January 28, 2005

REGION 5 ETA WORKFORCE DEVELOPMENT LETTER 005-05

TO:      State Workforce System Administrators

FROM: Byron Zuidema
                   BYRON ZUIDEMA
                   Regional Administrator 

SUBJECT:  Notice - WIA National Emergency Grant (NEG) Reporting Requirements

1.  Purpose: To transmit a Grant Officer notice to States concerning WIA National Emergency grant reporting requirements.

2.  References: Information Alert 021-04, August 6, 2004; Training and Employment Guidance Letters 20-02, March 3, 2003; 21-02, and 16-03, January 26, 2004.

3.  Links: This Letter is in the Region 5 website archive at: http://www.doleta.gov/regions/reg05/pages/LibraryIssuances.cfm

4.  Substance:  The Attachment is a Grant Officer notice announcing new reporting requirements for National Emergency Grants issued on or after July 1, 2004.  Reporting will be on ETA Form 9104.

5.  Action: This Letter should be shared with WIA National Emergency Grant program directors and reporting staff.  

6.  Contact:  Questions or comments concerning NEG reporting may be directed to Cheryl Svee on 312.596.5459. Questions or comments about the format of this Letter may be directed to Tom Coyne on 312.596.5435.

7. Expiration Date: Continuing

8.  Attachment:  Grant Officer Notice, January 27, 2005

Attachment

GRANT OFFICER NOTICE

TO:    ALL WIA NATIONAL EMERGENCY GRANTEES WITH GRANTS AWARDED ON or POST 7/1/04

ALL   WIA NATIONAL EMERGENCY GRANTEES WITH ACTIVE HCTC "BRIDGE" and/or "GAP-FILLER" PROGRAM GRANTS

Subject: Implementation of the New Electronic System for the Quarterly                                    Report Form (ETA 9104) by Above Grantees

In the Federal Register dated April 27, 2004, the Employment and Training Administration (ETA) published the OMB approved application forms for National Emergency Grant (NEG) applications and the OMB approved Quarterly Report Form (ETA 9104).  As indicated in the Federal Register notice and the Training and Employment Guidance Letter (TEGL) No. 16-03 dated January 26, 2004, the electronic application forms were to be used beginning July 1, 2004 and reporting was required using the Quarterly Report Form (ETA  9104).  Previously, the OMB approved application and program reporting forms for NEG grants for health care assistance and support services (HCTC) were issued in TEGL No. 20-02 dated March 3, 2003.

This Notice will be followed by a TEGL containing complete instructions for the Quarterly Report Form (ETA 9104).  It should be noted that this form is in addition to and does not replace, the current NEG Financial Report Form (ETA 9099) issued under TEGL 21-02.

As part of our on-going efforts to make the NEG application process and reporting fully electronic, ETA announces that the electronic reporting system utilizing the Quarterly Report Form (ETA 9104) went live effective January 14, 2005.  This means that beginning on January 14, 2005, States are able to report electronically on activity for the quarter ending December 31, 2004.  Since the entries on the form are cumulative, the report will cover activity from the beginning of your grant.

The electronic system can be accessed at http://www.etareports.doleta.gov.  Users will log-on to the system using the same reporting password as used for the NEG E-Application, and will certify and submit using the same password.  Users should report using this system for grants awarded on or after July 1, 2004 and for all the "HCTC Bridge" and/or "Gap Filler" NEGs which are still active.  This report is due within 45 calendar days following the end of each Program Year quarter. 

For certain HCTC grants and grants that were awarded on or after July 1, 2004, but where the grant application was not submitted using the electronic system, the grantees are invited to input the data from their paper application (or modifications) into the electronic system.  By doing this, the grantees will be able to better manage their grants since they will then be able to compare the entries on the Quarterly Report Form with the base line data in the system.  Inputting the data will also enable the grantees to submit modifications electronically.  (It should be noted that States will only be able to report electronically after the data has been entered into the electronic system.  If the States wish to report before entering the data, they must do so using a paper report.)

The system is user friendly and contains definitions for each entry as well as numerous help windows.  For technical questions, please call our technical Help Desk (Omar Karim) at 202-693-3925.  For users who have forgotten their passwords and/or PINs, please contact the System Administrator (Jeanette Provost) by e-mail at provost.jeanette@dol.gov or by phone at (202)693-3359.

For further information and assistance, please contact the appropriate Regional Office Federal Project Officer assigned to your project.   Thank you in advance for your cooperation in this matter

       /s/

E. FRED TELLO                                                       Date: January 27, 2004

Grant Officer                                                           Washington, D.C.