The American
Recovery and Reinvestment Act:
SAVING AND CREATING JOBS AND REFORMING EDUCATION
U.S. Department of Education
Rehabilitation Services Administration
September 2009
ARRA VR Reporting
Purposes of Webinar
Provide general guidance on Recovery Act reporting
Provide information specific to Vocational Rehabilitation (VR) program grantee reporting
Answer questions
Webinar Topics
Registering in FederalReporting.gov
Using the Tip Sheet
Reporting on agency-specific activities
Job creation
Helpful websites
Recipients, Sub-recipients, Vendors, and Individuals
Who’s What?
Prime recipients – VR Agency grantees
Sub-recipients – Organizations that receive Federal funds from the VR agency (prime recipient) to carry out the purposes of the VR program
Sub-recipient awards do not include procurement contracts for goods or services–VR program will have few, if any, sub-recipients
Recipients, Sub-recipients, Vendors, and Individuals
Who’s What?
Sub-granting funds not allowed by Title I of the Rehabilitation Act of 1973, as amended (Rehabilitation Act)
VR agencies typically enter into procurement contracts for goods and services
Vendors – Providers of goods and services
Individuals – None
No individuals benefit personally from the ARRA VR award
Entering Data for ARRA Reporting
Who?
Grantee agencies enter data in FederalReporting.gov
Vendors do NOT enter data
How?
Register to enter data in FederalReporting.gov
VR grantees register as recipients
FederalReporting.gov allows multiple users. Please ensure that data entries not duplicated
First Screen in FederalReporting.gov
Screen after Clicking on Register Now
Registering in Federal Reporting.gov
To register you must enter the DUNS number from ARRA VR grant award notification (GAN)
GAN DUNS number on ARRA VR GAN must match DUNS number in Central Contractor Registration (CCR)
If DUNS number on GAN is different from DUNS number in CCR, you will receive an error message
If your DUNS number needs to be changed, contact
Timelines for Entering Data
Quarterly
First time
Between October 1 and October 10
Changes/corrections between October 11 and October 21
Federal agency review between October 22 and October 29
Thereafter
The same dates for the month following the end of a quarter
Cumulative – Data entered are cumulative (since first grant award)
Using the Tip Sheet
Download the Tip Sheet for the VR program at:
Click on MS Excel link located at “ARRA Reporting Tip Sheet for Special Education and Rehabilitation Services Programs”
Using the Tip Sheet
Data Elements for Recipient Reporting
Reporting Information
Award Type – select “Grant”
Award Number - Enter the PR/Award Number provided in box 5 of your Grant Award Notification (GAN)
Final Report - Check or select ‘‘Yes’’ only if this is the final report for the project/grant period specified; otherwise check "No"
Data Elements for Recipient Reporting
Award Recipient Information
Recipient DUNS Number - Enter the same DUNS for which the grant was awarded as found in box 8 on the GAN
Recipient Account Number - If applicable, enter the account number or any other identifying number assigned by the recipient to the award. This field is optional. Leave blank if N/A
Recipient Congressional District – use the one for address for DUNS number search:
Data Elements for Recipient Reporting
Award Information
Funding Agency Code – Enter “9124”
Awarding Agency Code – Enter “9124”
Award Date – Enter the award date as found in box 10 of the GAN
Award Amount – Enter the "cumulative amount" of the award as found in box 7 of the GAN
Data Elements for Recipient Reporting
Award Information
CFDA Number – Enter "84.390" - Do Not include the alpha designation at the end of the CFDA number on your GAN.
Program Source (TAS) - Select “(91-0302) Rehabilitation Services and Disability Research, Recovery Act"
Sub-Account Number for Program Source (TAS) –N/A – ED does not use TAS sub-account numbers. This field is optional.
Data Elements for Recipient Reporting
Award Information
Total Number of Sub Awards to Individuals – leave blank
Total Amount of Sub Awards to Individuals – leave blank
Total Number of Payments to Vendors less than $25,000/award
Enter the total number of vendors who received awards of less than $25,000 per award.
Data Elements for Recipient Reporting
Award Information
Total Amount of Payments to Vendors less than $25,000/award
Enter the total dollar value of payments to vendors less than $25,000.
Total Number of Sub Awards less than $25,000/award – leave blank for VR program
Total Amount of Sub Awards less than $25,000/award – leave blank for VR program
Data Elements for Recipient Reporting
Award Information
Award Description – Enter "assist in operating statewide comprehensive, coordinated, effective, efficient and accountable programs of vocational rehabilitation, which are an integral part of a statewide workforce investment system; and designed to assess, plan, develop, and provide vocational rehabilitation services for individuals with disabilities, consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice, so that such individuals may prepare and engage in gainful employment.“
Data Elements for Recipient Reporting
Project Information
Project Name
Enter "Vocational Rehabilitation Services to States, Recovery Act"
Project Status
For formula grants, and other awards funding multiple services and products, recipients need to provide a best estimate of completion status (as a percentage, i.e. 100% complete, 50% complete, less than 50% complete) of all projects or activities supported by the whole grant.
Data Elements for Recipient Reporting
Project Information
Total Federal Amount ARRA Funds Received/Invoiced
Enter the amount of Recovery Act funds received through draw-down, reimbursement or invoice - G5/GAPS
Number of Jobs - if none, leave blank
Description of Jobs Created
Brief description of types of jobs created or retained
Using job titles, broader labor categories, or recipient’s existing practice for describing jobs as long as easily understood
Data Elements for Recipient Reporting
Project Information
Quarterly Activities/Project Description
Enter "assist in operating statewide comprehensive, coordinated, effective, efficient and accountable program of vocational rehabilitation which are an integral part of a statewide workforce investment system; and designed to assess, plan, develop, and provide vocational rehabilitation services for individuals with disabilities, consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice, so that such individuals may prepare and engage in gainful employment.“
Data Elements for Recipient Reporting
Project Information
Activity Code
Enter the NTEE–NPC code “J04” - Vocational Rehabilitation Services. State VR agencies should also use NAIC construction subcode “236220” if the State agency will be using ARRA funds for the purpose of constructing a new building, or remodeling, altering, or expanding an existing building in order to establish or improve a facility for a community rehabilitation program consistent with the provisions in 34 CFR 361.5 (12) and (18), 361.49 and 361.61.
Total Federal Amount of ARRA Expenditure
Enter the cumulative total for the amount of Federal fund expenditures.
Data Elements for Recipient Reporting
Project Information
Total Federal ARRA Infrastructure Expenditure
Enter the amount of VR ARRA funds spent on infrastructure investments. If none, leave all infrastructure data elements blank
Data Elements for Recipient Reporting
Project Information
Total Federal ARRA Infrastructure Expenditure
An infrastructure investment is financial support for a physical asset or structure needed for the operation of a larger enterprise. For the VR program, this would include funds expended for the purpose of constructing a new building, or remodeling, altering, or expanding an existing building in order to establish or improve a facility for a community rehabilitation program consistent with the provisions in 34 CFR 361.5 (12) and (18), 361.49 and 361.61.
No more than 10 percent of a state’s allotment may be used for construction
Data Elements for Recipient Reporting
Project Information
Enter the Infrastructure contact information below:
Infrastructure Contact Name
Enter the name of the infrastructure contact person
Infrastructure Contact Phone Address 1
Infrastructure Contact Phone Address 2
Infrastructure Contact Phone Address 3
Infrastructure City
Infrastructure State
Infrastructure Zip + 4.
Data Elements for Recipient Reporting
Project Information
Enter the Infrastructure contact information below:
Infrastructure Contact Email
Infrastructure Contact Phone
Infrastructure Contact Phone Ext
Enter the contact information for the infrastructure contact person.
Data Elements for Recipient Reporting
Project Information
Infrastructure Purpose and Rationale
Generally describe the infrastructure projects funded (completely or partially) by the Vocational Rehabilitation Recovery Funds and explain how the investment will contribute to one or more purposes of the Recovery Act.
Data Elements for Recipient Reporting
Primary Place of Performance
Street address 1
Street address 2
City
State
Country
Zip + 4
Enter the prime recipient's address as indicated in box 1 of the GAN, unless the primary place of performance is different.
Data Elements for Recipient Reporting
Primary Place of Performance
Congressional District
use the one for address for DUNS number search:
Data Elements for Recipient Reporting
Recipient Highly Compensated Officers
Two criteria to report:
(1) Recipient in its preceding fiscal year received:
(a) 80 percent or more of its annual gross revenues in Federal award funds and
(b) $25,000,000 or more in annual gross revenues from Federal awards; and
(2) the public does not have access to information about the compensation of the senior executives
If either funding levels are not met and the public does not have access about compensation, then must report information
Data Elements for Recipient Reporting
Recipient Highly Compensated Officers
Prime Recipient Indication of Reporting Applicability
If Yes, if No, leave blank
Officer Name (for each of five)
Officer Compensation (for each of five)
More detailed guidance:
Data Elements for Vendor Reporting
Reporting Information
Award Type – Select “Grant”
Award Number – Enter the PR/Award Number provided in box 5 of your Grant Award Notification (GAN)
Recipient DUNS NUMBER – DUNS number on GAN
Sub-Award Number – leave blank if N/A
Vendor DUNS Number
Enter the vendor's DUNS number. If this information is not available, you are required to provide both the vendor name and vendor's head quarter's Zip Code + 4.
Data Elements for Vendor Reporting
Vendor Name
Enter the vendor's name
Vendor HQ Zip code + 4
Enter the zip code corresponding to the address of the vendor's headquarters.
Product and Service Description
Enter a description of the product or service provided by the vendor.
Payment Amount
Enter the amount invoiced to the vendor (aggregated) that will be paid with ARRA funds.
Reporting ARRA activities on RSA Forms
RSA-911
Report on all individuals, including those individuals whose services were paid for with funds appropriated for the VR program using ARRA funds
RSA-113
Report all case status information, including the status of cases where services were paid for with funds appropriated for the VR program using ARRA funds
RSA-2
Report all expenditures for fiscal year for the VR and SE programs including ARRA funds expended
Reporting ARRA activities on RSA Forms
SF-269
Report each grant award on a separate SF-269
Job Created or Retained
Job Created as a result of ARRA funding:
New position created and filled
Existing unfilled position that is filled as a result of ARRA funding
Job retained:
Existing position that would not have been discontinued to be filled without ARRA funding
Include vendor positions created or retained resulting from ARRA funds
Include only compensated employment in the United States or outlying areas
Job Created or Retained
Jobs expressed as FTEs
Total hours worked divided by number of hours in full-time schedule as defined by recipient
Reported cumulatively each quarter during life cycle of grant
Because numbers are cumulative, the denominator must include the total number of hours since the beginning of award.
Job Created or Retained
Calculation of estimates of jobs
Calculate base line number of hours worked without ARRA funds
Deduct baseline from hours worked
Divide the result by cumulative hours worked in the quarter
See the following website for a more detailed explanation with examples
Job Created or Retained
VR agencies report jobs directly created or retained resulting from ARRA funds
For purposes of jobs reporting, there is no distinction between a created and a retained job.
Jobs created or retained are those filled by prime recipients or vendors as a result of ARRA funds
Job Created or Retained
Jobs created or retained are those filled by prime recipients or vendors as a result of ARRA funds
Includes:State agency jobs created or retained
Vendor jobs created or retained
Do NOT include:Jobs filled by consumers as a result of VR services even though ARRA funds have been used to provide services
Government Wide Guidance
OMB Guidance
Data Model (updated August 6)
OMB Frequently Asked Questions (August 6)
ARRA Recipient Reporting Help Desk
Department of Education Guidance
Department of Education ARRA guidance
Department of Education program guidance
Click on links for Vocational Rehabilitation State Grants
Click on link to ARRA Reporting Tip Sheet for Special Education and Rehabilitation Services Programs MS Excel (84K)
Grantee Reporting Help
Help button and phone numbers in FederalReporting.gov
Help button under title FederalReporting.gov - to the right
Phone: 877-508-7386
TTY: 877-881-5186
Email:
Chat:LivePerson Support