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09232010_Recipient Reporting Webinar QA_Recipient 1 SEPTEMBER 23, 2010 WEBINAR Q&A RD Recipients 1. Is the window for filing straight calendar days, irrespective of weekends or Federal holidays? a. Yes, because the site is available on a 24 hours basis. 2. Does the reporting clock begin when you receive funding or when you received the award letter? Where can one receive assistance? a. Reporting clock starts when you get the award letter, i.e.: if award letter is 9-25-2010, you must report in the next reporting period effective October 1-10 for your input. TA (Technical Assistance) providers can help you meet the deadlines. TA providers include National Rural Water or RCAP (Rural Community Assistance Partnerships). In addition one may turn to local Rural Development (RD) staff and training materials available at: http://www.rurdev.usda.gov/recovery.html . For the Broadband Initiatives Program (BIP), the date you should use as your “award date” is the date you signed the award letter from USDA. 3. If a recipient holds pin # from federalreporting.gov (FR.gov) is their CCR status fine? How to determine CCR is up to date? Where do you check to see if the CCR registration is still valid or expired? a. FR.gov pin serves as unique identifier. It would be fair to assume that if one is successful in obtaining the FR pin one should be setup properly in CCR. One can ensure that one’s CCR is up to date by logging into the CCR page (https://www.bpn.gov/ccr/default.aspx) and directing yourself to the management page. One should be notified if CCR registration is about to expire, but please review your status. 4. Could you provide an example of a sub-recipient? What are recipient report requirements? a. There are sub recipients in all programs with the exception of the Broadband (BIP) program. If a municipality for example is awarded, engineers and others may be sub recipients but usually they will be 09232010_Recipient Reporting Webinar QA_Recipient 2 SEPTEMBER 23, 2010 WEBINAR Q&A RD Recipients vendors. This depends on the contractual arrangement between the recipient and engineers. Material suppliers for prime contractors, i.e. water pipe for water line project, are considered vendors. Requirements may be found on excel template and below: Recipient Report Instructions Instructions: You are submitting a report for a Contract award. Instruction Required Worksheets If you are a Prime Recipient who is submitting a Prime Recipient report or reports on behalf of your Sub Recipient, you must fill out these worksheets (see the tabs at the bottom of the screen): Sub Recipients If you are a Prime Recipient who is not submitting a report or reports on behalf of your Sub Recipient, you must fill out these worksheets (see the tabs at the bottom of the screen): Prime Recipient If you are a Sub Recipient who is submitting a report, you must fill out these worksheets (see the tabs at the bottom of the screen). NOTE: For Sub Recipient reporting for self, the DUNS numbers populated in the "Sub Recipient DUNS Number" field on the "Sub Recipients" tab must all be the same regardless of the Sub Award Numbers. Sub Recipients Note: If entering Sub Recipients in your report, you must enter one Sub Recipient Award per numbered row. Do not leave a blank row between entries. 5. Is the 1512 Form the actual reporting form? a. 1512 is the guidance within the American Reinvestment and Recovery Act (ARRA), while the ARRA Infrastructure certification form is from Section 1511 of ARRA. The requirement is to report in the FederalReporting.gov system. Please reference to the user guide: https://www.federalreporting.gov/federalreporting/downloads.do#docs 09232010_Recipient Reporting Webinar QA_Recipient 3 SEPTEMBER 23, 2010 WEBINAR Q&A RD Recipients 6. Can more than one person use the FRPIN? Does it have to one person submitting to FR.gov? Can you have multiple users? How do you receive it? Do you need FRPIN before you receive an award? a. FR Pin should only be used by the person registered. There can be multiple FRPINs issued to a company/organization based on the CCR/DUNS combination of the ARRA award. There is a requirement to enter a name and email, thus if the one is notified with any agency comments the person should be available to respond. You should receive your FRPIN via email notification following filling the required information on FR.gov and following acceptance of your FRPIN. No you do not need FRPIN before you receive an award, but you do require an FRPIN in order to report. There are time considerations to keep in mind. We emphasize starting the process now. Please refer to Chapter Three of the user guide for all FR Pin# inquiries: https://www.federalreporting.gov/federalreporting/documentation/FR- Gov%20User%20Guide%20Chapter%203%20FederalReportingPIN.pdf 7. If we received the letter on September 30th or right before, would we still have to file the report for October? a. Yes, please get CCR Registration completed and attain a FR.gov Pin # now 8. We must report for vendors on their "direct job impacts" Do we report these only if they are paid directly by Recovery Act Funds, i.e. new, hourly professional services? Or do we report existing employees that are now partially paid by Recovery funds through a vendor? Or, if a vendor hires a new employee that spends 10% of his time, do we report that? a. All job reporting is in hours worked, to equate the number of full time employees. Job’s created statistics are calculated for each quarter and do not carry over quarter to quarter. OMB M10-08 is a resource for guidance, section 5.2: http://www.whitehouse.gov/sites/default/files/omb/assets/memorand a_2010/m10-08.pdf 9. Between Oct 1st and 10th what do recipients need to report? a. Please refer to the Chapter 6 of the User Guide: https://www.federalreporting.gov/federalreporting/documentation/FR 09232010_Recipient Reporting Webinar QA_Recipient 4 SEPTEMBER 23, 2010 WEBINAR Q&A RD Recipients - Gov%20User%20Guide%20Chapter%206%20Reporting%20Overview%2 0for%20First-Time%20Reporters.pdf 10. We registered with FR.gov and received our FRPIN for a BIP award. We were awarded a BTOP award recently; will it be the same FRPIN? a. It depends on whether or not the CCR and DUNS registered under the FRPIN are the same for each award. If they are, then the FRPIN may be the same. If not, then the recipient must register for another FRPIN. 11. If BIP agreement awarded but not executed, are they still required to file. Is it Award Date or Obligation Date? a. This definition may differ program to program. For BIP, we note the obligation date however, we recommend that the recipient utilize the date they signed the Concurrence letter for the ARRA award as the award date in their report. If expect to receive ARRA funding (BIP or otherwise) we would encourage to submit a report. 12. Can you only use the copy forward function after October 1st or can you copy forward now and get started on your report, so all you have to do is submit on come October 1st? a. The copy forward function can only be used for those that have filed a report in the immediate previous cycle (in this case July), and are now filing a second report on same award. One could make a draft prior to Oct 1st submission for use. 13. If applicant has not decided to accept a BIP award do they need to report? a. You are required to report once we receive your acceptance letter, even though you may have not signed further loan or grant documentation. As per current guidance 100% of BIP recipients have responded via an acceptance letter. 14. It has been a year and our CCR is expiring soon. Once we renew do we receive a new FR Pin#? 09232010_Recipient Reporting Webinar QA_Recipient 5 SEPTEMBER 23, 2010 WEBINAR Q&A RD Recipients a. No. The expiration is there to resubmit information. Please call the Helpdesk regarding the FR Pin to verify, once renewal of CCR complete. 15. How do we replace responsible parties if they have left our company or organization? a. Contact the Helpdesk to let them know if you have a change in personnel and designate a new responsible party related to your FRPIN. Or the Recipient reporting POC in your organization can delete the user and a new user may register for a login and request an FRPIN. 16. In the case of those who applied as co-applicants would both parties be required to report as they have different DUNS numbers? Would they have separate FRPIN’s? a. This guidance is for Broadband only (BIP). One must be assigned as the primary. That one applicant will be the official reporter and designated as the Prime recipient. There would be no need for separate FRPIN, as only the primary would have the obligation to report. The co-applicants decide among themselves who will perform the activities as the Primary recipient. 17. Is our POC for RD different than our GFR? a. For Broadband recipients (BIP), General Field Representatives (CFR) are first tier point of contacts and have the closest relationship with recipients. This is followed by Joseph Sorresso (Joseph.Sorresso@one.usda.gov) and Rachel Beattie (Rachel.Beattie@wdc.usda.gov) in the National Office. 18. Our organization has been around for 50 years and has many departments, so I'm not sure if we already have FRPIN. If I start to request one, will the site alert me that my organization already has one? a. FederalReporting.gov should inform if a FRPIN exists under a particular user login because it is based on DUNS and CCR registration. The recipient’s Recipient Reporting POC designated within FederalReporting.gov would be able to determine who within the 09232010_Recipient Reporting Webinar QA_Recipient 6 SEPTEMBER 23, 2010 WEBINAR Q&A RD Recipients organization already has an FRPIN. If this your first award then your organization most likely does not have one. 19. If an applicant is using interim financing it is still counted as money spent? a. Interim financing should be recorded as if spending ARRA funds. 20. Could you provide further guidance on job creation or money spent? a. Definitions of jobs considered to be created or retained: A job created is a new position created and filled, or an existing unfilled position that is filled, that is funded by the Recovery Act A job retained is an existing position that is now funded by the Recovery Act Using the definitions above, recipients must estimate the total number of jobs that were funded in the quarter by the Recovery Act. A funded job is defined as one in which the wages or salaries are either paid for or will be reimbursed with Recovery Act funding. (Link: http://www.whitehouse.gov/sites/default/files/omb/assets/memoranda_2010/m10 -08.pdf) 21. Should pre award expenses be reported with initial report or subsequent report after work has commenced? a. Report what was incurred within the quarter they occurred. 22. Compensations of executive officers are requested on the bottom of the Excel reporting template. Why is it relevant as it is confidential and unrelated to ARRA expenditures? a. Legislative requirement, you have already put it in CCR, which is tied to a narrow set of circumstances. Cell B-69 of the MS Excel template gives conditions. Please also refer to the FederalReporting.gov Data Dictionary (under the Downloads section) for further definitions related to Highly Compensated officers. 09232010_Recipient Reporting Webinar QA_Recipient 7 SEPTEMBER 23, 2010 WEBINAR Q&A RD Recipients 23. Will you have an additional webinar for the RUS BCAS due by the 30th of the month following the end of the quarter for BIP Awardees? Is the Financial Information that is required to be submitted for the Project Only, or Company Wide Financials? a. Yes, additional webinars coming. The reporting a little different for the BCAS Interim financing, but should be recorded as if spending ARRA funds. The actual date they need to report is the quarter after the receipt of the loan. There will also be a BCAS overview presentation provided at the BIP Post-award workshop from September 28- September 30th. 24. Is there a deadline to return the funding? a. If the recipient received the award and returned the funding within the same reporting quarter, then the recipient never filed a report for the award. Please communicate with your RD Staff who will communicate with the RD Recipient Reporting team at the national office. If however the recipient has reported in previous quarters, and then a full de- obligation occurred, a final report needs to be filed by the recipient in the respective reporting quarter. The State RD staff or GFR must coordinate with the RD Recipient Reporting team to ensure that the RD Master List is updated.
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