[CAFR-Contacts-News] COVID-19 ECC Report Due 5/13/2020: Reporting OSPA April R2 In Relation To Payroll Costs

Wed May 13 10:03:57 PDT 2020

Good morning.

CAFR Contacts,
We received several questions about how agencies should report April "in relation to" payroll costs posted to R*STARS without the statewide "in relation to" Project Code "IRTCVD" Phase "19" during the week ending 5/08/2020.

Action to be taken: If your agency had April "in relation to" payroll costs posted to R*STARS without the statewide "in relation to" Project Code "IRTCVD" Phase "19" during the week ending 5/08/2020, please report the amount and a brief explanation (e.g. April "in relation to" payroll costs posted to R*STARS without statewide Project Code "IRTCVD" Phase "19") in the description field located in rows 36 and 37 of the ECC form. This action only applies to completing the ECC report for the week ending 5/08/2020 due today (5/13/2020).

If your agency already submitted the form to the ECC and a correction is necessary based on the guidance above, please correct and resubmit the form to the ECC.

Thank you for your patience. Have a wonderful Wednesday.
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

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: Tuesday, May 12, 2020 11:38 AM
To: CAFR-contacts-news at listsmart.osl.state.or.us
Cc: eccfinance <eccfinance at mil.state.or.us>; MCCORMICK Sean M <sean.m.mccormick at state.or.us>
Subject: [CAFR-Contacts-News] Revised COVID-19 ECC Form

Good morning CAFR Contacts.

As referenced in Rob's email below, the ECC Covid Cost Tracker form has been updated to reflect changes associated with reporting "in relation to" COVID-19 costs. Please note: actual "in relation to" costs are now required to be reported by category (e.g. Services & Supplies). The actual "in relation to" costs should match amounts posted to R*STARS Project Code "IRTCVD" Phase "19", unless the agency has an approved exception from using COVID related R*STARS Project Codes.

The updated form is available on the SARS website:
https://www.oregon.gov/das/Financial/Acctng/Documents/Agency_XXX_CovidCostTracker_PeriodEnding_XX.XX.2020.xlsx

Please use the updated form beginning with the report due tomorrow (5/13/2020).

Thank you.
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

From: CAFR-Contacts-News <cafr-contacts-news-bounces at listsmart.osl.state.or.us<mailto:cafr-contacts-news-bounces at listsmart.osl.state.or.us>> On Behalf Of HAMILTON Robert W * DAS via CAFR-Contacts-News
Sent: Monday, May 11, 2020 9:30 AM
To: cafr-contacts-news at listsmart.osl.state.or.us<mailto:cafr-contacts-news at listsmart.osl.state.or.us>
Cc: eccfinance <eccfinance at mil.state.or.us<mailto:eccfinance at mil.state.or.us>>
Subject: [CAFR-Contacts-News] FW: In Relation To Costs - Statewide Project Number and Phase

Hello CAFR Contacts,

We're still in the process of putting together additional guidance on the new statewide Project Number and Phase for "in relation to" costs, IRTCVD 19.

Among the changes will be a revised ECC form, so please don't submit your weekly report to ECC for the week ending May 8 until the revised form is released.

Thank you,

Rob

From: CAFR-Contacts-News <cafr-contacts-news-bounces at listsmart.osl.state.or.us<mailto:cafr-contacts-news-bounces at listsmart.osl.state.or.us>> On Behalf Of HAMILTON Robert W * DAS via CAFR-Contacts-News
Sent: Friday, May 1, 2020 11:28 AM
To: cafr-contacts-news at listsmart.osl.state.or.us<mailto:cafr-contacts-news at listsmart.osl.state.or.us>
Subject: Re: [CAFR-Contacts-News] In Relation To Costs - Statewide Project Number and Phase

I've received a question about whether this means agencies will need to go back and fix "in relation to" costs already recorded using the agency's process. The answer is no, please use the new statewide Project Number and Phase for costs incurred from May 1 and going forward.

Rob

From: CAFR-Contacts-News <cafr-contacts-news-bounces at listsmart.osl.state.or.us<mailto:cafr-contacts-news-bounces at listsmart.osl.state.or.us>> On Behalf Of HAMILTON Robert W * DAS via CAFR-Contacts-News
Sent: Friday, May 1, 2020 11:25 AM
To: cafr-contacts-news at listsmart.osl.state.or.us<mailto:cafr-contacts-news at listsmart.osl.state.or.us>
Subject: Re: [CAFR-Contacts-News] In Relation To Costs - Statewide Project Number and Phase

Attached are procedures to establish the new Statewide Project Number and Phase for "In Relation To" costs. I had intended to send these with the announcement below.

Rob

From: CAFR-Contacts-News <cafr-contacts-news-bounces at listsmart.osl.state.or.us<mailto:cafr-contacts-news-bounces at listsmart.osl.state.or.us>> On Behalf Of HAMILTON Robert W * DAS via CAFR-Contacts-News
Sent: Friday, May 1, 2020 11:22 AM
To: cafr-contacts-news at listsmart.osl.state.or.us<mailto:cafr-contacts-news at listsmart.osl.state.or.us>
Subject: [CAFR-Contacts-News] In Relation To Costs - Statewide Project Number and Phase
Importance: High

Hello CAFR Contacts,

Effective May 1, statewide leadership is requesting that each agency create a statewide Project Number and Phase to track "In Relation To" costs pertaining to the COVID-19 pandemic.  The Project Number is IRTCVD and the Phase is 19 ("IRT" stands for "In Relation To"). We realize this is a change from previous requests, which means your process will change and you'll in turn be communicating revised guidance throughout your agency, however, recently released federal guidelines has necessitated this change in our approach to tracking these funds.

Agencies that have received an exception from the COVID1 19 statewide Project Number and Phase will continue to have an exception for IRTCVD 19 statewide Project Number and Phase.

Additional guidance will be forthcoming about, but we first wanted to communicate this request so the structure could be setup, including any hotkeys for payroll reporting.

Understanding that today is May 1, and this impacts ECC reporting, there will be no changes to ECC reporting for the reports due by May 6.

If you have any questions, please let me know.

Thanks for everyone's efforts to report these costs.

Rob

Robert W. Hamilton, CPA
Statewide Accounting and Reporting Services Manager
Chief Financial Office
Department of Administrative Services
Desk:  (503) 373-0299 | Cell: (971) 719-3031
http://www.oregon.gov/DAS/financial/acctng

Data Classification: Level 1 - Published

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