Rehabilitation Services Administration (RSA)

1. Rehabilitation Services Administration (RSA) FY 2013 Part C Continuations: Required CIL Actions

2. Agenda • FY 2013 Award Amounts • Required CIL Actions by July 5, 2013 • Verification of CIL Information • Online submission of ED-524 • ED-524 Key Guidance • Electronic Grant Award Notifications (GANs) • Technical Assistance Resources • Questions and Answers 2

3. FY 2013 Part C Award Amounts • IL Part C award amounts in the 2013 Continuations “Dear Colleague” email from Timothy Beatty. • Reflects a 5.2 percent reduction in federal programs mandated by the Consolidated and Further Continuing Appropriations Act, 2013 (P.L. 113-6). • Effective October 1, 2013. 3

4. Required CIL Actions by July 5, 2013: • Verify accuracy of CIL information • Correct CIL information, as necessary. • Submit the ED-524 online through RSA website • Register in G5 to receive electronic GAN Note: The 524s are to be submitted online at rsa.ed.gov. Do not email. 4

5. Action #1: Verify CIL Information • Verify that the following accurately reflects the correct information in Dun and Bradstreet (D&B), System for Award Management (SAM) and G5 Payment System: • CIL official name • CIL official address • executive director name • executive director email address 5

6. CIL Information • You are responsible for ensuring that the correct CIL official name, address, grantee/payee DUNS numbers and banking information are active in D&B, registered in SAM and current in the G5 Payment System. 6

7. CIL Information • The CIL name in G5 must be the official one on file at D&B. • If your CIL has a “doing business as” name, it must appear after the official name. 7

8. Action #2: Correct CIL Information • Email any necessary CIL information corrections to veronica.hogan@ed.gov by July 5, 2013. Note: RSA will not change your CIL’s official name in G5 unless you provide documentation that the correct name has been registered in D&B and SAM. 8

9. Action #3: 524 Online Submission • Complete and submit Section A (Budget Summary) and Section C (Budget Narratives) on the RSA website by July 5, 2013. • Section B (Non-Federal Funds) is not applicable because the CIL program does not have a match requirement. 9

10. Online Submission • If you already have a user ID, log in at rsa.ed.gov, select “Data Entry’ from the box on the right, and select ED-524 under “Reports to Do.” • If you have forgotten your password, click on “Click Here If You Have Any Problems Logging In.” 10

11. Online Submission • If you do not have a user ID or password, go to rsa.ed.gov, click “Info for New Users” and follow the instructions. • Further instructions are provided by email upon completion of the registration process. 11

12. Online Submission • If you do not see the ED-524 when logging in, click on “Need a form that isn’t listed?” • Select “Centers for Independent Living” as the program and ED-524 as the form, under both “View” and “Edit.” 12

13. Online Submission • For additional assistance on the RSA website, select Help, then Technical Support. • If none of the listed topics addresses your issue, you may email us by clicking “None of these options describes my problem.” 13

14. ED-524 Key Guidance General Guidance: • Use whole numbers, without commas or dollar signs. • Click “Edit” to enter budget information. • Frequently click the “Save” button located below each section, especially before viewing or printing. 14

15. Key Guidance: Section A General Guidance: • Provide budget information in Project Year 1 (column a) only. • Line 7 must be zero because Construction is unallowable and non-allocable with IL Part C funds. • Lines 9 (Direct Costs) and 12 (Total Costs) will be automatically computed each time you click Save. • Ensure that the amount on Line 12 (Total Costs) matches the total FY 2013 award amount which appears just below Line 12. 15

16. Key Guidance: Section A Indirect Cost Rates: • Line 10 must be zero unless your CIL has an indirect cost rate (ICR) approved by the U.S. Department of Education. • If your CIL includes indirect costs in Line 10, you must complete the ICR information at the bottom of section A. • Click “Yes” in item (1) and complete item (2). 16

17. Key Guidance: Section A Cost Allocation Plans: • If your CIL has an approved cost allocation plan (CAP) rather than an ICR, your indirect costs would be distributed among the appropriate line items (e.g., Personnel, Contractual, Other). • Provide the CAP information requested in Section C, explained below. 17

18. Indirect Costs Indirect Costs: • All CILs with multiple funding sources or cost objectives must have an ICR or CAP approved by the Department’s Indirect Cost Group. 18

19. ED-524 Key Guidance: Section A General Guidance: • Describe the activities for which the funds will be used, under each line item in Section A. • Line items and dollar amounts in Section C must match information in Section A. • Itemize expenditures under each line item as applicable, e.g., “Personnel,” “Contractual,” “Other.” • Under “Personnel,” include position titles and percentages charged to Part C. 19

20. Key Guidance: Section A General Guidance: • Information must be sufficient to show that all proposed activities - including travel and food - are reasonable, allowable and allocable according to Office of Management and Budget (OMB) Circular A-122 cost principles and the CIL program. 20

21. Key Guidance: Section C Cost Allocation Plans: • Indicate whether or not your CIL has an approved CAP. • Provide the date on which the CIL’s CAP was approved by the Indirect Cost Group, if applicable. 21

22. Key Guidance: Section C Level of Effort (LOE): Provide the key personnel’s LOE on the Part C program. • “Key personnel” means the executive director, at minimum. • LOE is the percentage of the key personnel’s time that will be charged to the Part C program. • For example, if the executive director intends to charge 50 percent of time to Part C, 20 percent of time to the state grant and 30 percent to the IL Part B grant, then the 524 LOE would be 50%. • The aggregate LOE cannot exceed 100% (e.g., for grantees managing multiple CILs or unspent ARRA funds). 22

23. Action #4: Register to Receive Electronic GANs • This year CILs will receive electronic copies of signed GANs/attachments instead of hard copies. • RSA will electronically sign the GAN, then G5 will generate an email notification to CILs’ “project directors” (i.e., executive directors) registered in G5. • To register, go to www.g5.gov, click the "Not Registered? Sign Up" link on the G5 Homepage, and follow the instructions. • Be sure to select the “project director” as the “role.” 23

24. Technical Assistance Resources • G5 Hotline at (888) 336-8930 • SAM: www.fsd.gov or (866) 606-8220 • D&B: fedgov.dnb.com/webform/displayHomePage.do or (888) 336-8930 • ED-524: www.ed.gov/fund/grant/apply/appforms/ed524.doc 24

25. Technical Assistance resources • Federal cost principles: www.whitehouse.gov/omb/circulars_a122_2004 • Model CAP: wiki.ilru.net/images/a/af/Model_CAP_2013.pdf • Office of the Chief Financial Officer: www2.ed.gov/about/offices/list/ocfo/fipao/icgreps.html • IL Unit representative: At the email address in the 2013 Continuations “Dear Colleague” email 25

26. Questions Questions and Answers 26