Sean O’Brien Associate General Counsel Illinois Criminal Justice Information Authority ICJIA Monthly ARRA Report Webinar

Sean O’Brien

Associate General Counsel

Illinois Criminal Justice Information Authority

ICJIA Monthly ARRA Report Webinar

Illinois Criminal Justice Information Authority 2

Purpose• This webinar is for Illinois Criminal Justice

Information Authority (ICJIA) grantees and their subgrantees that are receiving American Recovery and Reinvestment Act (ARRA) funds.

• ARRA requires strict reporting standards and this webinar will assist you in meeting your reporting obligations to the Authority.


Purpose cont.

• This webinar will walk you through the completing of an ARRA Monthly Report and the End of the Quarter Report.

• We will be looking at each tab on the Report and using the a provided fact scenario to answer to each of the questions.


Purpose cont.

• For the End of the Quarter Report we will be looking at the reporting tab.

• There are some Frequently Asked Questions (FAQs) at the end the should answer most of your questions.


What is needed to complete the monthly report.

• The most recent version of the “ARRA Monthly Report for Grantee Use”

• Excel 2003 or better.– However if you are using Excel 2007 the file

must be saved in the Excel 2003 format.

• An internet connection and valid e-mail address.


Fact Situation• St. Patrick’s Church was awarded a $90,000

ARRA JAG grant.

• The ARRA funds are to pay for a Project Coordinator that works 40 hours a week on the grant and Youth Coordinator that is working 20 hours a week.– The Project Coordinator makes $5,000 per month– The Youth Coordinator is paid $2,500 per month from

the ARRA grant.


Fact Situation cont. • The Project Coordinator has been an employee of St.

Patrick’s for the last two years, but his position would have been cut without the grant funds.

• The Youth Coordinator was hired solely because St. Patrick’s got a grant that would cover her salary.

• St. Patrick’s Church standard work week is 40 hours.

• St. Patrick’s Church is located in Crime City, Illinois and it serves the entire town.


Instruction Page Summary• These reports are to be completed by direct grantees of

ICJIA and all indirect recipient of funds from ICJIA.– All ARRA requirements travels downstream to each level that

receives funding.

• The ARRA Monthly Report is due by the close of business (5:00 PM) by the 5th calendar day of the month.– If the 5th happens to fall on a weekend or State or Federal Holiday

the report is due the last business day prior to the 5th.

– Direct ICJIA grantees should submit their reports and the reports of their subgrantees to [email protected] by this date.

– Indirect grantees should submit their report by the day established by their granting agency but prior to the 5th.


Instruction Page Summary cont.• The ARRA Monthly Report consist of 8 tabs.

– Project Tab- General Information about the grantee and grant.

– Monthly Tab- Report of grant activities for the month being reported.

– Places Tab- Used if you have more than one place of performance.

– High Comp. Officers Tab- Used if answered yes to Question 21 of the Project tab. Ask for names and salaries of grantees five highest compensated officers.

– Job Types Tab- Used when a job is created or retained in the month being reported.

– Vendor Tab- Used if goods, equipment or services have been purchased and the purchase exceed $25,000.


Instruction Page Summary cont.• The Project tab should be completed as soon as you

receive your blank reporting file and once completed it should be saved as the “Master Reporting Template”. – This will be used every month to complete the monthly report.

• Prior to completing the monthly report tab open the Master Reporting Template and Save As with the following naming format: – Organization abbreviation- ICJIA Grant Number –YYYY-MM

(CJIA-209000-2010-01)

– The naming format for subgrantees and sub-subgrantees is Organization abbreviation- subgrantee abbreviation- sub-subgrantee abbreviation- ICJIA Grant Number –YYYY-MM (CJIA-ABC-XYZ-2010-01)




Definitions Tab Summary

• The definitions listed in this tab should address all of the terms that might be unfamiliar to you.

• If you are still unsure about a definition please contact [email protected].






Project Tab Summary• This should be static data.

• Once completed make sure you save it as the Master Reporting Template.

• If changes are made make sure to indicate so on Question 24.










Monthly Report Summary

• This tab collects only information for the previous month.

• In subsequent months if no new jobs are created or retained then – Question 3 should be no– Questions 4 & 5 should be 0 (zero)




Additional Places of Performance Summary

• This tab is to be used if you have:– Subgrants;– If your grant takes places in areas other than your main office, or;– Your grant just has multiple places of performance.

• These places should be listed every month.

• If a place of performance changes please indicate by answering yes to the first question.



Highest Compensated Officers Tab Summary

• Only used when all three of the following is true:– 80% of your previous years gross revenues were from

federal awards– Your agency received over $25,000,000 in federal

awards last year.– The compensation of senior executives is not publically

available.


Highest Compensated Officers Tab Summary cont.

• Should list their name and salary

• If either name or salary of one of the officers changes then it should be indicated on the report. – By answering yes and updating the appropriate

information



Job Types Tab Summary

• This needs to be filled out when jobs are created or retained in the month.

• If no jobs are created answer no to the first question and make sure all other boxes are blank.

• If Multiple positions have the same job title indicate that in parenthesis when completing the job description.




Vendor Tap Summary

• Only used if a Vendor was contracted to provide goods, or equipment that are essential to the completion of the grant.

• Not required to be completed for Vendors supplying commodities unless top $25,000.



End of the Quarter Report

• This is separate and distinct report from the Monthly Report. – Still required to submit a Monthly Report

• This report is only collecting data on jobs created, retained and lost for the month of the report and projecting to the end of the month.


End of the Quarter Report cont.

• It is only due in the third month of the quarter by no later than noon of the 25 calendar day of the month.– Making it due in March, June, September and

December.– Except for December when is due by noon of

the 23 calendar day.– If the 25 is a Weekend or State and Federal

Holiday then due the last business day before


End of the Quarter Report cont.

• Unlike the Monthly Report it is cumulative and should include information from grantee, subgrantee and any sub-subgrantee.

• It Consist of four tabs– Instructions– Definitions– End of the Quarter Report– Job Type


End of the Quarter Report Summary

• If jobs were created or retained during the Month then the Job Types Tab has to be completed.– Remember to project out to the end of the

month.



FAQs

Q- Do I e-mail my completed ARRA Monthly Report to my grant monitor?

A- No, your completed report along with any subgrantee and sub-subgrantees reports should be e-mailed to [email protected]


FAQsQ- How do I calculate FTEs for a

person that is not fully funded with ARRA funds?

A- You take the number of hours that the person is working on the grant and divide by what is considered a full-time work week at your agency.

A person working 20 hours a week on a program when a full work week is 40 hours would be a .5 FTE (20 ÷ 40= .5)


FAQs

Q- Where can I get examples of completed Monthly Reports and the End of the Quarter Report.

A- The examples used in this webinar are posted on the Authority’s website and are available for download and review.


FAQs

Q- What happens if a grantee submits the report late?

A- ICJIA could freeze your funds until the report is submitted. If a subgrantee or sub-subgrantee is late that could lead to funds to all subgrantees being frozen.


FAQs

Q- What if the grantee needs to resubmit a corrected or revised version of a Monthly Report.

A- Please alert your grant monitor that you will be submitting a correction and submit the corrected version as soon as possible.

In the e-mail detail what changes were made.

Please name the file using the naming scheme detailed in the instructions and add Revised and the date to the end of the file name.

Still submit to [email protected].


FAQsQ- Should expenditures

be projected or actual expenditures for the month.

A- Expenditures should be actual expenditures that were incurred during the month reporting.

Questions

Please send all questions to

[email protected]

Make sure to include your ICJIA grant number and a telephone

number in any e-mail.

Documents

Sean O’Brien Associate General Counsel Illinois Criminal Justice Information Authority ICJIA Monthly ARRA Report Webinar