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Home My WebLink AboutEECBG Formula Grants Reporting Webinar_1.11.24_PDF1U.S. DEPARTMENT OF ENERGY Reporting Webinar for Formula Grant Recipients Energy Efficiency & Conservation Block Grant (EECBG) Program 1/11/2024 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS 1.We will and we ARE tracking your questions throughout. The questions you ask in the chat will be the ones we answer in the final 15 minutes of the session. 2.We will until the very end. 3.We strongly recommend that you in the chat. Webinar Tools & Tips 2 Click ‘More’ Click ‘Settings’ Click ‘Don’t show chat bubbles” Click “Mute notifications.” U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Through this presentation, you will learn: 1.The key reporting requirements for EECBG Program Formula Grants 2.Key deadlines for meeting these requirements 3.How to submit these requirements through online portals –EECBG Program formula-eligible entities (states, local governments, and Tribes) that apply for –This presentation is (for equipment rebates or technical assistance). Webinar Purpose 3 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS 4 1 Boosts communication and information sharing between grantee and project officer 2 Ensures compliance and progress on projects, reduces risk for waste, fraud, and abuse 3 Provides DOE with current & accurate data to understand program impact U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS •Part 1:Reporting Overview •Part 2:PAGE Reporting •Performance Report •Financial Report •Attachments •Part 3:Timelines •Part 4:Resources •Part 5:Q&A 5 Agenda U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Who is required to report? 6 •Prime award recipients, including lead applicants for teams, are responsible for reporting. •Prime award recipients for reporting to sub-recipients through creation of user accounts in PAGE. •Regardless of how prime recipients decide to manage or delegate their reporting obligations and procedures, they to ensure that reports are submitted accurately and on time U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS How often do I need to report? 7 •While your award is ongoing, it varies widely! •Depending on the reporting requirement, you may need to submit: •Weekly reports (e.g., Davis Bacon Act) •Yearly (e.g., Historic Preservation Reports) •Quarterly, or •Semi-Annually (twice a year) •After you’ve closed out your grant, 120 days. •All final reports are due 120 calendar days after the end of the award period of performance. We will explain the most critical reporting requirements later in this presentation. U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Where do I submit my reports? •Performance and Accountability for Grants in Energy (PAGE) Account: o Primary platform for: Submitting and updating application Submitting reports listed in the reporting requirements summary o Contact PAGE-Hotline@hq.doe.gov for assistance 8 This is the primary platform for submitting reports. However, there are some other platforms that will be used. (See later slides). U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Project Officer’s Role In Reporting & Monitoring Desktop Monitoring: o Project Officer will examine all reports to: Assess progress towards goals and objectives Determine compliance with federal rules and regulations Track fiscal expenditures o Project officer will conduct scheduled and random site visits: Provide grantees with in-person technical assistance that enable successful execution of their EECBG grants Ensure and verify compliance with all federal regulations and program guidance Document success stories that highlight the impact of the EECBG program on local communities 9 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS │ Jan 30 for states and some local govts •Who: o States who received their award o Local governments with awards greater than $250,000 and received their award •What: o Performance o Financial report (SF-425) •Where:PAGE Platform January 30th is the first deadline for grantees! 10 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS •Part 1:Reporting Overview •Part 2:PAGE Reporting •Performance Report •Financial Report •Attachments •Part 3:Timelines •Part 4:Resources •Part 5:Q&A 11 Agenda U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Award Overview │ Attachments Federal Assistance Reporting Checklist: •The checklist is issued as a part of award documents •Customized for each recipient and may be subject to revision if the project scope or budget changes •Outlines reporting due dates, frequencies, and submission location •Attached instructions describe reports •Use this as a checklist to make sure all reports are submitted on time and complete 12 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS │Comprehensive List •Project Management Reporting o Performance Report o Federal Financial Reports (SF-425) •Award Management Reporting o Davis-Bacon Act Reports (if applicable) o Historic Preservation Report (annual) o Quarterly NEPA logs o Federal sub-award reporting system o Single audit o Tangible Personal Property Report – Disposition Request/Report •Closeout Reporting o Tangible Personal Property report – Final Report •Bipartisan Infrastructure Law Reporting o Quality Job Creation o Equity and Justice o Pathway to Net-Zero o One-Time Location Report 13 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Project Management Reporting │ Performance Report Due: •Local Govts allocated < $250,000: Semi-Annually (Apr 30 and Oct 30) •States and Local Govts allocated > $250,000: Quarterly (Jan 30, Apr 30, Jul 30, &Oct 30) •Tribes: Annually (Oct 30) PAGE platform 14 Details activity status, milestones, financial metrics, process metrics, and qualitative descriptions. Must be submitted per each activity that a recipient pursues Milestones: determined by recipient & used to track goals Financial metrics: dollars expended for each period Process metrics: program and BIL specific metrics reported on based on the nature of the project •For additional guidance on process metrics see EECBG Program Reporting Guidance Qualitative descriptions: used to provide additional information on project not captured in metrics Any energy savings including fuel switching and installation of renewable energy systems should be reported on in the process metrics U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Project Management Reporting │ Financial Reports (SF-425) (I/II) Due: •Local Govts allocated < $250,000: Semi-Annually (Apr 30 and Oct 30) •States and Local Govts allocated > $250,000: Quarterly (Jan 30, Apr 30, Jul 30, and Oct 30) •Tribes: Annually (Oct 30) PAGE platform 15 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS What to Include: For the entirety of work performed by the prime recipient, sub-recipients, and contractors: Federal Cash Federal Expenditures Unobligated Balance Recipient Share Program Income Indirect Expenses 16 Project Management Reporting │ Financial Reports (SF-425) (II/II) U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Award Management Reporting │ Davis-Bacon Act (DBA) Weekly Payroll Reports: •Due: Weekly •How to submit: Electronically through DBA tracking tool forthcoming •What to include: •Includes record of hours worked and wages paid, including fringe benefit contributions & certified payrolls •Grantees are responsible for tracking and maintaining DBA records for all subcontractors and sub-recipients •Platforms to assist with tracking include: LCPtracker; eMARS; Elation Systems 17 •Due: Semi-annually •How to submit: Davis-Bacon tool (forthcoming) •What to include: •Grantees must submit semi-annual reports on compliance and enforcement of the labor standards provision of the Davis- Bacon Act and its related acts. •Due Dates:Apr 21 and Oct 21 DBA applies when laborers or mechanics are hired for work on your EECBG project. Reports need to be submitted for periods when DBA applies (weekly for payroll reports and twice yearly for DBA Enforcement Report). You do not need to submit it if there is no laboring work occurring. U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Award Management Reporting │ Historic Preservation & NEPA Historic Preservation Report: o Due: Annually on September 15th o Where to submit: PAGE Platform o What to include: Activities utilizing the Historic Preservation Programmatic Agreements must submit an annual Historic Preservation Report. This must include activities conducted by sub-recipient(s) o Due: Jan 30, Apr 30, Jul 30, &Oct 30 o Where to submit: Via email to EECBG.NEPA@ee.doe.gov and DOE Project Officer o What to include: NEPA log templates can be found on EECBG program website and NEPA website. This must be submitted for all activities -including those conducted by sub-recipient(s) o Required when: Activities involve ground disturbance 18 All local governments, states, DC, and some territories are covered by a state Historic Preservation Programmatic agreement. Historic Preservation – Executed Programmatic Agreements | Department of Energy U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Award Management Reporting │FSRS Federal Subaward Reporting System: o Due: By the end of the month,following the month in which the prime recipient awards any sub-grant greater than or equal to $30,000 o Where to submit: https://www.fsrs.gov/ o What to include: The prime recipient is required to file a FFATA (Federal Funding Accountability and Transparency Act) sub-award report 19 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Award Management Reporting │Single Audit Single Audit: o Due: Within the earlier of 30 days after receipt of the auditor’s report(s) or 9 months after the end of the audit period (recipient’s fiscal year-end) o Where to submit: Federal Audit Clearinghouse - https://harvester.census.gov/facweb/Default.aspx o What to include: Audited financial statements o Required when: When awardee expends $750,000 or more during their fiscal year in federal awards, there must be a single or program-specific audit conducted. 20 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Award Management Reporting│Tangible Personal Property Annual Property Report (SF-428 & SF-428A): o Due: Within 90 calendar days after the end of the annual reporting period o Where to submit: email to DOE Project Officer o What to include: Annual inventory of federally-owned property (government-furnished) where the award specifies that title to the property vests with the federal government, whether it is in the possession of the prime recipient or subrecipient(s). o Due: Within 5 calendar days of the event or as specified o Where to submit: PAGE o What to include: Equipment with an acquisition cost above $5,000 must be included in the inventory o Required when: If disposition occurs (if federal property is transferred to awardee) at any time other than award closeout o Due: Within 120 days after expiration or termination of the award o Where to submit: PAGE o What to include: Final inventory of and request disposition instructions for any federally-owned property and/or property or equipment acquired with project funds costing above $5,000 for prime or subrecipients 21 U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS Jobs Report: •Due: Annually •Where to submit: PAGE Platform (as an attachment) •What to include: Details good jobs provided to employees through EECBG Program funds •Due: One-time, during first year of award •Where to Submit: PAGE Platform (as an attachment) •What to include: Location information of EECBG activities •Required When: EECBG Program formula recipients pursuing activities that take place in a physical location. Remember to include projects benefitting disadvantaged communities. 22 Bipartisan Infrastructure Law │ Jobs Report & Location Report U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS •Part 1:Reporting Overview •Part 2:PAGE Reporting •Performance Report •Financial Report •Attachments •Part 3:Timelines •Part 4:Resources •Part 5:Q&A 23 Agenda U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS •Part 1:Reporting Overview •Part 2:PAGE Reporting •Performance Report •Financial Report •Attachments •Part 3:Timelines •Part 4:Resources •Part 5:Q&A 24 Agenda U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS 25 Payroll Reports Weekly •Sept-Dec: Provide access to CO or send to DOE electronically •Dec: DBA tool Weekly, when applicable Assurance Report Semi-annual DBA tool •Apr 21 and Oct 21 Quarterly Project Management Center •Jan 30, Apr 30, Jul 30, and Oct 30 Quarterly, Semi-Annually, or Annually PAGE •Jan 30, Apr 30, Jul 30, and Oct 30; or •Apr 30 and Oct 30; or •Oct 30 Quarterly, Semi-Annually, or Annually PAGE •Jan 30, Apr 30, Jul 30, and Oct 30; or •Apr 30 and Oct 30; or •Oct 30 Summary of Reporting Requirements U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS 26 Summary of Reporting Requirements Cont. Name of Report Timeline Reporting Submission Reporting Dates Jobs Report Annual PAGE •Jan 30, Apr 30, Jul 30, or Oct 30 Annual PAGE •Sept 15th One-Time PAGE •During first year of reporting *A full summary of reporting requirements can be found here U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS •Part 1:Reporting Overview •Part 2:PAGE Reporting •Performance Report •Financial Report •Attachments •Part 3:Timelines •Part 4:Resources •Part 5:Q&A 27 Agenda U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS State and Local Planning for Energy (SLOPE) Tool •Provides jurisdictional energy data potential and opportunities, comparative costs & metrics to inform data-driven energy planning Scenario planner allows users to compare scenarios for the future of energy, costs, and emissions for counties and states Data viewer allows users to explore city, county, and state data on renewables, efficiency, and transportation •A geospatial mapping tool that identifies areas across the nation where communities are faced with significant burdens. Categories of burden include: climate change, energy, health, housing, legacy pollution, transportation, water/wastewater, and workforce development •Helps users understand housing and energy characteristics for low-and moderate-income households in order to make data- driven solutions to meet energy goals •A clearinghouse of support for technical assistance opportunities across DOE 28 Decision Support and Analysis Tools, Data and Resources U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS EECBG Program Reminders 29 •EECBG Blueprint Cohorts – January theme is Financing! •1/18 Financing 101/Funding Roundtable •1/25 NREL financing training •2/8 NREL financing training •Elective Pay: Tax-exempt governmental entities can now benefit from clean energy tax credits using new options enabled by the Inflation Reduction Act. Learn more at IRS.gov! Webinar on Jan 17. •Energy Savings Performance Contracting (ESPC) Campaign engages local governments and other stakeholders to expand and enhance performance contracting programs. The goal is collective achieve in measured and verified savings. eecbg@hq.doe.gov Bi-weekly, Fridays @ 2:30pm •All eligible entities are required to submit an with their application. •Access 10-20 hours of free support from the National Renewable Energy Lab (NREL): EECS_TA@nrel.gov U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS •Part 1:Reporting Overview •Part 2:PAGE Reporting •Performance Report •Financial Report •Attachments •Part 3:Timelines •Part 4:Resources •Part 5:Q&A 30 Agenda U.S. DEPARTMENT OF ENERGY OFFICE OF STATE & COMMUNITY ENERGY PROGRAMS 31 Q&A