The purpose of this letter is to inform local educational agencies (LEAs) of the deadline for ARRA Section 1512 Quarterly Reports for the current reporting period and to provide additional guidance regarding ARRA reporting requirements.
ARRA Section 1512 Quarterly Reports Due January 5, 2013
ARRA Section 1512 Quarterly Reports for the October 1, 2012, through December 31, 2012, reporting period are due from LEAs receiving ARRA funds distributed by the Texas Education Agency (TEA) for the following grant programs:
- Education Jobs Fund (Ed Jobs) Grant
- ARRA Title I, School Improvement Grant (SIG) (Texas Title I Priority Schools) as applicable if the grantee’s Notice of Grant Award (NOGA) identifies ARRA SIG funding
The reports must be submitted to TEA by 5:00 p.m. Central Time, January 5, 2013.In order to help LEAs meet the reporting deadline, TEA will open the Expenditure Reporting (ER) system for ARRA Section 1512 Quarterly Reports on Monday, December 10, 2012. The ER system will close at 5:00 p.m. Central Time, January 5, 2013.
Please see Attachment 1 for additional information about reporting requirements.
New System for Central Contractor Registration (CCR) Annual Renewal
The ARRA Section 1512 Quarterly Reports include a field for the LEA’s CCR expiration date. LEAs that are ARRA grantees are required to register with CCR and receive a Commercial and Government Entity (CAGE) code.
Effective July 29, 2012, the System for Award Management (SAM) combined the federal procurement systems and the Catalog of Federal Domestic Assistance into one new system. The consolidation of SAM includes the functionality from the CCR system. Your LEA will be required to create an account in SAM. Please see Attachment 2 for detailed information.
Expenditure Reimbursement Requests
As described above, the ER system will open for ARRA Section 1512 quarterly reporting on December 10, 2012. Please plan accordingly in order to meet the quarterly reporting deadline. Please note that quarterly reports submitted close to the end of the reporting period may affect expenditure reimbursement requests. For example, if an LEA certifies and submits an ARRA Section 1512 Quarterly Report two to three business days before the end of the reporting period, the ER system will prevent the submission of any reimbursement requests for that NOGA until the reporting period has ended (January 1, 2013). This is done so that no outstanding reimbursement requests will affect the data quality of the ARRA Section 1512 Quarterly Report.
Additionally, if an LEA submits an ARRA Section 1512 Quarterly Report , and then needs to submit an additional expenditure reimbursement report for December 2012, the LEA must do the following:
- Un-certify the report.
- Enter the expenditure reimbursement request in ER.
- Wait for the request to reach “Paid/Processed” status in ER, which may take two to three business days.
- Re-certify and submit the quarterly report before 5:00 p.m. on January 5, 2013.
LEAs should also note that expenditure reimbursements are only captured in the ARRA Section 1512 Quarterly Report when they have been completely processed in ER and paid to the grantee. Reimbursement requests submitted within the last few days of the quarter may not be reflected in the report.
TEA will continue to monitor ARRA grantees’ compliance with ARRA Section 1512 quarterly reporting requirements and annual renewal of CCR registration in SAM.
Pursuant to the provisions of the Code of Federal Regulations (CFR) Title 34, §80.43, if a grantee materially fails to comply with any term of an award, 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 that is 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
Resources and Assistance
For additional assistance with ARRA Section 1512 quarterly reporting requirements or individual ARRA grants, please contact the following:
ARRA Section 1512 Resources
TEA guidance on ARRA Quarterly Reporting is available on TEA’s website.
ARRA Section 1512 reporting information is announced on TEA’s website at Recent News and Announcements and through the ARRA Stimulus listserv.
Thank you for your attention to this important matter.