COMMONWEALTH of VIRGINIA
Department of Education
October 24, 2014
TO: Division Superintendents
FROM: Steven R. Staples, Superintendent of Public Instruction
On September 25, 2014, Governor McAuliffe awarded $6.0 million in 2014-2015 School Security Equipment Grants for schools in 100 school divisions and for six regional educational programs. Below is information on the reimbursement process and revising approved applications.
A 2014-2015 Request for Reimbursement form must be completed and submitted to the Department of Education (DOE) with documentation showing the school name, purchases made, and total cost of the qualifying equipment purchased for which reimbursement is being requested. The Request for Reimbursement form should be mailed to Department of Education, Office of Support Services, P. O. Box 2120, Richmond, Virginia 23218-2120. The 2014-2015 Request for Reimbursement form can be found at the following Web site: http://www.doe.virginia.gov/support/facility_construction/security_equipment_grants/index.shtml.
Once the reimbursement request is approved, written certification will be sent to Virginia State Non-Arbitrage Program (SNAP) to make the reimbursement payment. SNAP will make the payment to the school division or regional program within 30 days of receipt of the certification.
School divisions must complete the VPSA Withdrawal Instruction form and fax it to 1-800-252-9551 before SNAP can release any 2014-2015 funds. This form can be found at: http://www.doe.virginia.gov/support/facility_construction/security_equipment_grants/electronic_funds_transfer_form.pdf.
Revisions (Addendums) to Approved Applications
It may be necessary to revise the original grant application(s) approved for funding. A reason to revise an application may be to add additional eligible equipment to expend a remaining balance in the grant when the original equipment requested cost less than anticipated.
Revisions to the approved applications may be made through the Single Sign-on for Web System (SSWS) portal for the 2014-2015 grant. In order to make changes to an application, an SSWS account is required. If the individual making the change to the application does not have an SSWS account, they will need to request access through their local SSWS account manager. They will need to receive “Data Entry” access in the Security Equipment Grant Management (SEGM) application.
Once an individual has access to SEGM, they will need to follow these steps:
Questions concerning the reimbursement process or revising applications may be directed to the Office of Support Services at (804) 225-2035 or (804) 225-2037. You may also e-mail the following staff if you have questions: June.Eanes@doe.virginia.gov, Hunter.Barnes@doe.virginia.gov, or Vijay.Ramnarain@doe.virginia.gov.