[SE-Dir] Supporting Documentation for IDEA Reimbursement in EGMS

[SANDBERG Ruby]

TO:       All District and ESD Special Education Directors and Business Managers

The message below is being sent to you on behalf of:

Nancy Latini, PhD
Assistant Superintendent
Student Learning & Partnerships
______________________________________________
August 23, 2011


RE: Supporting Documentation for requests for reimbursement for IDEA grants in EGMS

The purpose of this message is to inform you of a change in procedures related to monitoring of IDEA award grants. This change is in direct response to a recommendation in the Special Education Cluster compliance audit that was completed by the Secretary of State Audits Division on November 30, 2010.

Beginning with the 2011-12 IDEA grants, the Oregon Department of Education (ODE) will begin requesting supporting documentation for some reimbursement requests for IDEA grants in EGMS. Supporting documentation requests will be periodic (e.g., not every EGMS claim will require submission of supporting documentation) and will be made to ensure that every district will have submitted supporting documentation at least once during a three year period. ODE's three-year monitoring cycle (grant years 2011-12, 2012-13, and 2013-14) is attached.

If documentation for a claim is requested, the ODE grant manager will put the claim on hold in EGMS and send an e-mail requesting the supporting documentation.  A sample documentation request form is also attached to this message.  Once the documentation is received and verified, the claim will be approved.

If you have questions about this process, please contact Steve Smith at steve.w.smith at ode.state.or.us<mailto:steve.w.smith at ode.state.or.us>












Ruby Sandberg, Executive Assistant to
Nancy Latini, Assistant Superintendent
Office of Student Learning & Partnerships
Oregon Department of Education
503-947-5738   FAX: 503-378-5156
ruby.sandberg at state.or.us






-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://omls.oregon.gov/pipermail/se-dir/attachments/20110823/34ebe4ac/attachment.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: IDEA EGMS Reviews Years 1-3.doc
Type: application/msword
Size: 151040 bytes
Desc: IDEA EGMS Reviews Years 1-3.doc
URL: <https://omls.oregon.gov/pipermail/se-dir/attachments/20110823/34ebe4ac/attachment.doc>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: Request for Documentation.doc
Type: application/msword
Size: 66048 bytes
Desc: Request for Documentation.doc
URL: <https://omls.oregon.gov/pipermail/se-dir/attachments/20110823/34ebe4ac/attachment-0001.doc>