CSBG CARES Supplemental Reporting Guidelines

FY2020 CSBG Annual Reporting Series Part 5: CSBG CARES and CSBG Disaster Supplemental OFFICE OF COMMUNITY SERVICES DIVISION OF COMMUNITY ASSISTANCE IN PARTNERSHIP WITH THE NATIONAL ASSOCIATION FOR STATE COMMUNITY SERVICES PROGRAMS

Agenda Reporting Strategy Reporting System Reporting Requirements CSBG CARES Supplemental Module 1 CSBG Disaster Supplemental Module 1 CSBG CARES & Disaster Module 2 CSBG CARES & Disaster Module 4 CSBG Annual Report: Module 3 Resources and Upcoming Meetings

Reporting Strategy States and eligible entities will report on their use of CSBG CARES Supplemental funds and CSBG Disaster Supplemental funds using a modified and simplified version of the regular CSBG Annual Report

Reporting System On-Line Data Collection System (OLDC) via GrantSolutions.gov Direct Data Entry (Module 1) Attachments (Module 3) SmartForms and State Systems (Modules 2 & 4)

Reporting Requirements: CSBG CARES Supplemental MODULE 1 STATE ADMINISTRATION

CSBG CARES Supplemental General Information Modeled after CSBG Annual Report, Module 1 Aligned with the CSBG CARES State Plan Reporting Period: January 20, 2020 September 30, 2020 Report CSGB CARES Activities Only no blank reports Six Sections Request Information: Section A: CSBG Administrative Information Section B: Statewide Goals and Accomplishments Section E: State Use of Funds Section F: State Training and Technical Assistance Section G: State Linkages and Communication Section H: Monitoring, Corrective Action, and Fiscal Controls

CSBG CARES Supplemental Flexibility Per Office of Management and Budget (OMB) Memorandum 20-11: What This Means: Awarding agencies may allow necessary pre-award costs that are incurred (i) from January 20, 2020 through the Public Health Emergency Period and (ii) prior to the effective date of a Federal award. States and eligible entities can reimburse costs back to January 20, 2020.

CSBG CARES Supplemental State Plan Annual Report Reporting FY 2020 CSBG CARES Supplemental Annual Report Module 1 January 20, 2020 September 30, 2020 CSBG CARES Supplemental State Plan FY 2021 CSBG CARES Supplemental Annual Report Module 1 October 1, 2020 September 30, 2021 Reported: September 1, 2020 States may update their original CARES State Plan, but there is no requirement FY 2022 FINAL REPORT CSBG CARES Supplemental Annual Report Module 1 October 1, 2021 September 30, 2022 FY 2023 FINAL REPORT For States Impacted by Minimum/Maximum Allotment CSBG CARES Supplemental Annual Report Module 1 October 1, 2022 September 30, 2023

CSBG CARES Supplemental Modules 2 4 Reporting FY 2020 CSBG CARES Supplemental Annual Report: Module 2 4 Starting January 20, 2020 End of State Reporting Period FY 2021 CSBG CARES Supplemental Annual Report: Module 2 4 FY 2022 FINAL REPORT CSBG CARES Supplemental Annual Report: Module 2 4 FY 2023 FINAL REPORT for all eligible entities that received their Award in FY2021 CSBG CARES Supplemental Annual Report: Module 2 4

CSBG CARES Supplemental Section A: CSBG Administrative Information Requests information on state administration of CSBG CARES Supplemental funding Pre-populates from the CSBG CARES Supplemental State Plan Update if the contact for CSBG CARES changed since submission of the CSBG CARES Supplemental State Plan

CSBG CARES Supplemental Section B: Statewide Goals and Accomplishments Focus on CARES-specific goals Reporting Accomplishments of Goals: OCS anticipates progress through the Annual Report submissions Lessons Learned All Goals Accomplished Goals Partially Accomplished Not Accomplished

CSBG CARES Supplemental Section E: State Use of Funds Report CARES Funds Only Reporting Period: January 20, 2020 September 30, 2020 Allocations should not change from year-to-year (except States Impacted by the Minimum/Maximum Allotment) Allocations The Formula Amount These amounts should not include carryover! Obligations The Contract/Grant Amount Expenditures The Spent Amount

CSBG CARES Supplemental Section E: State Use of Funds E.9 Allocations and Expenditures Auto-populates from E.2, E.4, and E.7 Allocations The Formula Amount Obligations The Contract/Grant Amount Expenditures The Spent Amount

CSBG CARES Supplemental Section E: State Use of Funds E.10 Obligations and Carryover Obligations auto-populates from E.2, E.4, and E.7 Provide funds that the state will carryover to the next year Allocations The Formula Amount Obligations The Contract/Grant Amount Expenditures The Spent Amount

CSBG CARES Supplemental Minimum/Maximum Allotment States FY 2020 CARES Supplemental Annual Report, Module 1: Only Include the CSBG Funds Awarded on May 8, 2020 FY 2021 CARES Supplemental Annual Report, Module 1: Update to Include the CSBG Funds Awarded on January 12, 2021

CSBG CARES Supplemental Section F: Training and Technical Assistance Describe Training and Technical Assistance Activities Funded by CSBG CARES Supplemental Funding only Include Trainings funded by Administrative Funds Include Trainings funded by Discretionary Funds These activities can date back to January 20, 2020

CSBG CARES Supplemental Section G: State Linkages and Communication Describe State Linkages and Coordination for CSBG CARES Supplemental activities Two new options: Emergency Management Public Health/Disease Control Lessons Learned

CSBG CARES Supplemental Section H: Monitoring, Corrective Action, and Fiscal Controls Optional Only Provide Modifications for CSBG CARES Supplemental

Reporting Requirements: CSBG Disaster Supplemental MODULE 1 STATE ADMINISTRATION

CSBG Disaster General Information Modeled after CSBG Annual Report, Module 1 Aligned with the CSBG Disaster Applications Reporting Period: October 1, 2019* September 30, 2020 Report CSGB Disaster Activities Only no blank reports Three Sections Request Information: Section A: CSBG Administrative Information Section E: State Use of Funds Section F: State Training and Technical Assistance

CSBG Disaster Supplemental Flexibility *Consistent with the instructions in the Additional Supplemental Appropriations for Disaster Relief Act, 2019 and documented in IM No. 156 CSBG Disaster Relief Supplemental Funds, grantees may reimburse for any services or expenditures from the date of the disasters in 2018 or 2019 and not just for services paid for between October 1, 2019 to September 30, 2020. For the first round of reporting, grantees may report on any services or expenditures reimbursed for or supported through September 30, 2020.

CSBG Disaster Supplemental: Application Annual Report FY 2020 CSBG Disaster Supplemental Annual Report Module 1 FY 2020 CSBG Disaster Supplemental Stage 1 and Stage 2 Application FY 2021 CSBG Disaster Supplemental Annual Report Module 1 FY 2021 CSBG Disaster Supplemental Stage 3 Application FY 2022 CSBG Disaster Supplemental Annual Report Module 1

CSBG Disaster Supplemental Section A: CSBG Administrative Information Requests information on state administration of CSBG Disaster Supplemental funding Pre-populates from the CSBG CARES Supplemental State Plan Update if the contact has changed since submission of the CSBG CARES Supplemental State Plan

CSBG Disaster Supplemental Section E: State Use of Funds E.2, E.4, E.7 Requests information on the state s allocations, obligations and expenditure of funds. Report Disaster Supplemental Funds Only Allocations should be identical to the total amount of allocations as reported in the approved Stage 1 and Stage 2 plans Allocations The Formula Amount Obligations The Contract Amount Expenditures The Disbursed Amount

CSBG Disaster Supplemental Section F: Training and Technical Assistance Describe Training and Technical Assistance Activities Funded by CSBG Disaster Supplemental Funding only Include Trainings funded by Administrative Funds Include Trainings funded by Discretionary Funds These activities can date back to October 1, 2019

Reporting Requirements: CSBG CARES Supplemental & CSBG Disaster Supplemental MODULE 2 ELIGIBLE ENTITY EXPENDITURES, CAPACITY, AND RESOURCES

Supplemental Report Update Separate Module 2 Reports for both CSBG CARES and Disaster Supplemental funds. Module 2 Expenditures (Section A) Blank Reports Accepted, as applicable Allocated Resources (Section C)

Module 2: Report Update Separate Reports for CARES and Disaster Supplemental Report Expenditures (Section A) Report Allocated Resources (Section C)

Module 2: Reporting Period Select State Reporting Period CARES: Report on Expenditures from January 20, 2020 End of Reporting Period DISASTER: Report on Expenditures from October 1, 2019 End of Reporting Period

Module 2: Allocation & Expenditures A.2. Funds Allocated to the Reporting Entity The Formula Amount not including discretionary Should match Module 1, E.2 Amount should not change from year-to- year CARES: The Actual Expenditures from January 20, 2020 End of Reporting Period DISASTER: The Actual Expenditures from October 1, 2019 End of Reporting Period

Module 2: Narrative A.6. Details on Use of Funds Narrative Opportunity Includes any details and activities not already included elsewhere in this report

Module 2: Section C Report your additional CARES or Disaster (as applicable) dollars in its associated line For example, CARES Head Start would go in C.3b.3 No state, local, or private resources will be reported If a cell is gray, it is not open for data entry The Disaster Module 2 has more limited options for data entry than CARES

Module 2: A.2 and C.2 Allocations The Formula Amount A.2 matches the Allocation in Module 1, Section E. This amount should not include discretionary or carryover. C.2 should include discretionary and carryover. This amount may match A.2 but does not need to.

Reporting Requirements: CSBG CARES Supplemental & CSBG Disaster Supplemental MODULE 4 INDIVIDUAL AND FAMILY LEVEL

Module 4 Supplemental Report Update Separate Module 4 Reports for both CSBG CARES and Disaster Supplemental funds. Module 4 Services (Section B)

CSBG CARES Supplemental Module 4: Section B Income & Asset Building Services One new service in the Income and Asset Building Services SRV 3r Direct Financial Assistance

CSBG CARES Supplemental Module 4: Section B Support Services Two new services in the Services Supporting Multiple Domains SRV 7p Personal Protective Equipment (PPE) SRV 7q COVID Testing

CSBG Disaster Supplemental: Module 4 Disaster does not have any new services!

General Information Submission States can use SmartForms or their state systems to submit the supplemental reports. For states using a SmartForm: The forms populate the Eligible Entity Name, DUNS #, and state name. There is no previous year data. For states using a State System: Please use the Additional Fields document in NASCSP s vendor portal to populate the XMLs with the right identifying fields. New grant numbers for CARES and Disaster. 39

Reporting Requirements: CSBG Annual Report MODULE 3

General Information One Report for All Three Funding Streams New Question: Identify the Funding Stream New Question: Identify the Reporting Status

Identify Funding Must include at least one of the funding streams Select any combination of the three

Identify Reporting Status Select the Reporting Status: New not previously submitted to OCS Previously Submitted Submitted to OCS in 2018 or 2019

Resources and Upcoming Webinars

CSBG Annual Report Resources Grantee Toolkits FY2020 CSBG Annual Reporting Webinar FY2020 CSBG SmartForm Refresher FY2020 CSBG OLDC Refresher

Upcoming Webinars Webinar: CSBG State Plan OMB Clearance End of May/Early June [Recorded] Webinar: Section E Usage of Funds End of May/Early June [Recorded] Office Hours: June 4, 2021, 1pm 4pm ET