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Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
Reporting Instructions for Virginia EECBG Sub-Recipients
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Reporting Instructions for Virginia EECBG Sub-Recipients

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  • 1. Revised 7-21-10 Department of Mines, Minerals and Energy Page 1 of 9 REPORTING REQUIREMENTS for Virginia EECBG Sub-Recipients These reports are due to DMME as follows: Monthly Virginia EECBG Consolidated Report: by close of business on the 15th day after the reporting month ends (either from PDC manager or subrecipient directly; see Attachment B for details). Send this report to Barbara Simcoe at barbara.simcoe@dmme.virginia.gov Quarterly SF-425: by close of business on January 4, April 4, July 4 and October 4 of each year the grant is active. Send this report to Barbara Ford at barbara.ford@dmme.virginia.gov Virginia EECBG Consolidated Report: by close of business on January 15, April 15, July 15 and October 15 of each year the grant is active (either from PDC manager or subrecipient directly; see Attachment B for details). Send this report to Barbara Simcoe at barbara.simcoe@dmme.virginia.gov Pursuant to Section 1512 of Title XV of the American Recovery and Reinvestment Act (ARRA), the Prime Recipient is required to report to DOE regarding the expenditures and jobs funded under these ARRA projects. The reports are compiled from key reporting elements that the Subgrantee provides the Prime Recipient (DMME) on a monthly and quarterly basis. The reporting elements and schedules are subject to change throughout the length of the contract, and the Subgrantee must comply with all future reporting changes. There are two different sets of reporting requirements for DMME to submit to federal agencies. These are DMME deadlines for reporting: • 1512 or ARRA financial reporting to OMB by the 10th day after a quarter ends (using the Federal SF-425 form) • Progress and financial reporting to DOE by the 30th day after a specific month or quarter ends (using data collected from EECBG subrecipients on a new DMME- developed consolidated form requesting both financial and performance reporting information) DMME submits these reports electronically through FederalReporting.gov and the PAGE on-line system, respectively. Due dates are non-negotiable, so we must receive information from subrecipients in a timely manner to meet those report filing deadlines. In some cases, DMME will require data and information to be submitted by EECBG subgrant recipients to their respective Planning District Commission (PDC), who will forward the information to us in order to complete these reporting forms. In other cases, the subrecipient will need to provide reports directly to DMME, with a copy to their respective PDC because of timing limitations (see Attachment B for list of PDC and
  • 2. Revised 7-21-10 Department of Mines, Minerals and Energy Page 2 of 9 DMME staff contacts responsible for reporting). Please follow the instructions provided below re: report submission for monthly and quarterly financial and performance progress reports. DMME CONTACTS: Subrecipients and/or PDC contacts should email report information/data to the following DMME contacts by the due dates indicated in the report descriptions below: Virginia Consolidated Reporting Form on Monthly/Quarterly Financial and Metrics Performance: Barbara Simcoe, State Energy Program Manager, Division of Energy (barbara.simcoe@dmme.virginia.gov, or 804-692-3218) Federal SF-425 Financial Report: Barbara Ford, ARRA Financial Manager, DMME Division of Energy (barbara.ford@dmme.virginia.gov, or 804-692-0013) Financial Reporting on Federal SF-425 Financial reporting will be required on a quarterly basis. Please follow the instructions below to ensure that timely financial reports are received in the DMME office by the deadline dates. Required Information on SF-425: Please fill in boxes 3 (Recipient Organization), 4a (DUNS number), 4b (FEIN number), 8 (Project period from/to), 9 (Reporting period end date), 10 (Transactions), and 13 (Certification and contact information of person completing form). Due Dates for Quarterly Reporting: For quarterly financial reports, subgrantees must submit the SF-425 Federal Financial Report directly to Barbara Ford DMME no later close of business on the 4th day after the end of the quarter (i.e., January 4, April 4, July 4, and October 4 of each year the grant is active). If the due date falls on a holiday, please submit the information prior to that holiday date. Because of the timing issue involved in DMME having to report financial data to OMB within 10 days after the quarter ends through this SF-425 report, subrecipients must send the report directly to DMME as early in the month as possible. You should also submit a copy of the report to your PDC contact. The SF-425 is available on the DMME webpage, or at http://www.whitehouse.gov/omb/grants/index.html. Virginia Consolidated Report on Monthly and Quarterly Financial and Metrics Performance To replace the VA ARRA Financial Reporting Form and the VA ARRA Performance Report form originally posted on the website, DMME has developed a consolidated reporting form for use by EECBG subrecipients that collects the same information we need, but in a more user-friendly format.
  • 3. Revised 7-21-10 Department of Mines, Minerals and Energy Page 3 of 9 Required Information: On the first page of the report, you should indicate the reporting time period (monthly or quarterly), then provide your subrecipient information (which should not change once entered on the form), vendor information as applicable, and subaward/project information (e.g. total amount disbursed during the reporting period, and number of jobs paid from ARRA funds during the reporting period). The next four pages of the consolidated report lists the various metrics that need to be reported. Please indicate the reporting time period and provide your subrecipient information. Then complete the jobs metric for each reporting cycle, and choose the standard programmatic metrics listed that specifically pertain to your project. Provide the requested information for those chosen metrics for the particular reporting cycle. Critical metrics are to be completed on an annual basis only, with a due date to be determined. The reporting of ARRA expenditures and jobs funded is a major part of the DOE/ARRA grant. Subgrantees must report on the number of hours worked through Recovery Act and non-federal funds, outlay expenditures of Recovery Act and non-federal funds, and Recovery Act funds obligated/encumbered for a number of programmatic metric areas, including: • Building Retrofits • Loans and Grants • Renewable Energy Market Development • Building Codes and Standards • Clean Energy Policy • Building Energy Audits • Energy Efficiency Rating and Labeling • Government, School, Institutional Procurement • Industrial Process Efficiency • Financial Incentives for Energy Efficiency and Other Covered Investments • Technical Assistance • Transportation • Workshops, Training and Education • Other Activities Not Previously Defined Other specific metric activity (e.g., number of buildings retrofitted by sector, number of grants given, number and total capacity of solar/wind systems installed, floor space audited by sector, reduction in energy source consumption, number of training sessions held, etc.) are also to be reported under specified programmatic metrics. Not every metric pertains to each sub-recipient’s particular project or program. Complete the data requirements only for the metrics that apply to your specific grant activity or project.
  • 4. Revised 7-21-10 Department of Mines, Minerals and Energy Page 4 of 9 Critical Metrics reporting on an annual basis focuses on the following metric activities: • Energy Savings • Energy Cost Savings • Renewable Energy Capacity and Generation • Emissions Reductions Due Dates for Monthly and Quarterly Reporting: The monthly consolidated report should be forwarded to your PDC contact within 10 days after the specific month ends. PDCs should forward that information to Barbara Simcoe at DMME by the 15th day of each month detailing the previous month’s financial data. Quarterly information should be forwarded to your PDC contact no later than 10 days after the quarter ends (i.e., your data must be received by your PDC contact by January 10, April 10, July 10 and October 10 of each year the grant is active). The PDC contact will forward those reports to Barbara Simcoe at DMME by the 15th day after the quarter ends. The due date for annual reporting of Critical Metrics will be determined in the future and posted to the website. Monthly and quarterly reporting data definitions can be found in Attachment A to this document. The following DOE calculator tools will be useful in calculating jobs and performance benefits metrics: http://www1.eere.energy.gov/wip/docs/ owip_jobs_calculator_v8.xls http://www1.eere.energy.gov/wip/solutioncenter/calculator/default.aspx Other Helpful links: http://www.federalreporting.gov http://www.eecbg.energy.gov http://www.energy.gov/recovery/ARRA_Reporting_Requirements.htm To recap, the following forms are due to DMME as follows: Monthly Virginia EECBG Consolidated Report: by close of business on the 15th day after the reporting month ends (either from PDC manager or subrecipient directly; see Attachment B for details). Send this report to Barbara Simcoe at barbara.simcoe@dmme.virginia.gov
  • 5. Revised 7-21-10 Department of Mines, Minerals and Energy Page 5 of 9 Quarterly SF-425: by close of business on January 4, April 4, July 4 and October 4 of each year the grant is active. Send this report to Barbara Ford at barbara.ford@dmme.virginia.gov Virginia EECBG Consolidated Report: by close of business on January 15, April 15, July 15 and October 15 of each year the grant is active (either from PDC manager or subrecipient directly; see Attachment B for details). Send this report to Barbara Simcoe at barbara.simcoe@dmme.virginia.gov
  • 6. Revised 7-21-10 Department of Mines, Minerals and Energy Page 6 of 9 ATTACHMENT A Monthly and Quarterly Reporting Data Definitions The following includes DOE-provided definitions and clarifications for completing information on the EECBG Consolidated Report on Monthly/Quarterly Financial and Metrics Performance found on the DMME website. Jobs Funded: Any full or part time position that is directly funded by this DOE/ARRA contract is considered a job funded with Recovery Act money. For each month of the contract, the Sub- grantee shall report to the Prime Recipient on jobs funded. Number of Jobs Funded: The number of jobs funded should be a whole number that reflects a consistent amount of hours worked within the specified Job Title. For example, Project ABC funded 3 carpenter jobs who worked 35 hours during a normal 40-hour work schedule. Project ABC also funded 5 carpenter jobs who worked 20 hours during a normal 40-hour work schedule. Full Time Equivalent Number (FTE#): Enter the number of jobs expressed as full-time equivalents (FTEs) that were funded in the United States and outlying areas, in this month, for the entire project. This information must be obtained from the Sub-grantee for their workforce and the workforces of all of their Subcontractors. Please also report on any administrative jobs funded where the payroll is billed on this an ARRA funded project. How to calculate monthly FTEs: The requirement for reporting jobs as FTEs is a common method for quantifying work in common units to account for part-time and full- time employees. The basic calculation is the total number of hours worked per month divided by the employer's standard full-time number of hours per month. Monthly FT Equation: FTE = (# of employees x Total hrs. worked by 1 employee) ÷ (Employer’s Total standard full-time hrs.) REMINDER: ONLY CALCULATE THE TOTAL HOURS WORKED AND THE TOTAL STANDARD FULL-TIME HOURS FOR ONE MONTH. The following are examples of FTE calculations: If 1 employee worked a full-time schedule of 160 hours a month, the formula would be 160/160 = 1 If 2 employees worked a full-time schedule of 160 hours a month, the formula would be (160x2)/160 = 2 If 1 employee worked a full-time schedule of 160 hours and 1 employee worked a part- time schedule of 80 hours in a month, the formula would be (160+80)/240=1.5
  • 7. Revised 7-21-10 Department of Mines, Minerals and Energy Page 7 of 9 If 2 employees worked a full-time schedule of 160 hours and 2 employees worked a part- time schedule of 80 hours in a month, the formula would be ((160x2)+(80x2))/500=3 NON-REPORTING ITEMS The Sub-grantee must NOT report on “indirect jobs” such as material suppliers (i.e. Home Depot jobs). The Sub-grantee must NOT attempt to report on “induced jobs,” such as those jobs possibly created/retained within the local community to operate or maintain an ARRA project. Finally, employee payrolls who are not directly charged to ARRA funded project/activities, but who, nonetheless, provide critical indirect support (i.e. clerical/administrative staff preparing reports, institutional review board staff members, departmental administrators) SHOULD NOT be counted as jobs funded. Only those jobs directly charged to this ARRA funded project must be reported as jobs funded. The Sub-grantee must report on the jobs funded for the entire project or activity, regardless of whether the project is funded in whole or in part by the ARRA. VENDOR REPORTING The Sub-grantee is required to report on any vendors with whom the Sub-grantee makes any payments for goods or services that are greater than $25,000 during the quarterly period. Moreover, the Sub-grantee is only responsible for reporting Vendors when the $25,000+ payment is made directly between the Sub-grantee and the Vendor. DATA QUALITY The Sub-grantee and their Subcontractors are responsible for the accuracy of the data reported. While the Prime Recipient will be submitting the data to DOE, the Sub-grantee and their Subcontractors remain responsible for the quality and accuracy of the data. Moreover, the Sub- grantee must notify the Prime Recipient immediately if any errors in reporting have occurred. DO NOT REPORT PROJECTED DATA. ONLY REPORT ACTUAL DATA.
  • 8. Revised 7-21-10 Department of Mines, Minerals and Energy Page 8 of 9 ATTACHMENT B – DMME/PDC Reporting Manager List Applicant Name Proposal Name PDC DMME Manager click to send. Click and hold to edit Geothermal Energy Demonstration for Organic County of Scott Produce Packing Facility 1 ajones@lenowisco.org Retrofit of Lighting and Ceilings for Four County Buchanan County Schools 2 jimbaldwin@bvunet.net Bristol city Revolving Loan Fund 3 marmbrister@mrpdc.org Volunteers for Energy: Roanoke Valley-Alleghany Regional Volunteer-Based Energy Commission Efficiency Program 5 jgilmer@rvarc.org Shenandoah Valley Regional Central Shenandoah PDC Energy Efficiency Strategy 6 bonnie@cspdc.org Frederick County Community Frederick County Recycling 7 jkeihn@shentel.net Commuter Station Pedestrian City of Manassas Park Pathway Solar LED Lighting 8 avosper@novaregion.org CulpeperCounty Building Dept. Culpeper County Bldg.Dept.51047 Green Building Program 9 dbclark@rrregion.org Charlottesville HOME bcampbell@tjpdc.org, Thomas Jefferson Planning District Consortium Heat Pump swilliams@tjpdc.org, Commission Revolving Loan Fund 10 dblount@tjpdc.org Region 2000 PDC Smart Light System 11 gchristie@region2000.org jhullett@wppdc.org; City of Martinsville Hydro Plant Efficiency Project 12 tmoss@wppdc.org Mecklenburg County Landfill Mecklenburg County Energy Project 13 pd13@spdc.state.va.us Prince Edward County - Prince Edward County Improving Energy Efficiency to 14 MHickman@virginiasheartland.org Goochland County Park and Goochland County Ride Improvements 15 jevans@richmondregional.org GW Regional Pilot Home Performance with Energy Star George Washington Regional Commission Program 16 byrnes@gwregion.org Weatherization Expansion Northern Neck PDC Program 17 jdavis@nnpdc17.state.va.us Energy Efficiency and Conservation Weatherization Middle Peninsula PDC Program 18 cmeier@mppdc.com Energy Conservation Greensville County Inspection Project 19 dmorris@craterpdc.org Northampton County Geothermal Upgrade 22 emeil@a-npdc.org bmcfarlane@hrpdcva.gov, James City County James City County combined 23 ewalberg@hrpdcva.gov Regional Green Technology & Energy Conservation Training Culpeper County Bldg. Dept. and Resource Center 9 dbclark@rrregion.org
  • 9. Revised 7-21-10 Department of Mines, Minerals and Energy Page 9 of 9 Henry County Energy Awareness Educational jhullett@wppdc.org; Henry County Program 12 tmoss@wppdc.org South Boston Landfill Energy South Boston Town Project 13 pd13@spdc.state.va.us Grayson County Grayson County Courthouse 3 marmbrister@mrpdc.org Crater Indoor Lighting Retrofit Crater PDC Project 19 dmorris@craterpdc.org Mary Bethune Government Halifax County Complex Energy Project 13 barbara.simcoe@dmme.virginia.gov Bristol city Residential Energy Audits 3 barbara.simcoe@dmme.virginia.gov Energy Efficiency and Conservation Strategy Town of White Stone Development 17 barbara.simcoe@dmme.virginia.gov Crater Energy Efficiency and Crater PDC Conservation Program 19 barbara.simcoe@dmme.virginia.gov County-wide Comprehensive Botetourt County Energy Audit 5 barbara.simcoe@dmme.virginia.gov Martinsville City/School Facility City of Martinsville Energy Efficiency Retrofits 12 barbara.simcoe@dmme.virginia.gov Subsidize the Conduct of Abingdon Town Residential Energy Audits. 3 barbara.simcoe@dmme.virginia.gov Efficiency and Conservation Franklin County Strategy/Implementation 12 barbara.simcoe@dmme.virginia.gov Greenhouse Gas Reduction & Landfill Gas to Energy Augusta County Service Authority Feasibility Study 6 barbara.simcoe@dmme.virginia.gov Traffic Signal LED Bristol city Replacement 3 barbara.simcoe@dmme.virginia.gov Henry County Energy Savings Solar Thermal Hot Water Henry County Retrofits 12 barbara.simcoe@dmme.virginia.gov Henry County Energy Savings Henry County Lighting Retrofits 12 barbara.simcoe@dmme.virginia.gov Energy Retrofit at Four Smyth County Schools 3 barbara.simcoe@dmme.virginia.gov

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