG Tier 1 Year 2 Cohort 1 ARRA) 09/30/2013 See Memo
ARRA Education Stabilization Fund – Fall 06/30/2011 9/28/2011
ARRA EETT 21st Century Classrooms *09/30/2011 11/15/2011
ARRA EETT Statewide Ed Tech Standard Support *09/30/2011 11/15/2011
ARRA Enhancing Education Through Technology Title II-D *9/30/2011 11/15/2011
ARRA IDEA Grant *9/30/2011 11/15/2011
ARRA IDEA Preschool *9/30/2011 11/15/2011
ARRA McKinney-Vento Renewal Grant *9/30/2011 11/15/2011
ARRA Parent Education Statewide Specialist *9/30/2011 11/15/2011
ARRA Title I grant *9/30/2011 11/15/2011
ARRA Title I School Improvement Family & Community Engagement Grant *9/30/2011 11/15/2011
ARRA Title I Continuation – Summer School *9/30/2011 11/15/2011
ARRA Title I Part D Subpart 2 LEA Delinquent Grant *9/30/2011 11/15/2011
SIG Tier I Year 2 Cohort 1 ARRA  09/30/2013  
National Institute For School Leadership (NISL) ARRA    

              * LEA can obligate these funds by 9/30/2011 if the project end date is set to 9/30/2011.
             * In order to provide ample time for ADE accounting to process the final CR close out payment prior to its grant expiration date, we are requesting LEAs to submit a completion report by 11/15/2011 or ASAP.Completion Report will be available online a day after your project end date. (Project End 09/30/2011. Completion Report will be available on 10/1/2011)

G. You said I can be obligated funds by the project end date. How can I submit expenditures for these obligated funds but it will be encumbered during the encumbrance period ? Answer – ARRA Recipient Reporting is based on the payment and expenditure actually occurredduring the each calendar quarter. Any grant monies you are currently obligating should be reported during the 4th Quarter  when you actually receive a payment from ADE.

H. Who should submit ARRA Recipient Reporting Data? Data should be submitted at the district level / charter holder level not individual school level. Data submission is normally done by holder level financial department.

4) What kind of data LEA is responsible of submitting for each quarter

A. Check your ARRA grant account to see if you have received payments and you have expenditure during the reporting quarter.
B. If  A  is “Yes”, please write down your project number.
C. Log into Common Logon then select ARRA Recipient Reporting Application. (If you do not see ARRA Recipient Reporting under Common Logon Application Menu, please contact the ADE Grants Office at 602-542-3470 or GrantsManagementGroup@azed.gov)

D. ARRA Home Page – Verify your entity information. If you need to make any correction, click on Edit button to make the correction. Click on Subward(s) Information for data submission.

E. SubAward(s) Information: Check your expenditures occurred during the ARRA reporting period then find a grant you would need to report. If you are not sure which one is FY 10 or FY 11 grant, look at your sub award number (The first two digits of the sub-award number indicate Fiscal Year). Please check to see if you expended monies on Jobs (paying your staff) or Vendors.

         Q: I have an ARRAA grant but didn’t spend any monies during the reporting quarter, do I need to do anything? No, you are only reporting a grant that have any expenditure during the reporting period. 

  F. Edit Jobs – If you expended on Salaries during the reporting period, enter your data for either jobs created or jobs saved.  You are entering FTE value (just numeric number with one digit decimal allowed) using the calculation below. Once you enter FTE information, click update. By clicking an update button, you just saved and set data to ADE.

                      Job calculation = Number of hours worked / 520 hours

  * Number of hours worked : Number of hours worked by all employees who were paid with the ARRA grant monies during the reporting period.    

 * 520 hours: 520 hours is an example of a regular full time employee working 8 hours a day and 5 days a week for one quarter. Based on your business days and hours worked if you hire a full time employee, this number might be increased or decreased.

F. Vendor  : Required-fields for Vendor Info are Vendor Name, Vendor’s 5 digit zip code and 4 digit extension, acculumated  total   payment amount for this reporting quarter, payment date (can be today’s date if you have made multiple payments), and description. 

           What is the difference between a sub recipient and a vendor?
         The key difference between a sub-recipient and a vendor is that sub-recipient activities directly execute the mission, whereas vendors    provide products or services that indirectly support the mission.
         Vendor:A dealer, distributor, merchant, or other seller providing goods or services for a federal program. Prime-recipients (ADE) and sub-recipients(LEAs) may purchase goods or services needed to carry out the project or program from vendors. www.recovery.wa.gov/glossary.asp

 

Q: I used the drop down list of the existing vendors I previously used for different grants. When I complete the description, all of grants that used this vendor has the same description. What should I do? Instead of using the drop down menu, you can type a vendor name a little bit differently. However, vendor zip code + 5 digits must be the same. Then the system will save the same vendor for each grant with each grant vendor description.

 G. After submitting data, Please go back to ARRA Recipient Home page (step D) and print a copy of your report.

5) Reference Links