[Cobo] FW: FOR APPROVAL: UPDATE: Process for Receiving Reimbursement from Coronavirus Relief Fund

[Mauck, Sheri]

Please see important updated information regarding OMES CARES Act submission for December 1st and December 8th.  Thank you.

From: Smith, Kylie
Sent: Wednesday, November 25, 2020 1:43 PM
To: Johnson, Dr. Glen <gjohnson at osrhe.edu>
Cc: Mauck, Sheri <smauck at osrhe.edu>
Subject: FOR APPROVAL: UPDATE: Process for Receiving Reimbursement from Coronavirus Relief Fund
Importance: High

OKLAHOMA STATE REGENTS FOR HIGHER EDUCATION


Memo


To:                  Presidents
From:             Chancellor Glen D. Johnson
Date:               Wednesday, November 25, 2020
Subject:          UPDATE: Process for Receiving Reimbursement from Coronavirus Relief Fund


On November 6, I sent a memo to Presidents regarding the process for institutions to follow in seeking reimbursement from the Office of Management and Enterprise Services (OMES) for eligible expenses authorized from Oklahoma's Coronavirus Relief Fund (Attachment 1).

As a reminder, each institution must submit the following documents to Meagan Rhodes in the OMES budget division via e-mail at Meagan.Rhodes at omes.ok.gov<mailto:Meagan.Rhodes at omes.ok.gov> no later than December 1, 2020:


  *   Risk Assessment (Attachment 2)
     *   If a previous audit for the institution is available, please submit the audit as a separate attachment.


  *   Federal Funding Certification (Attachment 3)
     *   Institutions must sign and notarize this document.


  *   Reimbursement Template (Attachment 4)
     *   Institutions may submit any of the following expenditures made in response to this current COVID-19 pandemic:
        *   PPE
        *   Sanitization efforts
        *   Facilitation of distance learning
        *   Facilitation of telework
        *   Establishment of quarantine areas
        *   Facilitation of social distancing
        *   Communication and enforcement (signage, notifications, etc.)


     *   Please note that there is an attestation on the reimbursement spreadsheet that is meant to ensure that none of the items submitted for reimbursement requests have been paid for with any other federal dollars or submitted for reimbursement through any other federal program.


Additionally, institutions must include the following attestation in the body of the e-mail when requesting reimbursement:



  *   "I certify that the expenditures submitted in the attached document were expended as a result of the COVID-19 emergency; that no other reimbursement from the federal government, insurance or any other source is available for these expenditures; and that the expenses were not included in the agency's FY 20 budget prior to the public health emergency. I understand that the reimbursement request is subject to audit and additional documentation must be made available upon request."


This morning, we received notification from OMES that in addition to completing and submitting the Reimbursement Form (Attachment 4) no later than Tuesday, December 1, institutions MUST also provide documentation to verify the purchase and payment in PeopleSoft.

This documentation needs to include proof of payment, such as copies of invoices and vouchers, to support the requests for reimbursements and substantiate funding from the Coronavirus Relief Fund. While the deadline for submitting the Reimbursement Form (Attachment 4) to OMES is still Tuesday, December 1, OMES is allowing institutions until Tuesday, December 8 to provide the required documentation.

This information is also being sent to your institution's respective business officer.

If you have any questions regarding the reimbursement process from the Coronavirus Relief Fund, please contact Meagan Rhodes at Meagan.Rhodes at omes.ok.gov<mailto:Meagan.Rhodes at omes.ok.gov> or (405) 521-6664.

Thanks.

Glen

Glen D. Johnson
Chancellor
Oklahoma State Regents for Higher Education
655 Research Parkway, Suite 200
Oklahoma City, Oklahoma 73104
405.225.9122
gjohnson at osrhe.edu<mailto:gjohnson at osrhe.edu>
follow us on Twitter @okhighered


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