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ARRA GSF FAQ

Are GSF funds required to be fully expended by August 31, 2011?

Yes.  In accordance with the Terms and Conditions of each institution’s GSF award all funds must be fully expended by August 31, 2011.

If funds are expended by August 31, 2011, what is the last day to submit expenditures reimbursement request to the Texas Higher Education Coordinating Board?

September 5, 2011 is the last day to submit expenditure reimbursements. According to the Terms and Conditions of each institution’s GSF grant award signed by all recipients, “The ARRA Subrecipient must have expended all grant funds and submitted expenditure reimbursement requests and any invoices by the end of the performance period listed on the ARRA Subrecipient Agreement.”  The end of the performance period listed on the ARRA Subrecipient Agreement is August 31, 2011.  Therefore, every effort should be made to submit any expenditure reimbursement requests by August 31, 2011.  However, THECB will accept submitted expenditure reimbursement requests until September 5, 2011.  While THECB is willing to accept expenditure requests until September 5, 2011 expenditures still must be incurred on or before August 31, 2011. If a grant recipient is unable to comply with the September 5 deadline for submitting a request for reimbursement, they should contact THECB immediately.

What are the federal document retention requirements for future ARRA audits?

Federal retention requirements vary depending on the awarding agency and the particular program. All institutions should verify that they are fulfilling all Institutional, State, and Federal record retention requirements on each of their ARRA grants.  THECB is currently requesting further clarification on federal retention requirements for GSF funds and will provide updated guidance on its website as it becomes available.

How are excess ARRA funds returned?

All excess funds (ie. refunds, interest, etc.) should be returned to the U.S. Department of Education following these guidelines.

When can we apply for the money?

The application documents were posted on the THECB ARRA webpage on October 1, 2009. Completed applications should be submitted as soon as possible.  THECB is processing all applications and issuing NOGAs expeditiously.  Any GSF recipient that requires assistance should contact the THECB by email at ARRAOffice@thecb.state.tx.us.

What is the due date for the application?  Is there a standard format/template of the application?

The first round of applications were due October 30, 2009. Applicants that met that deadline have first priority in receiving their Notice of Grant Award. THECB is processing all applications and issuing NOGAs expeditiously. The application can be found online and should be either mailed to our offices: THECB, ATTN: ARRA Office, PO Box 12788, Austin Texas 78711, or emailed: ARRAOffice@thecb.state.tx.us 

When will we receive our Notice of Grant Award?

Those applicants that met the October 30, 2009, deadline for the first round have first priority in receiving their Notice of Grant Award. THECB is processing all applications and issuing NOGAs expeditiously.

What is the grant award period for these ARRA funds?

The THECB is providing a period of performance from October 1, 2009, through August 31, 2011, in our Notice of Grant Awards (NOGA).

What if my institution/agency misses the October 30, 2009, deadline?

Those applicants that met the October 30, 2009, deadline for the first round have first priority in receiving their Notice of Grant Award. THECB is processing all applications and issuing NOGAs expeditiously.    

Does the original application need to be revised if there is an immaterial change (i.e., our application indicated fringe benefits paid from ARRA, not State Appropriation)?

Any and all changes to your application/original plan need to be submitted to the Coordinating Board. 

Will the Request for Application form be required separately by institution; or can the system submit this form on behalf of the each institution?

Each institution will submit an application for ARRA funds. If the institution was appropriated multiple awards, separate applications are required i.e. formula, incentive, special items.  

We included several budgeted positions in our formula funding plan.  Can we use ARRA funds for the October 1st payroll?  If we are unable to begin with our October 1st payroll, we will be paying these employees for 11 or 8 months instead of the regular 12 and 9 months.

Institutions may not expend any ARRA funds until they have fully executed the Notice of Grant Award (NOGA), the project period begins October 1, 2009, and institutions may capture allowable expenses after that date and submit for reimbursement up through August 31, 2011.

Do we have to apply for funds if it is in our bill pattern?

Yes, you will have to apply for funds if it is in your bill pattern. The Texas Legislature appropriated Government Services Funds (GSF) in Article XII, Federal ARRA Funds. Federal funds have specific guidelines and reporting requirements that necessitate an application process.   

Will the Coordinating Board or the institution of higher education be responsible for completing the plan due to the LBB and Governor's Office for Incentive Funding?

The Coordinating Board submitted the plan to the LBB and Governor's Office for Incentive Funding on September 24, 2009. Quarterly updates will be submitted as required in Art. XII, Section 5.

The application requires a resolution from our governing board before we can submit the funds request.  In plain language this cannot happen unless the governing board calls a special meeting to review these applications. Should we ignore the requirement to submit a board resolution authorizing the submission of the ARRA funds application?

No, institutions/agencies should follow the policies and procedures established by their governing boards or statute for grant application.  Institutions/agencies should be able to certify that their submittal of the application is within the authority granted by their governing board or statute.  It is not necessary to obtain an ARRA-specific resolution.  

Regarding the two certifications found at the end of the "Terms and Conditions" file, Exhibit B "Assurances and Certifications" and Exhibit C "Certification Regarding Lobbying", who, within a state agency, is authorized to sign these? Is it appropriate for the researcher receiving the funds to sign B and the CFO sign C? 

The CFO should certify and sign both Exhibit B and C, and turn in with the application.  

What is the Catalog of Federal Domestic Assistance (CFDA) number for these funds?

The CFDA number is 84-397. 

In the Narrative checklist, what is meant by "Management of the Institution"?  The guidelines say to include a description of the applicant's management including resumes for the project team and personnel responsible for proposal/project funds.  If we have several projects included in our ARRA funding, do we need to include resumes for all project leaders?  Are any additional resumes required?  Please clarify.

Yes, we would like to know who is managing the funds and the projects. Please provide resumes for all key project leaders. Resumes need to show the qualifications of the key person(s) managing the project and ARRA funds. If a project manager is replaced, you will need to send the new resume to our ARRA office. The Coordinating Board asks for this information as part of our fiduciary oversight.

The request for application states that an institution should provide a copy of its negotiated indirect rate agreement, but isn't clear about whether universities can charge IDC on the portion of ARRA related to the incentive funds and/or to formula funds. When is it appropriate for an institution to charge indirect costs? 

This request for application is used for other grant funds.  Since indirect costs are not allowable for Government Services Funds, the agreement is not required. 

In the Guidelines, it states that the total time frame for approvals is 60-70 days.  Does this include the 30 day application period or is this the amount of time THECB will take to approve the application?  Prior understanding is that the approval process would take place during the month of November.

THECB is processing all applications and issuing NOGAs expeditiously.

Is the document "2009 Terms and Conditions" the contract? If this is not the contract, is it only setting forth the terms and conditions that will be included in the contract? When will it be necessary to complete the contract or is it part of the application process?

The completed and approved Application, Notice of Grant Award and Terms and Conditions will comprise a fully executed contract.  

I want to make certain that I understand the requirements for the application.  If I choose to submit the application electronically, may I do so in pdf format?  If the application is submitted by mail, it should be in a three ring binder.  Are both of these statements true? 

Yes, both statements are correct. If you choose to submit the application electronically, please make sure there is a signature on all pages needing one.

There is a concern that the ARRA funds could be considered a "supplant." For example, the incentive funding was appropriated in 2009 at the same level as in 2010, and it appears that ARRA funds were substituted for General Revenue in the Appropriations Act. How do we obtain assurance that at a state-level the federal government will not come back and classify this action as supplanting?

USDE guidance issued December 24,2009, (see link on THECB ARRA webpage) states that the SFSF program provides resources to support education and other services that may have occurred even in the absence of federal funds. There is no state-or local-level supplanting prohibition.  

If a campus has three sources of ARRA funds in the Appropriations Act, does it need to submit 3 separate applications?  And if a campus has different projects planned within each source, does it need to submit a separate application for each of those projects?

Yes, institutions with multiple ARRA funds granted in the GAA may submit  one application with  separate plans and budgets for each of the sources of funds i.e. formula, incentive, special item(s). For those applications in which there are multiple projects under a single fund, it is requested that institutions clearly identify those projects by scope of work (use of funds), schedule and a detailed budget.

Is the checklist required to be submitted with an electronic submission?

Yes, the checklist is required to be submitted with either an electronic or hardcopy submission.  

Application/Review Checklist, which 11 digit Texas ID are you referring to?

The Texas Vendor Identification Number (TVIN.) is assigned by the Texas Comptroller of Public Accounts.  The DUNS number, which is also required, is a unique nine-character number that is assigned by the Central Contractor Registration (CCR).  It is a tool of the federal government to track how and to whom federal funding is distributed.  Your grant administrator or chief financial officer can provide you with your organization’s DUNS number.  http://www.grants.gov/applicants/request_duns_number.jsp   

Construction Projects – A note in the CB guidelines prohibited Institutions of Higher Education from using ARRA funds for modernization, renovation or repairs. This note has been updated.

Texas Public Institutions of Higher Education will be allowed to use ARRA Government Services Funds for modernization, renovation or repairs of institution of higher education facilities that are primarily used for instruction, research, or student housing, including modernization, renovation, and repairs that are consistent with a recognized green building rating system.  There are some explicit prohibitions, including uses for maintenance of systems, equipment, or facilities, facilities used for athletics or sectarian or religious worship.  An applicant that uses federal funds for a construction projects must follow federal as well as state statutes, rules, regulations, and guidelines. The ARRA GSF Guidelines list many of the requirements and prohibitions. Also, there are several pre-award construction requirements listed in the guidelines.  

Use of the funds for Construction projects, NOTE:  Institutions of Higher Education will be prohibited from using ARRA funds for modernization, renovation or repairs.   We do not understand the meaning of this.  We are planning on using about one-half of our funds to re-tool an older building so that it can accommodate the wind energy project.  Can we do that?   The language is confusing here and in other places in the documents provided.

Texas Public Institutions of Higher Education are allowed to use ARRA Government Services Funds for modernization, renovation or repairs of institution of higher education facilities that are primarily used for instruction, research, or student housing, including modernization, renovation, and repairs that are consistent with a recognized green building rating system.  There are some explicit prohibitions, including uses for maintenance of systems, equipment, or facilities, facilities used for athletics or sectarian or religious worship. An applicant that uses federal funds for a construction project must follow federal as well as state statutes, rules, regulations, and guidelines.  The ARRA GSF Guidelines list many of the requirements and prohibitions. Also, there are several pre-award construction requirements listed in the guidelines.

Regarding the narrative, we have lots of narrative for our special project, but how much is required for the use of the formula and incentive funds for faculty and staff salaries?  Is it sufficient to just say what we are using the funds for in a brief statement?

The statement should be detailed enough to sufficiently describe how the project ARRA funds will be used. 

A question on the application form asks "if there are sufficient other funds to support this project".  Does this mean are there other funds that could be used FOR the ARRA projects instead of the ARRA funds, or does this mean we have sufficient funds, such as administrative support, to ensure the ARRA projects can be completed?

ARRA funds are a one-time expenditure for the 2010-2011 biennium and should not create a future state obligation. The Coordinating Board asks this to ensure you have sufficient funds to complete your ARRA projects by August 31, 2011.  

The application requests a list of other THECB awards over the past two years.  Do you not have that information available to you already? 

The Coordinating Board does have this information. You do not need to resubmit. 

There is language in the lobbying agreement indicating that this statement must be given to all sub recipients.  Are vendors considered sub recipients?

No, vendors are not subrecipients; vendors may provide your institution with goods or services.  

This document states that the conflict-of-interest statement, the SAO audit statement and records retention requirements must be included in subcontract awards.  Are equipment vendors considered subcontractors?

No, equipment vendors are not considered subcontractors; they are vendors.

It also states that vendors must comply with reporting requirements.   Are we expected to get reports from our vendors regarding their compliance?

Yes, you are expected to get reports from your vendors regarding their compliance.  

The application checklist requires audited financial statements. Please clarify this as almost all public institutions of higher education in Texas do not obtain an external financial audit yet have numerous federal awards.

You can use your uniform statewide audit, since public institutions of higher education and state agencies are included in the statewide A-133 financial audit. Community colleges are required to submit an audit to the Coordinating Board.  You do not need to submit this information to us again.  All allowable costs must be compliant with OMB circulars. In accordance with OMB Circular A-133, sub-recipients will be required to contract with either the State Auditor or/with an independent CPA firm to conduct an audit of funds and to prepare a schedule of federal awards.  

The "Guidelines" include a requirement for demonstration of satisfactory performance on prior and existing THECB contracts and resolution of all compliance and audit findings related thereto. Given that the Legislature has appropriated these funds to the various institutions, why is this needed?

The Coordinating Board has been entrusted to manage the ARRA SFSF GSF for Texas. We require this information to ensure that all institutions and state agencies are in good standing. 

Items 4 and 5 of the Application Process within the Guidelines appear to involve the Coordinating Board in the award approval process. Will the Coordinating Board meet subsequent to the applications being submitted but within time to provide Notice of Grant Award by November 30th? Please clarify the specific role of the Coordinating Board in the process.

The Coordinating Board approved the increase to the agency’s budget  due to the ARRA SFSF GSF at the quarterly meeting on October 29, 2009. The Board will not approve individual applications.  

Within the "Narrative" section of the Guidelines, a requirement for outcomes and output measures to be established is identified. For the funding intended to replace formula funding, please provide examples of the types of output measures and outcomes that Coordinating Board would like to have included.

The output measures and outcomes will be the same as the strategies found in Article III of the GAA, SB 1.  

Regarding the "Application Information Form", my state agency is an institute of higher education.  An institute within our agency is applying for ARRA Article XII funds.  What do we enter under "Applicant Name"?  Is it the institute within our agency or the agency itself?  Also on this form, who is the "Authorized Signer"?  Finally, is the "Point of Contact" specific to the application process?

The "Applicant Name" is the agency, and should be used throughout the application. The "Authorized Signer" should be the CFO, and the "Point of Contact” needs to be the key person managing the ARRA funds.  

On the "Sources and Uses of Funds Form" what is the definition of "State Funding"?  Does it include funding from other state agencies or is it specific to state appropriations?

This includes any and all funding from any state source.

In the application:  Does item one want head count or FTE?  Do items two & three want number of jobs or FTEs?

In the application, items one through three, is requesting FTEs.  

Where can I find the amounts each institution and state agency will receive relevant to the ARRA funding that is passing through the Coordinating Board?

This information can be found on our ARRA webpage: ARRA GSF Quick Reference - Funding Breakdown by Institution/Agency  

Approval of GAA, SB 1, Article XII ARRA funds - I understand that Coordinating Board will award and approve use of funds only after submission of the application. The application is in addition to the plan submitted to LBB and Governor providing details on the entity's intended use of appropriations from the ARRA funds.  The due date to submit that plan was September 30, 2009.  I understand also, that if the LBB and the Governor do not issue a written disapproval within fifteen business days of receiving the agency's notification, the agency may expend the funds.  Please clarify, if we need to be waiting for a response from Coordinating Board also before we spend the funds.

Yes, you do need to wait for a response from the Coordinating Board. You will not be reimbursed for any funds expended prior to fully executing the Coordinating Board Notice of Grant Award (NOGA)   

Can institutions/agencies spend monies before they receive Notice of Grant Award?

There will be no pre-awarded monies reimbursed for expenses prior to the application date of October 1, 2009. You are not able to submit expenses for reimbursement until after you have fully executed the Coordinating Board Notice of Grant Award (NOGA).   

Recipients of GAA, SB 1, Article XII, Section 25 were appropriated funding for special projects. If they began their planning process on September 1, 2009, and began expending funds from either General Revenue or Local funds, will they be reimbursed by the Coordinating Board as part of their ARRA appropriation?

No ARRA funds will be reimbursed prior to October 1, 2009. The Coordinating Board will not reimburse any funds until the award date of the Notice of Grant Award. The Coordinating Board must follow all state and federal requirements, and will work with all entities to ensure their appropriations are fully implemented. 

If my institution/agency decided to use ARRA funds for salaries, are employees required to fill out time and effort reports?

USDE guidance issued December 24,2009, (see link on THECB ARRA webpage) states that SFSFs (which include GSFs) can be used by IHEs to pay general expenditures, operating expenses, and E&G salaries without maintaining specific, separate time and effort distribution records that apply to individuals whose salaries are supported with SFSFs . The OMB Circulars that apply cost principals, such as OMB A-21 and A-87, do not fully apply to SFSFs. Expenditures must still be “reasonable and necessary”, and consistent with applicable state and local requirements. Entities must maintain documentation for SFSFs to support Time & Effort (T&E) in the same manner that supports similar duties for individuals paid with state or local funds. An individual paid salary with both SFSFs and state funds is not required to maintain records documenting the amount of time spent on SFSF activities because there are no specific “SFSF activities”. Recipients of SFSFs must maintain records that separately track and account for those funds, how the funds were used, total cost of the activity for which funds were used, the share of cost provided by other sources, and other records that facilitate an effective audit.   

Can we use ARRA funds to create a research program that would create jobs (faculty, engineers, post-docs) and also employ students. Expenses would include equipment, supplies, and salaries?

If these research programs would be an approved expenditure under Article III guidelines, and they do not constitute a financial commitment by the state beyond the current biennium, then this would be an appropriate use of ARRA funds. Note: The GSF fund Request for Application by the Coordinating Board is not intended to solicit multiple competitive grant proposals from entities. Please refer to your entities designated ARRA point of contact to assure that only one RFA is submitted for the entirety of these funds. Please be mindful of your continued Section 1512 reporting responsibilities before embarking on a particular course of action.  

Can stimulus (ARRA) funding be used for scholarships and graduate assistantships?

Yes, the American Recovery and Reinvestment Act (ARRA) Government Services Funds (GSF) can be used for scholarships and Graduate Assistantships. 

Can the ARRA Incentive Funds be used for financial assistance for students?

The American Recovery and Reinvestment Act (ARRA) Government Services Fund (GSF) can be used for financial aid, including scholarships and Graduate Assistantships.   

Since the ARRA funds are from the U.S. Department of Education, does the receipt of these funds need to be reported on a community college's Schedule of Expenditures of Federal Awards as a pass-through from the Coordinating Board and using the CFDA# 84-397. Of course this would apply to the college's 2010 external audit.

Yes, the award will be on the Schedule of Expenditures of Federal Awards for FY 2010, using CFDA # 84-397.  

Why is the Comptroller's Office requesting us to use Recurring Transaction Index (RTI)?  Generally RTI's are used for funds held in the state treasury.  My understanding has been that when we request reimbursement from the Coordinating Board for ARRA funds we would receive a local check or ACH. This change is very significant - is the COORDINATING BOARD changing ARRA funds to funds held in the state treasury?

The ARRA monies will be paid to the institution for deposit into your local account as has been the past practice. The Comptroller's Office has set up the RTI process to record the transaction so there will be visibility and transparency on these funds-particularly the ARRA monies.  

How should universities plan to pay for the required audit(s)? Is this an allowable expense?

The A-133 audit cost is an allowable cost for ARRA GSF funds.  Unless these are the only funds that the institution has that are subject to the A-133 audit, the cost allocation would be required. 

The Guidelines state that projects must be completed and all requirements of the ARRA contract must have been met within one year from the award date of the ARRA contract.  Previous statements were that this is a two year project and all funds must be spent by August 31, 2011.  Which is correct?All funds must be spent by August 31, 2011.  How does a campus deal with library holdings and acquisitions? If a campus intends to spend Article XII money on library acquisitions, what level of detail is required? Names of the books intended to be purchased?

Be prepared to provide the same level of detail required for any audit or desk review.  You should ensure an adequate audit trail, as you would for any purchase made with state or federal funds.  

Is there a threshold for providing details on equipment purchases? For example, the federal level for equipment purchases is $5,000.  Do the campuses need to provide details on equipment purchases that are less than $5,000?

Be prepared to provide the same level of detail required for any audit or desk review.  You should ensure an adequate audit trail, as you would for any purchase made with state or federal funds.  

Terms and Conditions:   Is source documentation only required for the last invoice?  This is what we read into the wording and just want to clarify.

No, source documentation is required for all invoices. Be prepared to provide the same level of detail required for any audit or desk review.   

(Application/Review Checklist), jobs created vs. jobs retained....several questions:  a.  If we use the formula funds for staff salaries and the incentive funds for faculty salaries, how do we calculate jobs created or retained?  It seems that during the webcast, a third category was mentioned, but we do not see that third category on any of the forms?  b. How do we calculate jobs created or retained if we use the funds to purchase equipment or to re-tool an existing building?

Please carefully review the guidance provided: (USDE Jobs Guidance). 

Has it been determined if we are going to have to provide Effort Reports if we charge salaries to the formula and incentive funds?

USDE guidance issued December 24,2009, (see link on THECB ARRA webpage) states that SFSFs (which include GSFs) can be used by IHEs to pay general expenditures, operating expenses, and E&G salaries without maintaining specific, separate time and effort distribution records that apply to individuals whose salaries are supported with SFSFs . The OMB Circulars that apply cost principals, such as OMB A-21 and A-87, do not fully apply to SFSFs. Expenditures must still be “reasonable and necessary”, and consistent with applicable state and local requirements. Entities must maintain documentation for SFSFs to support Time and Effort (T&E) in the same manner that supports similar duties for individuals paid with state or local funds. An individual paid salary with both SFSFs and state funds is not required to maintain records documenting the amount of time spent on SFSF activities because there are no specific “SFSF activities”. Recipients of SFSFs must maintain records that separately track and account for those funds, how the funds were used, total cost of the activity for which funds were used, the share of cost provided by other sources, and other records that facilitate an effective audit.    

Item 8 of the Application Process within the Guidelines indicates that "no funds or reimbursable expenses may be expended or incurred, prior to the execution date of the contract. Previous communication by THECB including at the September 28th webcast and in the FAQ had tied this date to the time the Notice of Grant Award was issued. Please clarify.

There will be no pre-awarded monies reimbursed for expenses prior to the application date of October 1, 2009. You are not able to submit expenses for reimbursement until after you receive the Coordinating Board Notice of Grant Award.  All project expenditures must be in accordance with the approved spending plan and budget.  If expenditures meet these requirements and are compliant with all ARRA and State requirements and guidelines, the project will be approved and the THECB will issue a NOGA with an effective date of October 1, 2009.   

Monthly Reports - Is there a standard format/template of the monthly reports available?  What data is needed in the monthly report?

A website has been implemented for all external users to report their subrecipient activities (progress, budget, jobs data, reimbursement, vendors, etc). The link for this site is: (THECB monthly reports)  

When do I have to submit the first monthly report, due on the 5th?

You do not have to submit the monthly report until after the institution/agency fully executes the Notice of Grant Award from the Coordinating Board. For example, if your institution/agency fully executes the Coordinating Board Notice of Grant Award in December 2009 you will be required to submit your first monthly report by January 5, 2010.  

How will cost reimbursement impact our sources and expenditure reports?

The expenses will be reported as restricted fund expenditures.  The revenue will be restricted federal grant revenue in restricted funds. The amount of expenses not reimbursed, if any, on August 31, will be accrued as revenue in the restricted fund to match.  

Will monthly reporting requirements end once all ARRA-eligible funds have been expended?  Or is there an on-going requirement to provide monthly reports through the end of the fiscal year?

Subrecipients who have spent 100% of their ARRA funds will be identified by THECB staff for closeout eligibility. Once the funds for an individual NOGA are 100% spent and projects are completed, the institution will need to indicate that they are filing their final reporty by selecting "Yes" on the drop-down menu for "Final Report" on the "Progress Data" tab of their monthly reimbursement request. THECB staff will complete a review to confirm the accuracy of the reported information and reconcile actual costs to award budget, modifications, and payments. THECB staff will then implement the closeout process, working directly with the subrecipient. The award will be closed after all required documentation is received indicating that approved work has been completed and all funds have been disbursed. Subrecipients are required to file monthly reports until receipt of a formal "Termination of NOGA XXXX" email from the THECB ARRA Grants Program staff.   

We know of the carry forward of unexpended balances between FY 2010 and FY 2011 in the GAA, SB 1, Article XII, Section 4. Will all expenditures need to be complete by August 31, 2011? Can there be encumbrances?

All of GAA, SB 1, Article XII funds will need to be expended by August 31, 2011. Since the Coordinating Board is reimbursing qualified expenses, entities will have to distribute the monies first. Encumbrances will not be allowed.   

We are uncertain if we have to file the weekly ARRA activity report for the SFSF-GSF funds.  If we do need to file a report (we have not expended any funds), how and where do we do that?

The Comptroller's Office requires state entities to file a weekly report for the SFSF-GSF. The Comptroller's Office has their own website: https://fmx.cpa.state.tx.us/fmx/recovery/index.php.  Community Colleges do not have to submit weekly reports to the Comptroller's Office.  

Do we include the pass through funds in Friday's weekly report, or will the Coordinating Board, as the primary recipient?

Once awarded a THECB ARRA NOGA, institutions will be required to report to the Comptroller as receiving pass-through funds from the THECB. The Comptroller's Office requires state entities to file a weekly report for the SFSF-GSF. The Comptroller's Office has their own website: https://fmx.cpa.state.tx.us/fmx/recovery/index.php  

The Guidelines state that two monthly reports are due by the 5th of each month to the THECB:  1) The Progress Report and, 2) The Financial Report. However, earlier in the Guidelines, it states that a Budget Form will be required each month by the 5th and a template for the Budget Form is included.

A website has been implemented for all external users to report their subrecipient activities (progress, budget, jobs data, reimbursement, vendors, etc). The link for this site is: (THECB monthly reports)  

Are the dollar amounts in Budget Justifications to be rounded to the nearest $100?

Yes, dollar amounts in the Budget Justification should be rounded to the nearest hundred dollars.  

How do the campuses provide data on individuals that have not been hired ("New Jobs" section)?

Institutions receiving NOGAs from the THECB are required to report on a monthly basis actual hours worked that are supported by these ARRA funds. 

How do the campuses evidence that tuition and fees have not been increased?

Provide documentation that mitigation took place, such as board action, policy statement, etc.  

For employee salaries paid from ARRA funds in positions that are neither "created" nor "retained," where should they be budgeted/reported? It appears they should be included along with other "operational costs.

A website has been implemented for all external users to report their subrecipient activities (progress, budget, jobs data, reimbursement, vendors, etc). The link for this site is: (THECB monthly reports)  

Within the "Source Documentation Requirement" of the "Terms and Conditions," there is a requirement for proof of payment documentation with the "final reimbursement request submitted for processing." What is the "final reimbursement request submitted for processing?" Most other federal awards do not require that this detailed level of documentation be provided to the awarding agency. Please clarify this requirement.

The final reimbursement request submitted for processing should show a zero balance remaining and total prior requests should equal the approved budget. Proof of payment documentation is not required for the final reimbursement request where the requested amount is zero. 

During the webinar, it had not been decided whether the state will pay the fringes for the education funding or graduate medical education funding.  Has the decision been made regarding this issue?  It is understood that the fringes on the new project must be incorporated into the expense of the project.

Per the CPA:  For those agencies and institutions receiving ARRA funding in Article XII as a dollar-for-dollar replacement of General Revenue (GR), related benefit costs will be charged to their GR benefit appropriations (as such costs were already taken into account by the GR appropriation in the "home" article of the GAA). The costs will subsequently be shown as excluded in Section II of the report. However, for ARRA funding in Article XII intended to expand or create new programs (such as those identified in Section 25), agencies and institutions will be required to cover related benefit costs from another source, and such costs will not be reflected in the report.Article XII ARRA pass-through revenue will not be reflected as a financing source in Section I of APS 011. For non-pass-through funding, agencies should look to the APS 011 instructions for guidance.    


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