Accessing your Early Learning Division Funds

1. Accessing your Early Learning Division Funds November 2013 Rhonda Nelson Fiscal Policy Analyst Rhonda.nelson@ode.state.or.us Oregon Early Learning Division

2. The Department of Education uses a system called the Electronic Grants Management System (EGMS) to process fund requests • EGMS is a simple web-based database where you can view your funding allocations and request your funds EGMS

3. There are two forms that you will be requested to fill out • ODE Institution Form • EGMS Claim Administrator Form EGMS Access Forms

4. The Institution Form gives us the information needed to create a new entity in EGMS • All entities must fill out this form to have an institution number assigned • This form will be presented for acceptance by the Department of Education (ODE) Institutions Database Advisory Team (IDAT) ODE Institution Form

5. Please fill in sections A (leave the ID # blank), section B, section C, section D, section J and section L • You may fax or email this form to Joy Blackwell at 503-378-5156 or joy.blackwell@state.or.us ODE Institution Form

6. This form tells us to whom you grant the authority to draw and/or view funds in EGMS • All entities must fill out this form EGMS Claim Administrator Form

7. You may fax or email this form to Phyllis Reynolds at 503-378-5156 or ode.egms@ode.state.or.us EGMS Claim Administrator Form

8. ODE Receives all of the necessary forms • ODE Procurement will send an email to all of the contacts on the claim administrator form with the EGMS instruction manual and login information • Entities will log in to EGMS at https://district.ode.state.or.us • The first time you log in, you will need to contact the procurement unit so they can give you rights to the system and walk you through the claims process • Contact information is included in the EGMS Instructions EGMS Access

9. Non-Government entities • Set up in EGMS takes approximately one month • Government entities • Set up in EGMS takes approximately two weeks Timeline to Access Funds

10. You may submit claims monthly or quarterly • Submitted claims are reviewed by Early Learning Division staff within 2 days of submitting • If all monitoring reports have been submitted, claim will be released • Claim is processed by accounting department (3 days) • Warrant or Direct Deposit will be sent to entity (2-5 days) • Entities wanting to set up Direct Deposits can find the form and instructions at http://www.oregon.gov/DAS/EGS/FBS/SFMS/pages/ach.aspx Process for Receiving Funds

11. EGMS: Phyllis Reynolds • ode.egms@ode.state.or.us • 503-947-5886 • Funding Questions: Rhonda Nelson • Rhonda.Nelson@ode.state.or.us • 503-378-5138 Contact Information