EANS Program

Thursday, August 11, 2022

11:00 AM - 12:00 PM

NOTICE: This webinar is being recorded and will accessible online after its conclusion at eans.cesa6.org. �Closed captioning will be available for this webinar.

Introductions

Wisconsin Department of Public Instruction

Program Administration: CESA 6

Who We Are

SEA - State Education Agency

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Mike Bormett

Kate Lambert

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Program Administrator

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Todd Kelly

Jason Levash

Our Time Today

Agenda

Webinar Agenda

1. Welcome
2. The Basics - CRSSA & ARP EANS
3. DPI Updates
4. CRRSA EANS
5. ARP EANS
6. Closing out CRRSA EANS
7. Allowability & Reasonableness
8. Labeling, Inventory and Auditing
9. End of Program Titles
10. Close Out - Reminders and Questions and Answers

ZOOM Webinar

• To Ask Questions During Today’s Webinar Please Use the ZOOM Q & A Feature

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• Please do not use the chat feature

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• Upon exiting today, please take the short survey to provide us feedback

How Can We Help YOU?

Support Options

Please do NOT email CESA 6 Team Members Directly and do not copy them on emails, only send emails to the EANS address

1. Email eans@cesa6.org with your questions on allowability and program administration

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• Visit eans.cesa6.org for program administration resources and forms to submit requests

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• Visit dpi.wi.gov/crrsaa/eans for general program information

Who Is Joining Us Today?

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ZOOM Poll

The Basics

CRRSA & ARP EANS Program

The Emergency Assistance for �Non-Public Schools (EANS) Program

CRRSA & ARP EANS are Independent Programs

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Application into the programs is closed

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Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act

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aka: ROUND 1

The American Rescue Plan (ARP) Act

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aka: ROUND 2

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CRRSA EANS - By the Numbers

$77,104,541

Available for services or assistance to �eligible private schools

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449

Schools in the �CRRSA EANS Program

CRRSA EANS Allocations

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Program End - September 30, 2023

Methods

-Past Reimbursement (closed)

-Future Reimbursement Encumbrance (closed)

-Direct Service Encumbrance (closed)

Allowability - 12 defined categories

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ARP EANS - By the Numbers

$73,506,205

Available for services or assistance to �eligible private schools

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388

Schools in the ARP EANS Program

ARP EANS Allocations

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Program End - September 30, 2024

Methods

-Direct Service ONLY

Allowability - 12 defined categories

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DPI Updates

Agenda

DPI Updates

• New Contacts at Your School?

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• Reasonableness and Allowability

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• CRRSA EANS
• Close out - 13 months Left on the Program
• Pool Request Update

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• ARP EANS

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CRRSA EANS

EANS Program

CRRSA EANS Program Timeline

CRRSA EANS Program Timeline

March 13, 2020 - September 30, 2023

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3/20

11/23

Prior Reimbursement�March 13, 2020 - June 1, 2021

Future Reimbursement�June 2, 2021 - September 30, 2023

Direct Service�May 17, 2021 - September 30, 2023

Application Released

3/12/21

Transition Titles

9/30/23

Application Due 4/12/21

Deadline to Submit Past Reimbursements�9/30/21

Deadline to Encumber Direct Services and Future Reimbursements�5/13/22

Request for CRRSA Pool Funds Opened

5/16/22�

Deadline to Submit Future Reimbursement Payment Requests

7/31/23

Summer of 2022 Inventory and Auditing

CRRSA Program Requests

Program Details

PROGRAM DURATION: �March 13, 2020 - September 30, 2023

FUNDING METHODS:�Direct Service and Future Reimbursement POs Still in Process of Being Fulfilled

ALLOWABLE CATEGORIES:�Same 12 Categories Still Exist

NEW REQUESTS:�Closed

Current Status

STATEWIDE POOL:�Unencumbered Program Funds as of end of day on 5/13/22 Were be Used to Establish a Statewide Pool for CRRSA

A Request Form Opened on 5/16/2022 at 8:00 AM and 24 million in Requests were Received within the first 45 minutes

Approximately 7 million has been Approved through the Statewide Pool and Requests Continue to be Approved as POs are Liquidated

FUTURE REIMBURSEMENTS:�If Your School Has an Open PO Submit Your Request for Payment

ARP EANS Program

Details

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ARP EANS Program Timeline

ARP EANS Program Timeline

December 4, 2021 - September 30, 2024

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11/24

Direct Service�January 24, 2022 - September 30, 2024

Application Released

12/4/21

Program Ends- Transition Titles

9/30/24

Application Due 12/27/21

Requests for Direct Services Open�1/24/2022

Inventory Audit

Summer of 2022

Inventory Audit

Summer of 2023

Timeline will be built out with additional dates as the program progresses.

ARP EANS Direct Service Form

Found on the Claims and Reimburse Page of the eans.cesa6.org website

Method to Receive Assistance or Services

Direct Service

Started on January 24, 2022 through�September 30, 2024

Process Example: A CESA provides/contracts for/purchases an allowable item under direct contract to a school.

The CESA pays for vendor or employee.

The CESA invoices WI EANS Administration Team (CESA 6) for the services provided to the EANS program eligible school

NO REIMBURSEMENTS are ALLOWED

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Allowable Categories

All of the same categories are allowable under ARP EANS that were allowable under CRRSA EANS

DIRECT �SERVICE

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For Request until End of Program (9/30/24)

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A CESA provides the goods or service to your school

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Closing Out the �CRRSA EANS Program

Future Reimbursements and Direct Services

CRRSA EANS FUTURE�REIMBURSEMENT

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For Purchases Made on/after �June 2, 2021

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CESA 6 Pays School

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2 Step Process� 1) Initial Approval�2) Request for Payment

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Payment Request

Enter PO Number for the Approved Items

Upload the Invoice for the Product or Service

Upload Proof of Payment

Include Inventory Link if Applicable

4 ITEMS NEEDED

1. PO Number
2. Invoice
3. Proof of Payment
4. Inventory (if applicable)

Proof of Payment

Qualifying Items:

• Receipt Marked Paid by the Vendor
• Receipt with Method of Payment Indicated (online or cash register)
• Cancelled Check (front and back)
• Credit or Debit Card Receipt that Matches the Invoice or Sales receipt
• Computer Generated Document Indicating Paid in Full
• Hand Written Receipt from Vendor
• Bank or Credit Card Statement with a Transaction that Matches the Invoice or Sales receipt

Proof of Payment is Needed When Submitting a �Future Reimbursement Request for Payment Form

CRRSA Purchase Order Modifications

Reach Out to eans@cesa6.org when a modification is needed:

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1. Modifications in the values of a Future Reimbursement POs can not occur at this time.
2. If a submistition needs to be made on a Future Reimbursement due to availability of items you can make that change.
3. CRRSA Direct Service POs will not be modified at this time; services have to be rendered or products provided associated with the PO.
4. POs that are liquidated will have the funds moved to the statewide pool.
5. Reach Out to eans@cesa6.org with questions.

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Allowability & Reasonableness

Updates and Reminders

EANS Allowable Expenses

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LINK TO SHEET (4/28/22 Version)

Reminders When Submitting Requests

• REASONABLENESS - a requirement of the program
• Rationales Need to Improve - concisely with detail rationalize why the school is requesting the product/service/staff
• Request Need to be Aligned to Correct Category
• Example: requesting chromebooks so students do not need to share is a not allowable under category #8. Category number eight is to support hybrid and virtual learning.
• Capital Improvements are Not Allowed (exception for labor for category #3 and category #8)
• Licenses and Subscriptions Need to end When the Program Ends
• Secular, Neutral and Ideological Requirement

Restrictions on Furniture-Related �Purchases

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• Student-spacing recommendations by the CDC and local health departments during the COVID-19 pandemic have been changing in relation to the severity of the outbreak and transmission rates.
• There have been student-spacing recommendations and needs for both the 2020-21 and current 2021-22 school years that all public and private schools should have been aware of and implementing as needed.
• Schools should already have been doing the spacing, to various degrees, over the past 2 school years and thus a new furniture request to address student-spacing does not meet the reasonableness requirement of the EANS program.

Please use caution and discretion when making any furniture-related EANS requests.

The EANS program is now denying most furniture-related �requests to accomplish or accommodate student-spacing.

Labeling, Inventory �and Auditing

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Labeling and Inventory

• Non Consumable Supplies and Equipment Need to Be Labeled and Inventoried
• Services, Subscriptions, and Staffing will not be on the Inventory
• ALL items are to be labeled with “Purchased with EANS Funding”
• Items can be incorporated into local inventory systems
• WI EANS Program Administration (CESA 6) will not be providing labels
• Updated Inventory Reports need to be submitted at the time when submitting CRRSA Future Reimbursement payment request

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All Schools have a Google Sheet specific to their school, Sample Inventory Sheet

Auditing

Audit Request were sent to schools Mid July

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1. Please ensure your schools inventory Google Sheet is accurate and reflects all non consumable equipment and supplies provided to your school via the EANS Programs (Past Reimbursement, Future Reimbursement and Direct Service Items)
2. Items that are no longer needed or in use need to designated on the inventory sheet

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All Updated Inventory Sheets should be Returned by the End of August 2022

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Onsite Audits will occur in September of 2022

End of Program Titles

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End of Program Dates

CRRSA - End Date is September 30, 2023

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ARP - End Date is September 30, 2024

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All services and subscriptions must be within the program period

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End of Program Titles

FIRST QUESTION: is the property equipment or a supply?

• Equipment: worth more than $5,000 at end of program
• Supply: everything else

SECOND QUESTION: has the property been used or not?

• Used and unused equipment are treated the same way
• Used supplies and unused supplies are treated differently

The value of the equipment or supplies is determined by looking at its depreciated value as of the date of the end of the program

End of Program Titles

Implication: �Use caution when requesting items valued at over $5,000

For equipment worth more than $5,000 and/or unused supplies totaling more than $5,000 (at the end of the program), there are two options:

1) Transfer title for another allowable use; or

2) CESA 6 collects the property

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For equipment worth up to $5,000 and/or any used supplies, there are two options:

1) CESA 6 may allow your school to keep the property; or

2) If there is an applicable use case under a different federal law, the title may be transferred. (This is not required.)

Wrap Up

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Reminders

• No new requests for CRRSA EANS
• If you have CRRSA EANS Future Reimbursement POs still open Please Submit for Payment reimbursement
• ARP EANS is ONLY Direct Service
• When Making ARP EANS Requests include a strong rationale for need
• If Your School has a Need Make Your Requests Now using the ARP Program (if your school is in the program)
• Complete Your Schools Inventory Review
• Update Your Schools Contact Information if it has changed

Question and Answers

EANS Program