Quarterly Reporting System Now Open for 2011 - Quarter 4 Period

New This Quarter

Many of the ARRA grant award periods ended by September 30, 2011. Sub-recipients will only need to file a Q4 2011 quarterly report for any open projects displayed in the system. Any grant awards that have been completed and have received final approval by the SED Office of Grants Finance will appear in the reporting system as “No Open Projects” and will not need to have a quarterly report submitted.

Continuing grant awards, such as Title I School Improvement Grants (SIG), Teacher Incentive Fund (TIF), and Title II-D Technology funds will report as usual. Please check the system for any outstanding grants that show as “Open Projects.” See General guidance below if you have questions.

Education Jobs Fund (EJF) funding continues into the 2011-12 school year. Sub-recipients with approved 2011-12 projects, including any carryover, should be reported to capture the FTE’s funded directly in the period September 16, 2011 - December 15, 2011.

Race to the Top (RTTT)

RTTT sub-recipients must complete their Online Final Expenditure Report (FER) for the 2010-11 grant award year before submitting their 2011-12 Annual Budgets for approval. Only sub-recipients with approved 2011-12 Annual Budgets should report jobs created or retained with RTTT funds during the period of September 16, 2011 through December 15, 2011. In addition, cumulative vendor expenditures through December 15, 2011 should be reported in this quarter.

All ARRA sub-recipients with open projects, including those funded through the RTTT, must report:

  • All cumulative vendor expenditures from July 1, 2011 through December 15, 2011, and
  • Only FTEs (or portions of FTEs – the online reporting application can now accept percentages of an FTE up to two decimal places) created or saved and directly funded with ARRA (RTTT) funds for the period September 16, 2011 through June 30, 2011. The number of FTEs created or retained with RTTT funds is based upon the hours worked over the total number of scheduled work hours during the two week period. [See sample FTE calculation methodology here.]


Note that sub-recipients will only report on approved award amounts. If you do not see a particular award in the drop-down box below, that you believe you are receiving and should be reporting on, you should contact the appropriate SED Program Office to review the reason(s) for the discrepancy. You may also submit an email request to the general ARRA Reporting mailbox emscmgts@mail.nysed.gov and we will pass it on to the appropriate office. For each grant displayed in the system, CEOs are expected to certify and submit a report, even if there has been no activity in the current quarter.

For each grant award, review the existing narrative(s), job numbers, infrastructure amounts where applicable, and vendor information. Make changes as appropriate to reflect activity during the current reporting period for each fund.

The Superintendent or Chief Executive must complete the process by certifying and submitting each fund, whether or not there have been additions or corrections to the data.

Reporting Jobs Created or Retained

Consistent with federal guidance on jobs reported under ARRA, jobs reported as created or retained must be paid directly with ARRA funds. ARRA grant recipients should count only the ARRA-funded FTEs in the current reporting quarter.

Expenditure Reporting

As with previous ARRA quarterly reporting, sub-recipients will submit expenditure data to draw down funds from the appropriate NYSED payment office, which will provide this information to the ARRA reporting system for inclusion in the quarterly report. Except for infrastructure expenses and payments to outside vendors, sub-recipients do not report expenditure data directly in the ARRA reporting system.


Vendor payments are cumulative from the time of award. For sub-recipient quarterly reporting, each year’s award has a different project number and is reported separately in the form. Include only amounts actually paid from July 1, 2011 through December 15, 2011 for 2011-12 grant awards (including any carryover funds from 2010-11 grant awards).

Sub-recipients will continue to draw down funds from their respective payment offices.

Time Line

Reports are due from all sub-recipients by December 30, 2011. NYSED will then submit the data from all sub-recipients to the federal government. The federal government will then review the data, request corrections as needed and publish final results on http://www.recovery.gov/ external link icon by January 31, 2012.

Last Updated: February 6, 2014