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Section 1512 Training for the January 2010 Reporting Cycle

FTA Webinars December 18 and 21, 2009

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This Presentation Will Cover:

• The timeline of the January 2010 reporting cycle.

• OMB Changes to the Reporting Process

• Tips for reporting based on lessons learned from the October 2009 reporting cycle.

• Where to find additional technical assistance.

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This presentation will not cover

• Guidance on reporting jobs created or retained—we are waiting for final guidance from the White House Office of Management and Budget (OMB).

• Section 1201c reporting requirements—we will provide updated guidance in January/February.

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Guidance Documents

• Once OMB has finalized its guidance documents, FTA will post the following guidance for its grantees:– 1512 Reporting Definitions and Examples– Tips on Section 1512 Reporting

(Available on the FTA ARRA Website under ARRA Reporting at http://www.fta.dot.gov/index_9440_10542.html)

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The January Time Frame

• Report (Days 1-15)– You must submit your report between January 1-15, 2010.

• Prime Recipient Review (Days 16-22)– You may review your report during January 16-22, 2010. Direct

recipients should review any data reported by subrecipients during this time. You may NOT submit a report during this timeframe. You can only review what was submitted during the first 10 days. (Unless OMB approves extension).

• Agency Review (Days 23-29)– FTA will review your report during January 22-29, 2010, and

unlock report so you can correct any errors identified.

• Release (Day 30)– All data from the report will be released on January 30, 2010.

• There will be no extensions or additional time to report or review data before the release date.

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OMB Enhancements to the Reporting Process

• The system will have the functionality to copy forward basic information from your draft or submitted October 2009 report if your key identifying information was correct.

• If your October report included incorrect identifying information (DUNS number, award agency code, project number) you may need to initiate a new report with the correct information, and re-enter all the other required data elements (more details on exact functionality to be announced).

• Starting in February, you will be able to amend prior reports between reporting cycles.

• Federalreporting.gov will include edit checks that will generate error messages when incorrect information is entered and alerts if questionable information is entered.

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Top Ten Tips to a Successful January Report

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Reporting Tip #1 – Registration/FRPIN

• Make sure:– Your CCR registration is current.– Your agency Point of Contact (POC) in

CCR is current.– The POC knows your role in 1512

reporting.– You have the FRPIN you will need to

submit your report.

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Reporting Tip #2 – FTA ID

• Use the correct Funding Agency and Award Agency Code.

• Your code is 6955 for both fields• Use this code for all FTA grants,

including Flex funds.• The wrong code may mean that we cannot find

your report, and you may not get credit for reporting.

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Reporting Tip #3 – Award ID

• Use the correct award identification number, exactly as it appears in TEAM.

• Example: CA-96-X001.• The wrong award number may mean that we

cannot find your report, and you may not get credit for reporting.

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Reporting Tip #4 - Codes

• Look up the CFDA, TAS, and NAICS codes that correspond to your agency and the grant you are reporting on before you submit your report.

• Look up the Congressional District of your headquarters and your project location (if different) before you report. This is a point of emphasis.

• These codes can be found in FTA’s Definitions and Examples document online: http://www.fta.dot.gov/documents/Recipient_Reporting_Data_Model_with_FTA_explanations_and_examples9-25-09.doc

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Reporting Tip #5 – Prime vs subs

• Only Direct Recipients should report the prime recipient information.

• Sub-recipients and 3rd Party vendors should not report prime recipient data.

• Sub-Recipient and vendor jobs data is reported by prime recipient.

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Reporting Tip #6 – Grant/Contract

• Make sure that you are submitting your information as a grant and not a contract (except for direct Federal contractors).

• If you use the Excel template, make sure you are using the grants template (unless you are a Federal contractor).

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Reporting Tip #7 – Dollar Amounts

• Report financial data correctly– Award amount = FTA amount in grant (this

must match the amount in TEAM).

– Amount of ARRA funds received = ECHO draw-downs (these must match!).

– Amount of ARRA funds expended = accrued expenses you have incurred.

– Amount of infrastructure expenditures = amount of ARRA funds expended – expenses for operating and program administration.

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Reporting Tip #8 – JOBS

• Stay tuned for final OMB Guidance on jobs reporting.

• FTA will provide supplementary guidance to its grant recipients pursuant to the final OMB guidance.

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Reporting Tip #9 - Narratives

• Use plain English in the narrative sections. Avoid acronyms and jargon.

• Imagine you are writing for your mother – and your mother will have to explain what you wrote to someone else.

• The jobs narrative must:– Describe the type of each job reported.– Match the number of jobs reported.– Explain calculations of FTE

• Think about the public, reporters, and auditors reading published reports.

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Reporting Tip #10 – Quality Review

• If FTA comments on your report during the agency review period, validate or correct the data.

• Contact your regional 1512 reporting point of contact for assistance.

• Use the help line and/or email technical assistance FTA provides.

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Additional Technical Assistance

• FTA Updated 1512 Reporting Guidance Documents– January 1512 Reporting Tips– 1512 Reporting Definitions and Examples (Revised)

--Will be posted once OMB jobs guidance is final.

• FederalReporting.gov information (https://www.federalreporting.gov

• Recovery.gov Recipient Reporting Information(http://www.recovery.gov/?q=content/recipient-reporting)

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How to Get Help

• Call: 1-800-884-9190 (beginning January 4, 2010).

• Email: FTA1512@dot.gov. • Conference call to respond to

questions in early January, 2010 (details to be announced).

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Contact Information• For further information contact:

– FederalReporting.gov Service Desk(https://www.federalreporting.gov/federalreporting/help.do)

– FTA Regional Point of Contact • Region 1: Mathew Keamy (617) 494-3038• Region 2: Anthony Carr (212) 668-2170• Region 3: Elaine Burick (215) 656-7100 and Devendra Soni (215) 656-

7257• Region 4: Margarita Sandberg (404) 865-5612• Region 5: Mary Campbell (312) 353-1646 and Rotimi Ogunsuyi (312)

353-4070• Region 6: John Sweek and Gail Lyssy (817) 978-0550• Region 7: William Kalt (816) 329-3927• Region 8: Ryan Hammon (720) 963-3336• Region 9: Pak Chu (415) 744-0141 and Karineh Gregorian (213) 202-

3950• Region 10: Kenneth Feldman (206) 220-7521 and Carrie Deichl (206)

220-4307

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Questions

or

Concerns?