Technical Assistance Webinar: Quarterly Reporting 2022, Notes — Department of Education

Summary

Slide-by-slide notes for a technical assistance webinar on HEERF quarterly reporting in 2022, explaining the new HEERF Quarterly Report template. The notes say institutional and student reporting are now combined in one form, that the next report covers the quarter ending June 30, 2022, and that new Assistance Listing Numbers including P425E, P425Q, P425S and P425T were added. They walk through the student questions, the institutional expenditure tables, a new (a)(2) category for construction, renovation and real property projects, and the lost-revenue section. A sample report for Klutch University shows 1,000 students and $2,000,000 left to disburse. Reports must be posted in digital PDF within 10 days of the quarter's end, by July 10, 2022 for that quarter, and kept online for 3 years.

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Issuer: Congressional materials
Document type: Department Of Education Quarterly Technical Assistance Webinar Notes Www Ed Gov Ed9475072B
Case: Department Of Education Quarterly Technical Assistance Webinar Notes Www Ed Gov Ed9475072B

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“Technical Assistance Webinar: Quarterly Reporting 2022, Notes — Department of Education.” Original at www.ed.gov. Archived at Pandemic Darlings, https://pandemicdarlings.com/source-documents/department-of-education-quarterly-technical-assistance-webinar-notes-www-ed-gov-ed9475072b/, SHA-256 8b4419d768463effb0a2e631c62d83bbaa23f63a26f624db278e1cb72dd26e2f.

Full text

Technical Assistance Webinar: Quarterly Reporting 2022 Notes

Slide 3: Intro

Outline of the Presentation

Slide 4: Purpose

The purpose of this session is to provide insight for the new requirements of the HEERF Quarterly
Report. Going through the presentation, you will notice that the new areas of the report have been
highlighted.
2

Slide 5 & 6:

Slide 6: Student Report Outline

In the new reporting template Institutional and Student reporting has now been combined into one
document. Therefore, there is no longer a need to complete a separate student quarterly report. Again,
quarterly reporting for student expenditures will now be reported on this updated form.

The institution’s name should always be spelled out in its entirety. No abbreviations or acronyms.

The date of the report is the date that the institution completes the form. The “covering quarter
ending” should be the date for the ending of the intended reporting period. The upcoming quarterly
report should have a quarter ending date on June 30, 2022.

As you move down you will notice that there have been several Assisted Listing Numbers or ALNs added
to this section including P425E, P425Q, P425S and P425T. The ALNs should always be placed next to the
identified award letter. Institutions should identify EACH HEERF Award number that has been assigned
to their institution on this document.

Final report should be checked only once all institutional and student funds have been spent – that
means from HEERF I, II, and III across all sections of (a)(1), (a)(2), (a)(3) and (a)(4).

The “total amount of funds awarded” refers to the amount that the institution received for HEERF I, II,
and III. Regarding institutional, ALN awards with the letter F fall under (a)(1). The ALNs with the
following letters, J, K, L, and M, fall under (a)(2). The ALNs with the letters, N, S and T fall under (a)(3).
For the student section, ALNs with the letter E fall under (a)(1) and the ALNs with the letter Q fall under
(a)(4).

Please provide a link to your institution’s HEERF annual report in the provided space.
3

Slide 7: Report Outline – Student

Question 2 asks for institutions to identify the percentage of students who received emergency grants
and how much did the students receive by student type and fund type.

In 2a, institutions should identify how much of the HEERF student portion remains in G5 at the end of
the reporting period.

In 2b, institutions will need to complete the table and report only the disbursements for the reporting
quarter. This includes any HEERF grants that were used to satisfy student outstanding account balances.

The information that should be provided in the table is self-explanatory.

Institutions will identify the number of students who received HEERF emergency financial aid grants
using the (a)(1) student aid portion as well as the (a)(1) institutional portion.

Identify the amount disbursed DIRECTLY to students as emergency financial aid grants for the quarter.
4

Slide 8 – Student Continued

Continuing with the (a)(1) student portion, institutions will document the total amount of funding that
has been disbursed directly to students as Emergency Financial Aid grants for this reporting period.

Institutions will report on the amount of emergency financial aid grants applied to satisfy student’s
outstanding account balances. As a reminder, these balances should have only been satisfied upon
receiving written consent from the students to do so. If funds were not used for this purpose,
institutions will simply report $0.

Institutions will proceed with documenting the same information used for Emergency Financial Aid
grants to students from their (a)(1) institutional portion, (a)(2) if applicable, for that reporting quarter.

Slide 9: Student Continued

Continue with reporting in the (a)(3) portions and (a)(4) portion, if applicable, for the reporting quarter.
5

Slide 10- Student Continued

Under HEERF Amount of grants Disbursed, Institutions will document the TOTAL amount of HEERF funds
that were disbursed to students from all HEERF awards.

Institutions will identify the average award amount per student for all HEERF awards. This will complete
the reporting requirements for student expenditures.
6

Slide 11 & 12- Institutional

Covering the institutional expenditures, starting with question 3a, has the institution designated HEERF
program funds for a specific purpose or budget objective in future quarters? For example, operation and
maintenance, academic programs, residential programs or financial institutional aid.

If No, please answer the narrative in 1.1. If Yes, please complete the table and provide the amount
earmarked for a specific budget objective by the calendar year.

Using the table in 3b, institutions should report on the number of funds spent from each section for that
quarter only. If an institution does not have an expenditure for a particular category, please put zero.
The amounts provided in the table should match the drawdowns for the quarter in G5.
7

Slide 13 – Institutional Continued

This table is a replica of the prior quarterly reporting form however, please note that a new category has
been added for (a)(2) Construction, renovation, and real property projects. Be advised that this category
is only applicable to (a)(2) grant recipients. Note, these projects have certain requirements and must
have been approved by the Emergency Response Unit prior to beginning.

Slide 14- Institutional Continued

We encourage institutions to provide notes in the explanatory comments for each category however,
any expenditures that are reported in the OTHER USES categories of (a)(1), (a)(2) or (a)(3), MUST be
accompanied by a brief narrative in the explanatory notes section.

Quarterly Expenditures for each program should be designated for each amount spent in the (a)(1),
(a)(2) or (a)(3) section. The total of Quarterly Expenditures should be the TOTAL amount for all HEERF
sections.
8

Slide 15- Institutional Continued: Lost Revenue

Question 3c asks institutions to designate the amount of the lost revenue reported in the above table
into the following categories. In this section, institutions will report revenues that the institution
expected to receive but did not obtain or they received a significantly reduced amount as a result of the
(COVID-19) pandemic.

Please assure proper documentation is on file to support any reports of lost revenue. If a category is not
applicable, or there was no lost revenue in that category, please enter zero.

Slide 16- Institutional Continued: Lost Revenue

Include the total amount of lost revenue under (a)(1), (a)(2), and (a)(3) awards individually. Finally,
include the total expenditures for all HEERF lost revenue; this should be the sum of the reported lost
revenue in the columns of (a)(1), (a)(2), and (a)(3).
9

Slide 17/18- Walk-through of Sample Report

For this sample report, the institution’s full name has been provided. The date of report has been
identified along with the correct quarter ending date. Klutch University has provided each HEERF PR
award number associated with their institution.

For this example, final report is unchecked which indicates that Klutch University still has remaining
HEERFunds to expend. Therefore, this will not be their final quarterly report. The total amount
allocated for all three rounds of HEERF, has also been recorded under Institutional (a)(1) the P425F
award; MSI (a)(2) P425L award, and the Student portion (a)(1) P425E award.

The space below question 1, is where the institution has provided the link to the annual report that is
located in the ESF transparency portal.

‘
10

Slide 19- Walk-through of Sample Report Continued

Question #2 begins the documentation of the student portion. 100% of the student population has
received emergency grant funds. The Institution indicates that $2,000,000 remains to be disbursed at
the end of this reporting period.

In the table below, there is a breakdown of the student funds expended. Klutch University
acknowledged the unduplicated amount of students enrolled during the reporting quarter; 1,000 in
total, 800 undergraduate and 200 graduate students. The total number of students that received
funding, which is then broken down between Undergraduate and Graduate has also been indicated.
The total amount of funds disbursed to students is also documented and again is split between the
amount given to undergraduate, $400,000 and $100,000 which was given to the graduate students.
11

Slide 20- Walk-through of Sample Report Continued

The institution identifies the total amount of (a)(1) student funds that has been expended to this date.
This means the amount given to students from all quarters of HEERFunding since the grant has been
awarded. The institution did not provide emergency student grants from the (a)(1) institutional or the
(a)(2) HEERF awards. Therefore $0 was entered.

Slide 21- Walk-through of Sample Report Continued

Klutch University was not awarded any (a)(3) or (a)(4) funding and $0 was entered.
12

Slide 22- Walk-through of Sample Report Continued

The institution proceeds to identify the total amount of grants disbursed to students through all HEERF
funding as well as the average amount awarded to students, which again is broken into undergraduate
and graduate amounts.

Slide 23 - Walk-through of Sample Report Continued

The institution addressed question 3 regarding the projected funding for future quarters and proceeded
to identify the amounts expected to be expended in calendar years.

In the table for question 3b, the institution provides the expended amounts for each section of HEERF
Funding and identifies the categories in which the funds were expended. For example, the institution
indicates that 500,000 of the (a)(2) funding was dedicated to covering students’ outstanding balances
for debt forgiveness, room and board, tuition and fees.
13

Slide 24- Walk-through of Sample Report Continued

Continuing on, The institution provided thorough details via the explanatory notes columns, identifying
what specifically the use of the funds. Again, institutions are encouraged to utilize this space to provide
explanations as best practice. It will benefit the institution during audits.

Slide 25- Walk-through of Sample Report Continued

The “quarterly expenditures for each program” should be the sum of all amounts provided in that
column of the form. The Total of Quarterly Expenditures should be a sum of the “quarterly expenditures
for each program” row.
14

Slide 26- Walk-through of Sample Report Continued

The institution followed the directives of the new guidance from the Quarterly Report and itemized the
areas in which lost revenue had been expended.

Slide 27- Walk-through of Sample Report Continued

The total amount of lost revenue identified here must match the amount identified in table 3b.
15

Slide 28- Helpful Tips

Below are important tips when completing the new HEERF Quarterly Report:

• Write out the institution’s name to its entirety
• Assure the report date and reporting quarter is correct
• Refrain from using any symbols in the document
• Assure the 11- Digit PR Award numbers are identified in the document; For example, P425E,
P425F, P425Q, etc.
• Assure the total amount awarded by the department is listed.
• Check the final report box ONLY if the institution has expended all HEER Funding from ALL
HEERF awards
• Remember to include the totals for HEERF I, II and III for each category
• Review Footnotes for details on the reporting document
• Use the explanatory notes to provide explanations on how funds were spent under each
category
• Round expenditures to the nearest dollar
• Put 0 if no funds were expended in specific categories
16

Slide 29- Guidelines for Posting

Here are a few tips for posting the document to your website:

• Quarterly Reports should be noticeably posted and EASILY accessible; institutions are
encouraged to submit the reports to heerfreporting@ed.gov as well as CC their program
specialist
• Post the document in the digital PDF Format; ABSOLUTELY, AGAIN ABSOLUTELY NO Handwritten
or scanned PDF documents
• There should be no additional materials or documents attached to the uploaded form
• Assure that the document is labeled in the correct format- PDF Format: [8- digit
OPEID]_[SurveyName]_[Quarter/Year]_[Date of Release]
• The Date of release is the deadline date for form submission (10 days after the end of each
reporting period); For example, this quarter ends on June 30, 2022, therefore the report should
be posted onto the institution’s website by July 10, 2022
• Maintain all HEERF quarterly reports on your website for a period of 3 years following the end of
the performance period
17

Slide 31- ERU TEAM

Institutions are encouraged to submit the reports and/or links to their program specialist. Here’s a list of
the members in the Emergency Response Unit and the states that they serve.

Slide 32- Thank you Slide

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