Invoice Tracking in Excel - PowerPoint

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					Section 1512 and Section 1609
          Reporting
 ARRA Purpose and Opportunities
• National Purpose:
  ARRA was enacted on February 17, 2009 and is
  intended to stimulate the Nation’s economy, create or
  save millions of jobs, and begin to address long-
  neglected challenges for the 21st century.
• The Act includes measures to modernize our nation's
  infrastructure, enhance energy independence, expand
  educational opportunities, preserve and improve
  affordable health care, provide tax relief, and protect
  those in greatest need.
         ARRA 1512 Reporting
• Total amount of funds received; and of that,
  the amount spent on projects and activities;
• A list of those projects and activities funded
  by name to include:
  – Description
  – Completion status
  – Estimates on jobs created or retained;
• Details on sub-awards and other payments.
         ARRA 1512 Reporting
• Payments made by prime recipients of Federal
  award dollars can be classified into two
  categories – (i) payments to sub-recipients
  and (ii) payments to vendors.*
• A sub-recipient is a non-Federal entity that
  expends Federal awards received from
  another entity to carry out a Federal program
  but does not include an individual who is a
  beneficiary of such a program.
          ARRA 1512 Reporting
• A vendor is defined as a dealer, distributor,
  merchant, or other seller providing goods or services
  that are required for the conduct of a Federal
  program.
• Prime recipients or sub-recipients may purchase
  goods or services needed to carry out the project or
  program from vendors.
• Vendors are not awarded funds by the same means
  as sub-recipients and are not subject to the terms
  and conditions of the Federal financial assistance
  award.
           ARRA 1512 Reporting
A vendor:
(1) Provides the goods and services within normal
   business operations;
(2) Provides similar goods or services to many different
   purchasers;
(3) Operates in a competitive environment;
(4) Provides goods or services that are ancillary to the
operation of the Federal program; and
(5) Is not subject to compliance requirements of the
   Federal program.
   ARRA Reporting Requirements
• A recipient is expected to report on sub-
  recipient activities but may delegate certain
  reporting responsibilities to sub-recipients.

• A recipient and sub-recipient are expected to
  include vendor and purchase information in
  the recipient’s quarterly reports, unless the
  recipient delegates this reporting to the sub-
  recipient.
                    Data Elements
•   Prime Recipient
•   Federal Funding Agency Name
•   Award identification
•   Recipient D-U-N-S
•   Parent D-U-N-S
•   Recipient CCR information
•   CFDA number, if applicable
•   Recipient account number
•   Project/grant period
•   Award type, date, description, and amount
                Data Elements
• Amount of Federal Recovery Act funds expended to
  projects/activities.
• Activity code and description
• Project description and status
• Job creation narrative and number
• Infrastructure expenditures and rationale, if
  applicable
• Recipient primary place of performance
• Recipient area of benefit
• Recipient officer names and compensation (Top 5)
• Total number and amount of small sub-awards; less
  than $25,000.
                   Data Elements
Recipient Vendor
• D-U-N-S or Name and zip code of Headquarters (HQ)
• Expenditure amount
• Expenditure description
Sub-Recipient (also referred to as FFATA Data Elements)
• Sub-recipient D-U-N-S
• Sub-recipient CCR information
• Sub-recipient type
                  Data Elements
•   Amount received by sub-recipient
•   Amount awarded to sub-recipient
•   Sub-award date
•   Sub-award period
•   Sub-recipient place of performance
•   Sub-recipient area of benefit
•   Sub-recipient officer names and compensation (Top
    5)
• Sub-Recipient Vendor
• D-U-N-S or Name and zip code of HQ
                ARRA Reporting
• ARRA recipients are required to report quarterly on job
  creation, compensation, and project details.
• The system for ARRA reporting is called
  www.FederalReporting.gov and registration begins on
  August 17, 2009.
• ARRA reports are due within 10 days after the end of
  the quarter (i.e., October 10th, January 10th, April 10th,
  and July 10th).
• The first report (October 10, 2009) should include all
  cumulative ARRA expenditures and activities since the
  date of grant award.
              Reporting Timeline

•   Day 1-10 – Recipients Report
•   Day 11 –Recipient Reports placed on public website
•   Day 11-21 Prime Recipient Data Review
•   Day 22 – Updated reports placed on public website
•   Day 22 -29 Agency Review
•   Day 30 – Reporting for Quarter ends- Public website
    reports
 ARRA Registration Procedure for Section
 1512 Reporting at FederalReporting .gov
  Registration Procedure
• Register online at www.FederalReporting.gov
  before the end of the quarter (preferably no
  less than 35 days prior to the end of the
  quarter).
• To register, recipients will need the following:
  – Dun and Bradstreet number (DUNS)
  – Central Contractor Registration (CCR)
  – Valid email address
 ARRA Registration Procedure for Section
 1512 Reporting at FederalReporting.gov
                 Step 1–
    You Need to have a DUNS Number
• If recipients do not have a DUNS number they
  will need to obtain one.
• Get New DUNS by Phone 866-705-5711,
  Option 4 -      or
• Use the online webform at
  http:fedgov.dnb.com/webform
  ARRA Registration for Section 1512
              Reporting
                          Step 2–
      You Need to be registered in the Central
             Contractor Registration (CCR)
• For CCR registration, go to www.ccr.gov
• To register, you will need:
  –   DUNS number
  –   Taxpayer or employer ID number (TIN or EIN)
  –   Statistical information about your business
  –   Electronic Funds Transfer information for invoice
      payment
         ARRA 1512 Reporting
• Specifically, sub-recipients are non-Federal
  entities that are awarded Recovery funding
  through a legal instrument from the prime
  recipient to support the performance of any
  portion of the substantive project or program
  for which the prime recipient received the
  Recovery funding. Additionally, the terms and
  conditions of the Federal award are carried
  forward to the sub-recipient.
 Need Help with CCR- Go to
https://www.bpn.gov/ccr/help.aspx
  Helpful CCR Resources Available
• The User’s Guide will walk you through the
  registration process, providing screen shots and
  links to find NAIC codes.
• Frequently Asked Questions provides detailed
  responses to the questions most often asked by
  registrants.
• Federal Service Desk (8am - 8pm Eastern Time)
  866-606-8220 – toll free
  334-206-7828 – charges applied to call
  ARRA Registration for Section 1512
              Reporting
                     Step 3 -
           You will need to Register at
                FederalReporting.gov
• The system for ARRA reporting is called
  www.FederalReporting.gov and registration
  begins on August 17, 2009.
• Training will be made available by
  FederalReporting gov.
    Resources for ARRA Section 1512
               Reporting
• Webinars - There are seven Web-based training sessions
  on ARRA and its reporting requirements. Each of the
  sessions includes an audio file and a PowerPoint
  presentation with screen shots and specific instructions for
  recipients and subrecipients. The Webinars are located at
  http://www..whitehouse.gov/Recovery/WebinarTrainingMa
  terials

• FAQs - Frequently Asked Questions (FAQs) are also
  available for recipient and subrecipients at
  www.whitehouse.gov/omb/recovery_faqs
Recipient Login Page
Recipient Login Page (2nd Half)
Federal Reporting Registration
        Confirmation
Federal Reporting Terms and
         Conditions
My User Account Page
Create a Report (Prime Recipient reporting
         Prime data and Sub data)
Enter Prime Recipient Data
Add Vendor Page
My Reports Page
View Report
View Sub Recipients
View Sub Recipient Detail
View Vendors
View Vendor Details
                    Ways To Report
• Online data entry in a Web browser
• Excel spreadsheet
  – Modifying the structure of the spreadsheet will risk non-
    compliance due to an invalid submission.
• Custom software system extract in XML
  – The supplemental materials to the OMB Guidance contain the data
    dictionary and XML schema needed for formatting and structuring the
    XML system extracts. Details about field constraints (elements used in
    drop down menus on the Web form, etc.) will be added to those
    materials and posted to www.FederalReporting.gov.
  – A service for validating the structure of XML extracts will be available
    on www.FederalReporting.gov prior to the submission period to
    ensure extracts are properly formatted. Recipients are strongly
    encouraged to test their report structures prior to the reporting
    period.
  Alternative Reporting Methods- MS-Excel XML
                 Bound Spreadsheet
• MS- Excel spreadsheet template will be
  available for download and report submission
• Spreadsheet will be “locked” to prevent
  modification of the structure
• Spreadsheet includes XML data bindings and
  must not be modified
• Modification of spreadsheet will likely produce
  XML that will not validate
• MS-Excel Spreadsheet may be stored offline
and submitted when complete.
Download Template (Ms-Excel or
        XML Schema)
  Over Arching Recommendations
• Register early
• Assemble as much necessary information
  ahead of time
• Plan internal review procedures in advance
• Identify key points of contact
• Clearly coordinate reporting/reviewing
  responsibility within your organization
• Read over the FAQs in advance
 ARRA Reporting Resources (continued)
• Recipients and subrecipients are strongly encouraged to
  familiarize themselves with these resources well in advance
  of the ARRA reporting deadline so that they can collect the
  relevant data elements in time for the October deadline.

• As administrators of www.FederalReporting.gov, OMB will
  provide technical support for users experiencing difficulty
  navigating the site.

• HUD does not have administrative access to the system and
  is unable to address technical questions about the system.
  ARRA Section 1512 Reporting Recap
• Register with www.FederalReporting.gov ASAP.
• Track ARRA expenditures and activities separately
  from other programs.
• A recipient is expected to report on subrecipient
  activities but may delegate certain reporting
  responsibilities to subrecipients.
• Reports are due within 10 days following the
  calendar quarter.
• The first report (October 10, 2009) should include
  cumulative expenditures and activities since the
  date of grant award.
    Section 1609 NEPA Reporting
• The system for filing Section 1609 NEPA Reports
  is HUD’s RAMPS system found at
  www.hud.gov/recovery under the “Reporting”
  tab.
• RAMPS Registration consists of HUD User
  Registration and Recipient User Registration
• Registration processes have been setup for
  – External User with HUD ID
  – External User with no HUD ID
  – Internal HUD User
              NEPA Reporting
• ARRA recipients that conduct their own
  environmental reviews must submit quarterly
  reports on the status of National Environmental
  Protection Act (NEPA) reviews.
• The system for NEPA reporting is called RAMPS
  and can be found on HUD’s recovery website at
  www.hud.gov/recovery and under the
  “Reporting” tab.
• Further guidance on registration and training for
  use of this system is forthcoming.
           RAMPS Registration
• HUD Program Admin
  – This user is responsible for creating and
    maintaining Groups, Users, and assigning Users to
    Groups.

  – Access to the Admin function is through the
    RAMPS Admin Tools Tab on the HUD Recovery
    Reporting Page.
RAMPS Reporting Page
   Admin Tools
  HUD Admin Recipient Group List
• Two list windows
  – Current recipient groups
  – Current users
• To create a group
  – Click the “Create New Group” button
  – The application will navigate to the Add Recipient
    Group Page
  – Enter Data elements required for the group
  HUD Admin Recipient Group List
• To search for a group
  – Use the search feature at the top of the recipient
    group list
  – Search by Group Name
• To edit a created group
  – Click the “Edit this Group” link in the column under
    the title “Actions”
• To view users in a group
  – Click the “View Users” link in the column under the
    title “Actions”
HUD Admin – Recipient Groups List
  HUD Admin – Add Recipient Group
               Page

• Add all required elements
• To match a Recipient Group to a set of awards
  – For program area level groups, select an
    associated Recovery Act Treasury Account
  – For award level groups, enter an appropriate Tax
    Id number
HUD Admin – Add Recipient Group
             Page
          HUD Admin – User List
• To search for a user
   – Use the search feature at the top of the user list
   – Search by HUD ID (H-ID, C-ID, B-ID, M-ID, etc.)
• To create a user
   – Click the “Create New User” button
   – The application will navigate to the Add User Page
   – Enter Data elements required for the user
• To edit a created user
   – Click the “Edit User” link in the column under the title
     “Actions”
HUD Admin – Users List
    HUD Admin – Add User Page

• Add all required elements
• To match a user within RAMPS to user
  information stored through HUD security
  – The HUD ID must match exactly
HUD Admin – Add User Page
        HUD Admin – User List
• To add a user to a group
  – Click the “Add to a Group” link in the column
    under the title “Actions”
  – The application will navigate to the Add User to
    Group Page
  – Select the check boxes for the desired groups for
    the current user
  – Click the “Add Users to Selected Groups” button at
    the bottom of the list
Admin User List
HUD Admin – Add User to Group Page
Recipient Admin Login Page
Recipient Admin – Add User To Group Page
    Recipient Admin – Award List
• Two list windows
  – Current awards assigned to your group
  – Current users assigned to your group
• To grant user access to an award
  – Click the desired award in the awards list
  – The application will navigate to the Assign/Un-assign
    page
  – Assign and un-assign users using the appropriate
    Remove User and Assign User links under the Actions
    Column
Recipient Admin – Tools
Recipient Admin – Assign/Un-Assign
              Page

				
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