ARRA Section 1512 Quarterly Reports Continuous Corrections Period
Central Contractor Registration—Annual Renewal
February 7, 2012
TO THE ADMINISTRATOR ADDRESSED:
SUBJECT: 1) American Recovery and Reinvestment Act of 2009 (ARRA) Section 1512 Quarterly Reporting Continuous Corrections Period—February 7, 2012, through March 2, 2012
- Reporting FTEs for ARRA Grants
2) Central Contractor Registration (CCR)—Annual Renewal
3) Enforcement Actions Related to ARRA Requirements
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, 2011, and to remind LEAs of the importance of renewing their Central Contractor Registration (CCR).
A continuous corrections period for ARRA Section 1512 Quarterly Reports is provided by the Texas Education Agency (TEA) approximately five weeks after the end of each reporting quarter.
- ARRA Section 1512 Quarterly Reporting Continuous Corrections Period
February 7, 2012 through March 2, 2012
On Tuesday, February 7, 2012, TEA opened the expenditure reporting (ER) system to allow corrections to ARRA Section 1512 Quarterly Reports submitted for the quarter ending December 31, 2011. The continuous corrections period will close Friday, March 2, 2012, at 5:00 p.m. 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, 2011. 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, 2011. All corrections must be submitted by 5:00 p.m. Central Time, Friday, March 2, 2012.
a) Final Report
TEA has modified its ER system to accommodate the submission of final reports. Beginning with the quarter ending September 30, 2011, the ARRA Section 1512 Quarterly Reports included a field in which the LEA could indicate that its report was final. A project is considered “final” for ARRA reporting purposes when all of the following requirements are met:
- There are no further ARRA expenditures for the associated award.
- All expended ARRA funds associated with the award have been invoiced and received.
- No additional jobs will be funded.
- The project status is complete per TEA requirements and/or performance measures.
Additionally, in instances in which the final subrecipient expenditures listed on the report are less than the total award amount, the LEA must explain why the final amount in the “Total Expended Amount” field does not equal the total award amount.
Provided that an LEA meets all of the above requirements for a particular grant, this final report will be the last ARRA Section 1512 quarterly report the LEA will be required to submit for that grant. Please note that if there are mistakes in the final report, the LEA will be required to correct the final report during the subsequent ARRA Section 1512 continuous corrections period.
b) Reporting Full-time Equivalents (FTEs) for ARRA Grants
Information on reporting FTEs can be found on TEA’s website on the ARRA—Archived News and Announcements webpage at http://www.tea.state.tx.us/index4.aspx?id=5285&menu_id=934 under the 12/21/2009 heading.
Additional TEA guidance on ARRA Quarterly Reporting is available on TEA’s ARRA Section 1512 Report website at http://www.tea.state.tx.us/index4.aspx?id=7860&menu_id=934&menu_id2=941.
- 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 their CCR is current and corresponds to any 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. Upon receiving the new expiration date from the CCR system, please remember to update that information in the ARRA Section 1512 Quarterly Reports through TEA’s ER system, as these two systems are not connected and the update will not happen automatically. LEAs may only update their CCR information in ER when ER is open following a reporting quarter or during the continuous corrections period following a reporting quarter. Information on CCR, including renewals, is available online at https://www.bpn.gov/ccr/default.aspx.
TEA will continue to monitor ARRA grantees’ CCR expiration dates through the ARRA Section 1512 Quarterly Reports.
- Enforcement Actions Related to ARRA Requirements
TEA will continue to monitor LEA compliance with 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:
- Temporarily withhold cash payments pending correction of the deficiency, or more severe enforcement action
- Disallow all or part of the cost of an activity or action not in compliance
- Wholly or partly suspend or terminate the current award
- Withhold further awards for the program
- Take other remedies that may be legally available
For additional assistance with ARRA Section 1512 quarterly reporting requirements or individual ARRA grants, please contact the following:
ARRA Section 1512 quarterly reporting information, including continuous corrections period timelines, is announced on the recent news and announcements section of TEA’s website at http://www.tea.state.tx.us/index2.aspx?id=4570&menu_id=934&menu_id=941 and through the ARRA Stimulus listserv, which an LEA can join by registering online at http://miller.tea.state.tx.us/cgi-bin/wa?SUBED2=name&A=1&L=ARRA-stimulus&b.x=36&b.y=13.
Nora Ibáñez Hancock, EdD
Office for Grants and Fiscal Compliance