Grantee Learning Series for COVID-19 Relief Programs: Grant Administration (U.S. Department of Education)
Summary
U.S. Department of Education slide presentation, Grantee Learning Series for COVID-19 Relief Programs: Grant Administration, from the Office of State and Grantee Relations. The slides provide an overview of the ESSER, GEER and EANS programs and the legislative and regulatory requirements, and set out the grants lifecycle from authorization and pre-award through liquidation and closeout. They list funding by law, including $13.2 billion for ESSER and approximately $3 billion for GEER under the CARES Act, $54.3 billion for ESSER II under the CRRSA Act and $122 billion for ARP ESSER under the American Rescue Plan Act. They show CARES grant timeline dates including a September 30, 2022 obligation deadline. The text is the Department's own presentation and no date is printed.
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“Grantee Learning Series for COVID-19 Relief Programs: Grant Administration (U.S. Department of Education).”
Original at www.ed.gov. Archived at Pandemic Darlings, https://pandemicdarlings.com/source-documents/department-of-education-presentation-www-ed-gov-b0b110d776/
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Grantee Learning Series for
COVID-19 Relief Programs:
Grant Administration
The Office of State and Grantee Relations
Christopher Tate, Group Leader, Office of State and Grantee Relations
Jennifer Timmons, Program Officer, Office of State and Grantee Relations
1
Purpose
The Grants Administration training within the Grantee Learning
Series provides an overview of the ESSER, GEER, and EANS
program, in addition to the legislative and regulatory
requirements. The training also identifies Department resources
to support grantee administration of federal formula funds during
the grant lifecycle.
A recording of the presentation and accompanying slides will be made available on
the Department’s State and Grantee Relations announcements webpage.
U.S. Department of Education 2
Objectives
Participants in this meeting will:
1.Understand the legislative and regulatory requirements,
as well as the Department’s program guidance governing
the administration of the ESSER, GEER, and EANS programs.
2. Review key timelines and resources available to assist
grantees with the administration and oversight of the GEER,
ESSER, and EANS programs throughout each grant’s life
cycle.
U.S. Department of Education 3
Grant Administration
1. Authorizing Legislation and the Pre-Award Phase
2. Awarding and Availability of Funds
• Grant Timelines
• Award Terms and Conditions
3. Award Period and Administration
4. Liquidation and Closeout
• Grant Closeout
• Liquidation Extension
• Late Liquidation
5. Department Resources
6. Q&A U.S. Department of Education 4
ESF Funding Cycles
CARES
CRRSA
ARP
U.S. Department of Education
Grants Lifecycle
Authorization and
Pre-Award Phase
Announcement of
Congressional
funding
authorization and
availability and
END appropriation
requirements
Grantee
submission of
Department closes &
state plans/
out award
assurances and
certifications
Grantee Department
implements review of grantee-
program and submitted plan/
monitors assurances for
subrecipients compliance
U.S. Department of Education
Authorizing Legislation
Education Stabilization Fund (ESF)
Coronavirus Aid Relief, and Economic Security (CARES) Act $ 30.75 Billion
• $13.2 billion allotted to the ESF for the Elementary and Secondary School Emergency Relief Fund
(ESSER) Fund
• Approximately $3 billion allotted to the ESF for the Governor’s Emergency Education Relief Fund
(GEER) Fund.
Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act $ 81.88 Billion
• $54.3 billion allotted to the ESF for the Elementary and Secondary School Emergency Relief Fund
(ESSER II) Fund
• Approximately $4 billion allotted to the ESF for the Governor’s Emergency Education Relief Fund
(GEER II) Fund.
• $2.75 billion of the GEER Funds allotted to the ESF for the Emergency Assistance to Non-public
Schools (EANS) program
American Rescue Plan (ARP) Act $ 1.9 Trillion
• $122 billion allotted to the ESF for the Elementary and Secondary School Emergency Relief Fund
(ARP ESSER) Fund
• $2.75 billion of the GEER Funds allotted to the ESF for the Emergency Assistance to Non-public
Schools (ARP EANS) program U.S. Department of Education
CARES Act GEER and ESSER
Grants Lifecycle
SPRING 2020 SEPTEMBER 30, 2022 JANUARY 28, 2023 OCTOBER 1, 2026
CARES Act GEER and CARES Funds Obligation CARES Funds Liquidation Funds Revert to
ESSER Awarded Deadline Deadline Treasury
CARES Funding Period of Performance CARES Liquidation Period CARES Closeout Period
CARES Grantee and Subrecipient Monitoring and Reporting
CARES ESSER (ESSER I) CARES GEER (GEER I)
ALN 84.425 D ALN 84.425 C
AWARDS CARES - ESSER I CARES - GEER I
S425D20xxxx S425C20xxxx
ASSURANCES Certification & Agreements (C &A) Certification & Agreements (C &A)
STATE PLANS Specific State information added to Specific State information added to State’s C &
State’s C & A; no State plan required A; no State plan required
AMENDMENTS Not Applicable Not Applicable
CRRSA Act GEER, ESSER, and EANS
Grants Lifecycle
JANUARY 2021 SEPTEMBER 30, 2023 JANUARY 28, 2024 OCTOBER 1, 2027
CRRSA Funds awarded CRRSA Funds Obligation CRRSA Funds Liquidation Funds Revert to
Deadline Deadline Treasury
CRRSA Funding Period of Performance CRRSA Liquidation Period CRRSA Closeout Period
CRRSA Grantee and Subrecipient Monitoring and Reporting
CRRSA ESSER (ESSER II) CRRSA GEER (GEER II) CRRSA EANS (EANS I)
ALN 84.425 D ALN 84.425 C ALN 84.425 R
AWARDS CRRSA - ESSER II CRRSA - GEER II CRRSA - EANS I
S425D21xxxx S425C21xxxx S425R21xxxx
ASSURANCES See ESSER I C & A See GEER I C & A Certification and Agreement
Certification & Agreements (C &A) Certification & Agreements (C &A)
STATE PLANS Specific State information added to Specific State information added to See EANS I C & A for State-specific
State’s C & A; no State plan required State’s C & A; no State plan required information; no State plan required
AMENDMENTS Not Applicable Not Applicable Not Applicable
ARP Act ESSER and EANS
Grants Lifecycle
MARCH 2021 SEPTEMBER 30, 2024 JANUARY 28, 2025 OCTOBER 1, 2028
ARP Funds awarded ARP Funds Obligation ARP Funds Liquidation Funds Revert to
Deadline Deadline Treasury
ARP Funding Period of Performance ARP Liquidation Period ARP Closeout Period
ARP Grantee and Subrecipient Monitoring and Reporting
ARP ESSER (ESSER III) ARP EANS (EANS II)
ALN 84.425 U ALN 84.425 V
AWARDS ARP - ESSER III ARP - EANS II
S425U21xxxx S425V21xxxx
ASSURANCES Grant Assurances Grant Assurances
(see Part C-ARP EANS application template)
STATE PLANS State plans submitted to OESE posted State plans submitted to OESE posted here
here
(also includes links to State’s LEA plans)
AMENDMENTS Amendments required if changes are
needed for D1, D2, or D3 Amendment Requirements
Amendment Requirements
Grants Lifecycle
Awarding of Funds
Award Period
Announcement of
Congressional
funding
authorization and
availability and
END appropriation
requirements
Grantee
submission of
Department closes &
state plans/
out award
assurances and
certifications
Grantee Department
implements review of grantee-
program and submitted plan/
monitors assurances for
subrecipients compliance
U.S. Department of Education
CARES ESSER + CRRSA ESSER ARP ESSER
(ESSER I and II)
Source Certification & Agreements (C &A) Grant Assurances
Assurances • 90% allocated to LEAs • SEAs will submit a state plan with required components
• 10% available as SEA reserve • Not less than 90% & not more than 93% allocated to LEAs
ESSER Terms and Conditions
• SEAs may not use more than ½ of 1% for • Allocate funds to LEAs within 60 days of receipt
administrative costs
• Total allocation must be communicated to LEAs
• LEAs will provide equitable services to
students/teachers in non-public schools • 20% of LEA allocation must address learning loss
Reference • Required 5% SEA reservation to address learning loss
each set of • Comply with Maintenance of Effort
assurances provision in CARES • Required 1% SEA reservation to carry out summer
for the full • Continued compensation of employees enrichment programs
text of the and contractors
terms and • Required 1% SEA reservation to carry out after-school
conditions. • SEA-provided TA to LEAs for remote programs
learning • SEAs may not use more than ½ of 1% for administrative
• Compliance with reporting requirements, and/or emergency costs
including 60-day report to address • Comply with Maintenance of Effort and Maintenance of
administrative costs, internal control Equity provisions in ARP
plan, subrecipient monitoring plan
• LEAs must develop and make publicly available on website
U.S. Department of Education
plan for safe return of in-person learning that incorporates
public comment
ARP ESSER State Plan Requirements
Interim Final Requirements
SEA Plan Requirements LEA Requirements
• Meaningful consultation with various • Provision of public information on website
stakeholder groups on its ARP ESSER plan and • Required components of LEA plans
give the public an opportunity to provide input • Meaningful consultation with various
• Provision of public information on website stakeholder groups on its ARP ESSER plan and
• Oversight of LEA plans give the public an opportunity to provide input
• Requirements for safe return to in-person
instruction plans and the regular review of
those plans
SEA Plan Components (ARP ESSER State Template)
• Section A: Description of State’s Current Status and Needs
Posted State Plans
• Section B: Safely Reopening Schools and Sustaining their Safe Operations
• Section C: Planning for the Use and Coordination of ARP ESSER Funds
Amendment Requirements
• Section D: Maximizing State-Level Funds to Support Students
• Section E: Supporting LEAs in Planning for and Meeting Students’ Needs
• Section F: Supporting the Educator Workforce
U.S. Department of Education
• Section G: Monitoring and Measuring Progress
CARES GEER + CRRSA GEER ARP
(GEER I and II)
Source Certification & Agreements (C &A) Not Applicable
Assurances
GEER Terms and Conditions
• Funds will be used for allowable purposes under CARES to provide
emergency support to LEAs, IHEs, or other education-related Not Applicable
entities significantly impacted by COVID-19
• State will comply with Maintenance of Effort provisions in CARES,
absent a waiver
Reference
each set of • Grantee and subrecipients will continue to pay its employees and
assurances contractors to the greatest extent practicable
for the full • State submission of a 45-day report to detail the awarding of funds
text of the and associated criteria
terms and
• Potential for increased reporting requirements for education-
conditions.
related entities
• State will ensure LEAs provide equitable services to students and
teachers in non-public schools (GEER I only)
U.S. Department of Education
CRRSA EANS ARP EANS
(EANS I) (EANS II)
Source Certification & Agreements (C &A) Grant Assurances
Assurances • Funds will be used to provide services or assistance to non-public
schools to address educational disruptions resulting from COVID-19
All requirements of CRRSA EANS with
• Governor designates the SEA to administer the EANS program two exceptions:
EANS Terms and Conditions
• SEA will distribute EANS information and applications to non-public • A State educational agency (SEA)
schools within 30 days of receiving funds and process within 30 days may only provide services or
of receipt assistance under ARP EANS to non-
Reference public schools that enroll a
• SEA will prioritize services or assistance to non-public schools that significant percentage of students
each set of enroll low-income students and are most impacted from low-income families and are
assurances
• SEA will obligate all funds no later than 6 months after receipt most impacted by COVID-19; and
for the full
text of the • SEA will administer program in accordance with CRRSA statute • An SEA may not use ARP EANS
terms and funds to provide reimbursements
• SEA will ensure public control of funds for services and assistance to any non-public school as
conditions. provided to non-public schools authorized under section
312(d)(4)(M) of the CRRSA Act.
• SEA will ensure all services or assistance are secular, neutral, and
non-ideological The Department issued final
requirements for the ARP EANS
• General disallowance of direct or indirect financial assistance program that it posted on its website
• Ensure compliance with Maintenance of Effort provisions on July 9, 2021, and published here in
the Federal Register on July 13, 2021.
• Consultation of Governor with SEA U.S. Department of Education
Fiscal Terms and Conditions
Uniform Administrative The SEA will comply with the Uniform Administrative Requirements, Cost
Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance)
Principles, and Audit requirements in Subpart D—Post Federal Award Requirements (2 CFR
Requirements for Federal §§200.300-345) and Subpart E—Cost Principles (2 CFR §§200.400-475) to
Awards ensure that LEAs, including charter schools that are LEAs, are using
[program] funds for purposes that are reasonable, necessary, and allocable
under the [legislative authorization]
Education Department The SEA and other entities will comply with the provisions of all applicable
General Administrative acts, regulations and assurances; the following provisions of Education
Regulations (EDGAR) Department General Administrative Regulations (EDGAR) 34 CFR parts 76,
77, 81, 82, 84, 97, 98, and 99; the OMB Guidelines to Agencies on
Governmentwide Debarment and Suspension (Nonprocurement) in 2 CFR
part 180, as adopted and amended as regulations of the Department in 2
CFR part 3485; and the Uniform Guidance in 2 CFR part 200, as adopted
and amended as regulations of the Department in 2 CFR part 3474.
U.S. Department of Education
Fiscal Terms and Conditions
Code of Federal Regulations (CFR) Uniform Guidance
2 CFR, Part 200, Subpart D 2 CFR, Part 200, Subpart E
U.S. Department of Education
Fiscal Terms and Conditions
Education Department General Administrative Regulations (EDGAR)
U.S. Department of Education
Fiscal Terms and Conditions
Education Department General Administrative Regulations (EDGAR)
U.S. Department of Education
Grants Lifecycle
Liquidation and
Closeout
Announcement of
Congressional
funding
authorization and
availability and
END appropriation
requirements
Grantee
submission of
Department closes &
state plans/
out award
assurances and
certifications
Grantee Department
implements review of grantee-
program and submitted plan/
monitors assurances for
subrecipients compliance
U.S. Department of Education
Grant Closeout Process
Grant Closeout Requirements
• Grant Period (including Tydings Period) has expired
• Liquidation Period (including extensions) has expired
• $0 balance in G5 (or no outstanding requests for funds still in the grant account)
• Performance and financial reports and data are received and approved
• Financial and programmatic issues/findings are resolved
• All audit findings are resolved
Liquidation Suspension Manual Closeout Closed
• October 1 - January 28 • As of January 29, most • Grantees cannot draw down funds
• Grantees cannot draw
(120 days) grantees default to • No further action is required by
down funds
suspension status Grantee
• Grantees can continue • Grantees cannot draw • 4 years after end of obligation
• SGR conducts final
to draw down funds for down funds period, remaining funds revert to
closeout activities
properly obligated • Grantees can adjust Treasury
expenses financial data (FFATA &
Annual Reports) U.S. Department of Education
Late Liquidation Process
Late Liquidation Requests
The traditional late liquidation process for funds Required Components
that were properly obligated, and activities are A request, on letterhead, and signed by either the Chief State
School Officer or the Chief Financial Officer, that includes-
completed but the State was unable to draw •
•
The ALN (formerly CFDA) number
PR Award number of the grant
down funds by the end of the liquidation period • A detailed explanation for why the liquidation period
needs to be re-opened and for why the funds were not
(January 28, 2023), if timely and valid obligations, liquidated during the established period of availability.
• a description of the measures the State is taking to
were made pursuant to 34 C.F.R. § 76.707. preclude the circumstance necessitating the late
liquidation from happening again (for CRSSA and ARP
funds).
• The total dollar amount that the grantee wants to draw
Late Liquidation Process down from the balance. This amount should be based on
CARES Act Late Liquidation and Closeout Webinar •
ACTUAL expenditures, not any remaining funds.
The amount of time needed to complete the drawdown,
(03.09.2023) if longer than 3 business days, should the request be
•Recording – English approved.
• An attestation that the information contained in the
•Recording – Spanish letter is accurate.
•Slides Documentation that shows the obligations were made during
•Transcript – English the period of availability of funds and for allowable purposes.
Some examples of such documentation could include copies of
•Transcript – Spanish invoices, contracts, ledgers, etc.
U.S. Department of Education
Liquidation Extension Process
Liquidation Period Extensions*
An up-to-14-month extension to the liquidation period that allows for grantees and
subrecipients to continue contracted activities and payments, if timely and valid
obligations were made pursuant to 34 C.F.R. § 76.707.
A State may submit a liquidation extension request for CARES Act funds or CRRSA Act
funds as soon as data are available for submission.
CARES ESSER and GEER Liquidation Extension Process CRRSA ESSER, GEER, EANS Liquidation Extension Process
• CARES Act Liquidation Extension Template • CRRSA Act Liquidation Extension Template
• CARES Act Liquidation Extension Requests FAQs • Updated Liquidation Extension Requests FAQs
• CARES Act Liquidation Extension Technical
Assistance
* The liquidation extension request process is specific to CARES Act and CRRSA Act funds. The Department strongly encourages States and local
educational agencies (LEAs) and other subgrantees to obligate and liquidate ARP Act funds with urgency for activities that support students’
academic recovery and mental health. U.S. Department of Education
Liquidation and Obligation Requirements
What does it mean to “Obligate” Funds?
The regulations at 34 C.F.R. § 76.707 govern when an obligation of Federal funds
by a State or subgrantee such as an LEA occurs. Specifically, for services or
assistance provided through a contract, the obligation is made on the date that
the State or subgrantee makes a binding written commitment to obtain the
services, work, or products. For rental or lease of real or personal property, the
obligation is made when the property is used.
Updated ESSER-GEER FAQs EANS FAQs
U.S. Department of Education
Liquidation and Obligation Requirements
If the obligation is for - The obligation is made
a) Acquisition of real or personal property On the date on which the State or subgrantee makes a
binding written commitment to acquire the property.
b) Personal services by an employee of the State or subgrantee When the services are performed.
c) Personal services by a contractor who is not an employee of On the date on which the State or subgrantee makes a
the State or subgrantee binding written commitment to obtain the services.
d) Performance of work other than personal services. On the date on which the State or subgrantee makes a
binding written commitment to obtain the work.
e) Public utility services When the State or subgrantee receives the services
f) Travel When the travel is taken
g) Rental of real or personal property When the State or subgrantee uses the property
h) A pre-agreement cost that was properly approved by the On the first day of the grant or subgrant performance period
Secretary under the cost principles in 2 CFR part 200, Subpart E -
Cost Principles
The regulations at 34 C.F.R. § 76.707 govern when an obligation of Federal
funds by a State or subgrantee such as an LEA occurs. U.S. Department of Education 2
5
Liquidation and Obligation Requirements
What does it mean to “Liquidate” Funds?
The drawing down and expenditure of funds by a grantee for obligations
incurred during the grant’s legal obligation period. Timely liquidation occurs
during the project performance period and through the first 120 days after
the final day of that period or an extension of that period authorized by ED,
pursuant to 2 C.F.R. § 200.344(b).
U.S. Department of Education
SGR Resources
ESSER Resources GEER Resources EANS Resources
*ESSER Program Page* *GEER Program Page* *EANS Program Page*
ESSER/GEER FAQs ESSER/GEER FAQs EANS FAQs
ARP Maintenance of Equity GEER FAQs EANS Disposition FAQs
Implementation Resources Guidance and Webinars Guidance and Webinars
ESSER Reporting GEER Reporting EANS Reporting
ESSER Monitoring GEER Monitoring EANS Monitoring
SGR DEADLINES AND ANNOUNCEMENTS ESF Transparency Portal
• Important Dates and Deadlines
• Grantee Communications by Program Maintenance of Effort
• Past Editions of SGR’s Weekly Newsflash
*State Mailbox is Primary Source of Assistance – [State].OESE@ed.gov U.S. Department of Education 2
e.g., Alabama.OESE@ed.gov 7
Additional Resources
Department Resources General Grant Resources
ED's Grant's Homepage ED’s Federal Register Notices
Training and Risk Management Tools Grants.Gov
Grants Training Resources (ED) Grants Training Resources (CFO)
Introduction to Federal Financial Assistance
*State Mailbox is Primary Source of Assistance for ESF funds – [State].OESE@ed.gov
e.g., Alabama.OESE@ed.gov
U.S. Department of Education 2
8
Thank You
29
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