PRIORITY AND TIME SENSITIVE: ARRA Monthly Reporting Changes
American Recovery and Reinvestment Act FY 2010 Monthly Reporting - Revised
INFORMATIONAL LETTER: 47
POLICY CODE: LG/EF
TO: Superintendents of Schools, Business Managers
FROM: Susan A. Gendron, Commissioner
DATE: November 13, 2009
RE: PRIORITY AND TIME SENSITIVE: ARRA Monthly Reporting Changes
The Governor has requested that all State agencies provide monthly reporting of ARRA expenditures so that the State can be transparent on the expenditure of the ARRA funds.
This letter contains revised instructions on the monthly reporting requirements.
The Department of Education has developed a web-based reporting template to be completed by each school administrative unit (SAU) for each of the ARRA federal awards.The reporting template can be accessed at:
https://www.medms.maine.gov/MEDMS/MEDMS_Welcome.aspx />
After you enter your ID and Password, you will see “ARRA Data” at the top. If you cannot see the menu, please call the MEDMS Help Desk at 624-6896.
The ARRA reporting template should be completed by the 30th of each month and should contain all actual expenditures regardless of having received revenues or not. The purpose of this reporting is two-fold: for ARRA subsidy processing on a monthly basis as long as the SAU is in compliance with reports (the monthly report will be used to determine the amount of cash on hand for each school unit); and for reporting to the State and federal government.
For December 2009, please complete the reporting process by December 24, 2009.
The first three elements of the template – SAU, Federal Award and Month - have drop down lists to choose from. The SAU address, city, state and zip code will automatically be populated when you choose your SAU. You will then need to select whether your individual expenditures for each federal award for that month have been less that $25,000, or $25,000 or greater. If your expenditures are less than $25,000, you will indicate the number of expenditures and the total amount of those expenditures. For individual expenditures to an individual vendor that are $25,000 or greater, you will need to indicate the amount, a short description of the project, the vendor name and vendor zip code plus four or the vendor’s DUNS. You also need to report the jobs that you retained and/or the number of limited period positions you created. Jobs retained are defined as positions that you “pink slipped” or planned to “pink slip”, but were maintained because of ARRA funding that either directly pays or indirectly pays for that position by freeing up funds to retain that position. The limited period positions are defined as new positions that are funded for a period of the ARRA funding not to exceed September 30, 2011. To report these position(s), you need to select the greater than $25,000 field, fill in $25,000 for the amount field, the number of positions retained or created and describe how many of each position were retained or created in the description field (i.e., teachers, guidance personnel, support personnel). In order for MEDMS to populate the positions retained or created fields, the description field must be completed. The dollar amount filled in for positions retained will be ignored for reporting actual expenditures. The actual expenditures for the retained positions should be reported on the “under $25,000” tab, reporting the weekly/bi-weekly amount paid to the individual(s).
