[CAFR-Contacts-News] COVID-19 In Relation To Costs

[HAMILTON Robert W * DAS]

Hello CAFR Contacts,

Based on recent requirement from the DAS Chief Financial Office to account for and report "in relation to" costs associated with the COVID-19 pandemic, the ECC's weekly CovidCostTracker (link<https://www.oregon.gov/das/Financial/Acctng/Documents/Agency_XXX_CovidCostTracker_PeriodEnding_XX.XX.2020.xlsx>) Excel schedule has been revised to include a reporting section on those "in relation to" costs and is on the SARS website (link<https://www.oregon.gov/das/financial/acctng/Pages/Index.aspx>). Further, when combined "direct" and "in relation to" costs (excluding payroll) exceed $1 million, the DAS Chief Financial Office is requiring a brief narrative statement about what was purchased.

There is a detailed instructions tab contained within the revised weekly CovidCostTracker report to aid you in completing the report.

In addition, a sample CovidCostTracker report (link<https://www.oregon.gov/das/Financial/Acctng/Documents/Weekly%20Cost%20Tracker%20-%20Sample.xlsx>) has also been provided, and is also on the SARS website .

Starting with next week's report to ECC, please use the revised CovidCostTracker.

As you have questions, please don't hesitate to reach out.

Thank you,

Rob

From: CAFR-Contacts-News <cafr-contacts-news-bounces at listsmart.osl.state.or.us> On Behalf Of CHASE Stacey A * DAS via CAFR-Contacts-News
Sent: Friday, April 3, 2020 3:20 PM
To: CAFR-contacts-news at listsmart.osl.state.or.us
Subject: [CAFR-Contacts-News] COVID-19 In Relation To Costs

Good afternoon CAFR contacts!

SARS and ECC previously recommended that agencies identify a mechanism to track "in relation to" COVID-19 costs separate from the "response" costs charged to Project Code "COVID1" and Phase "19". During a conference call with the Chief Financial Office earlier this afternoon, SARS and ECC received guidance indicating that agencies are now required to track and report all "in relation to" COVID-19 costs to ECC on a weekly basis.

Understanding that each agency has unique structures and may have various funding sources available to recover the "in relation to" costs, agencies may use a tracking mechanism that works best for their particular business needs.

SARS and ECC are in the process of updating the Agency COVID Cost Tracker spreadsheet to include the additional reporting requirements requested earlier today. The new reporting requirements associated with "in relation to" COVID-19 costs are not required to be reported on the upcoming weekly ECC report due April 8; however, agencies should have a mechanism in place to ensure those costs will be included on the weekly report due April 15 and subsequent reports thereafter.

We greatly appreciate your patience while we navigate through these difficult waters. We appreciate all that you do and are doing our best to identify solutions that balance the needs of the agencies with the needs of the enterprise.

Take care everyone,
s

Stacey A. Chase
Senior Financial Reporting & Policy Analyst
Chief Financial Office
Department of Administrative Services
Phone: 503-947-8567
https://www.oregon.gov/das/financial/acctng/pages/index.aspx

Data Classification: Level 1 - Published

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