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<body lang="EN-US" link="#0563C1" vlink="#954F72">
<div class="WordSection1">
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">Please see important updated information regarding OMES CARES Act submission for December 1<sup>st</sup> and December 8<sup>th</sup>. Thank you.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Smith, Kylie
<br>
<b>Sent:</b> Wednesday, November 25, 2020 1:43 PM<br>
<b>To:</b> Johnson, Dr. Glen <gjohnson@osrhe.edu><br>
<b>Cc:</b> Mauck, Sheri <smauck@osrhe.edu><br>
<b>Subject:</b> FOR APPROVAL: UPDATE: Process for Receiving Reimbursement from Coronavirus Relief Fund<br>
<b>Importance:</b> High<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" align="center" style="text-align:center">OKLAHOMA STATE REGENTS FOR HIGHER EDUCATION<o:p></o:p></p>
<p class="MsoNormal" align="center" style="text-align:center"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div style="border:solid windowtext 1.5pt;padding:1.0pt 1.0pt 1.0pt 1.0pt">
<p class="MsoNormal" align="center" style="margin-right:355.5pt;text-align:center;background:#CCCCCC">
<b><span style="font-size:36.0pt;letter-spacing:-3.0pt">Memo</span></b><o:p></o:p></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="line-height:150%"><b>To: <a name="to1">
</a>Presidents<o:p></o:p></b></p>
<p class="MsoNormal" style="line-height:150%"><b>From: </b> <a name="from">
</a>Chancellor Glen D. Johnson<o:p></o:p></p>
<p class="MsoNormal" style="line-height:150%"><b>Date: </b> <a name="date">
</a>Wednesday, November 25, 2020<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in;text-indent:-.5in;line-height:150%">
<b>Subject:</b> <a name="re"></a>UPDATE: Process for Receiving Reimbursement from Coronavirus Relief Fund<o:p></o:p></p>
<div style="border:none;border-bottom:solid windowtext 1.5pt;padding:0in 0in 1.0pt 0in">
<p class="MsoNormal"><o:p> </o:p></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><a name="body"></a>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). <o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">As a reminder, <b><span style="background:yellow;mso-highlight:yellow">each institution must submit the following documents to Meagan Rhodes in the OMES budget division via e-mail at
</span></b><a href="mailto:Meagan.Rhodes@omes.ok.gov"><b><span style="background:yellow;mso-highlight:yellow">Meagan.Rhodes@omes.ok.gov</span></b></a><b><span style="background:yellow;mso-highlight:yellow"> no later than December 1, 2020:</span>
<o:p></o:p></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l4 level1 lfo3">Risk Assessment (Attachment 2)<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l4 level2 lfo3">If a previous audit for the institution is available, please submit the audit as a separate attachment.
<o:p></o:p></li></ul>
</li></ul>
<p class="MsoNormal" style="margin-left:1.0in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l4 level1 lfo3">Federal Funding Certification (Attachment 3)<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l4 level2 lfo3">Institutions must sign and notarize this document.
<o:p></o:p></li></ul>
</li></ul>
<p class="MsoNormal" style="margin-left:1.0in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l4 level1 lfo3">Reimbursement Template (Attachment 4)<o:p></o:p>
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l4 level2 lfo3">Institutions may submit any of the following expenditures made in response to this current COVID-19 pandemic:<o:p></o:p>
<ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="mso-list:l4 level3 lfo3">PPE<o:p></o:p></li><li class="MsoNormal" style="mso-list:l4 level3 lfo3">Sanitization efforts<o:p></o:p></li><li class="MsoNormal" style="mso-list:l4 level3 lfo3">Facilitation of distance learning<o:p></o:p></li><li class="MsoNormal" style="mso-list:l4 level3 lfo3">Facilitation of telework<o:p></o:p></li><li class="MsoNormal" style="mso-list:l4 level3 lfo3">Establishment of quarantine areas<o:p></o:p></li><li class="MsoNormal" style="mso-list:l4 level3 lfo3">Facilitation of social distancing<o:p></o:p></li><li class="MsoNormal" style="mso-list:l4 level3 lfo3">Communication and enforcement (signage, notifications, etc.)<o:p></o:p></li></ul>
</li></ul>
</li></ul>
<p class="MsoNormal" style="margin-left:1.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l4 level2 lfo3">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. <o:p></o:p></li></ul>
</ul>
<p class="MsoNormal" style="margin-left:1.0in"><o:p> </o:p></p>
<p class="MsoListParagraph" style="margin-left:0in"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">Additionally, institutions must include the following attestation in the body of the e-mail when requesting reimbursement:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:0in"><span style="font-size:12.0pt;font-family:"Times New Roman",serif"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="xmsonormal" style="mso-list:l4 level1 lfo3"><span style="font-size:12.0pt;font-family:"Times New Roman",serif">“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.”<o:p></o:p></span></li></ul>
<p class="MsoListParagraph" style="margin-left:1.0in"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="background:yellow;mso-highlight:yellow">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.</span>
<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="background:yellow;mso-highlight:yellow">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.</span>
<o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">This information is also being sent to your institution’s respective business officer.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">If you have any questions regarding the reimbursement process from the Coronavirus Relief Fund, please contact Meagan Rhodes at
<a href="mailto:Meagan.Rhodes@omes.ok.gov">Meagan.Rhodes@omes.ok.gov</a> or (405) 521-6664.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thanks.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Glen<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Glen D. Johnson<o:p></o:p></b></p>
<p class="MsoNormal">Chancellor<o:p></o:p></p>
<p class="MsoNormal">Oklahoma State Regents for Higher Education<o:p></o:p></p>
<p class="MsoNormal">655 Research Parkway, Suite 200<o:p></o:p></p>
<p class="MsoNormal">Oklahoma City, Oklahoma 73104<o:p></o:p></p>
<p class="MsoNormal">405.225.9122<o:p></o:p></p>
<p class="MsoNormal"><a href="mailto:gjohnson@osrhe.edu">gjohnson@osrhe.edu</a> <o:p>
</o:p></p>
<p class="MsoNormal"><i>follow us on Twitter</i> @okhighered <o:p></o:p></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><img border="0" width="124" height="59" style="width:1.2916in;height:.6145in" id="Picture_x0020_4" src="cid:image005.jpg@01D6C330.DB21F2D0"></span><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">
</span><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><img border="0" width="143" height="41" style="width:1.4895in;height:.427in" id="Picture_x0020_3" src="cid:image006.png@01D6C330.DB21F2D0"></span><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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