American Recovery and Reinvestment Act (ARRA) and Education Jobs

VENDOR SURVEY INSTRUCTIONS- 11/25/13

ARRA Vendor Reporting Survey – Quarter Ending December 31, 2013

The U.S. Department of Education (USDE) requires that Local Education Agencies (LEAs) report vendor information for all payments to vendors greater than $25,000 as a result of funding received through the American Recovery and Reinvestment Act (ARRA).

In the Vendor survey, school districts and charter schools are required to provide either the Vendor DUNS number or the Vendor Name and 9-digit Zip Code for payments greater than $25,000 to vendors as a result of ARRA funding. Vendor reporting is cumulative, so once a vendor is reported, the vendor will continue to be reported in all quarters.

After picking your school from the dropdown list, you will be asked to click on your school again.

For the Quarter Ending December 31, 2013, please complete and submit the Vendor survey by December 20 at 5:30 p.m.

The Vendor DUNS number, Vendor Name, and 9-digit Zip Code is now being collected through the Vendor Survey. If a school district or charter school reported this information in past quarters in SERVS, the vendor information will be included in the survey by FIN code. You will need to add any new vendors to the survey.

Please do not report your school district as a vendor or your sub recipients as vendors in the vendor survey unless they are truly vendors.

What is a vendor?

A vendor means a dealer, distributor, merchant or other seller providing goods or services that are required for the conduct of a federal program. These goods or services may be for an organization's own use or for the use of beneficiaries of the federal program. A vendor provides the goods and services within normal business operations; provides similar goods or services to many different purchasers; operates in a competitive environment; provides goods or services that are ancillary to the operation of the federal program; and is not subject to compliance requirements of the federal program.

How to Report Vendor Payments?

Report either the vendor DUNS number or the vendor name and 9-digit zip code. This information will be reported cumulatively through the lifetime of the ARRA award.

The $25,000 threshold is triggered by individual payments to a vendor within a quarter and not cumulative payments to a vendor over the life of the project.

The USDE only requires reporting of vendors created or retained by Federal Stimulus allocations, not regular federal fund allocations. This survey will ask for payments to vendors in for Title 1 School Improvement Grant 1003(g) (Finance Code 473). All other ARRA and Education Jobs Fund programs have ended.

For questions regarding access to the survey, please contact mde.it-helpdesk@state.mn.us. For questions on how to determine the vendors, please contact debbie.zimmerman@state.mn.us.

GUIDANCE

In general, what is the difference between a sub-recipient and a vendor?

The OMB Guidance provides the following definitions of sub-recipient and vendor:

A sub-recipient:

(1) Is a non-federal entity that expends federal awards received from another entity to carry out a federal program;

(2) Does not include an individual who is a beneficiary of such a program;

(3) Is awarded Recovery Act funding from the prime recipient to support the performance of any portion of the substantive project or program for which the prime recipient received the Recovery Act funding; and

(4) The terms and conditions of the federal award are carried forward to the sub-recipient.

A vendor:

(1) Provides the goods and services within normal business operations;

(2) Provides similar goods or services to many different purchasers;

(3) Operates in a competitive environment;

(4) Provides goods or services that are ancillary to the operation of the federal program; and

(5) Is not subject to compliance requirements of the federal program.

Examples:

1. If a state educational agency makes competitive grants to local educational agencies to support a program of professional development for teachers in the district, the district is a sub-recipient.

2. If a state educational agency contracts with a professional development company for a package of professional development materials and to hold three regional training conferences in the state over the course of a year, the company is a vendor.