CRF FAQs

• 1. How will agencies submit an Operational Expenditure and/or Project Application(s)?

  • For funding consideration, agencies will need to submit application(s) through the online portal located here. NOTE: The PDF application templates are not fillable and are provided for reference only.

• 2. What time period do the Operational Expenditure and Project Applications cover?

  • Both are valid for expenditures July 1, 2020 through December 30, 2020. 

• 3. Is there reimbursement opportunity for outstanding invoices from FY20 expenses that were paid in FY21?

  • The FY20 reimbursement process is closed and invoices that processed late will not be considered for reimbursement. The FY21 CRF Process will focus on legitimate FY21 expenses, however there is limited funding.

• 4. We are a component unit of the State of Kansas, included in the CAFR, but we do NOT use the SMART system. Are we eligible to apply?

  • Yes, you are eligible to apply.  Submit the application(s) through the online portal.  The means of dispersing CRF funds will be determined at a later time.  CRF funds will be routed through state agencies; units of government may be aligned with a state agency to receive funds as a subrecipient.

• 5. Would testing supplies be considered an operational expenditure? How do we estimate calculations, such as for testing where we do not know the exact need or cost of tests?

  • Yes, this could be a valid operational cost, although all operational expenditures are subject to review from the Office of Recovery, SPARK Committee and State Finance Council to determine eligibility. While it may difficult to estimate the need, agencies can contact the Division of Budget for assistance.  Some PPE and testing may be eligible under FEMA dollars, but there are different guidelines and regulations that we are currently working through to understand.

• 6. Will Facilities Management be requesting reimbursement for plexiglass barrier installations or will agencies need to absorb the cost?

  • Common spaces will be managed by DofA; reach out to Frank Burnam (Frank.Burnam@ks.gov) for questions regarding specific examples.  For the most part, installations in indoor locations at rented locations will be charged back to the specific agency, but the expense may be eligible for CRF funding.

• 7. Any guidance for agencies that operate multiple facilities with separate agency numbers, like our state hospitals? Can the parent agency make a request for facilities?

  • Only one operational expenditure application per agency number can be submitted.  State hospitals have different agency numbers, so each can be submitted separately. For project applications, projects should still be separated based on agency number.  NOTE: If the expenditure request is centralized, it can be included on one application that captures the overall cost estimate – flexibility do either (e.g. testing at corrections facilities). In the application notes, be clear that the line item is centrally managed. 

• 8. Will the review of other CARES Act funds include the state universities?

  • Yes.  We need to make sure we are moving through those dollars and ensure no pockets of money are left not leveraged.

• 9. What if a project application is awarded and the money is not spent by the end of year?

  • Once CRF funding is awarded, monthly reports will be required to track how the money is being spent. As we get close to the end of this cycle, any funds that will not be spent by December 30, 2020 will be pulled back. Additional guidance could change this, but FAQs from the US Treasury have not provided clear guidance at this time.

• 10. Are there character limitations in the Operating Expenditure and Project applications?

  • There are no character limitations, but please be concise with the information provided as this will facilitate a quick turnaround.

• 11. Does it matter what browser is used to complete and submit the CRF applications?

  • The preferred browser for application submission is Firefox, however Chrome, Safari, and  Opera are also supported. NOTE: Internet Explorer 9.0+ is not recommended.

• 12. Is there a way to submit more than two projects?

  • One project application template accepts up to five project proposals. If there are more than five projects, another project application template will have to be created and submitted.

• 13. Are agencies required to follow the procurement process for acquiring services?

  • Once the CRF award is made, state agencies are expected to follow the existing procurement process.

• 14. If we need to purchase before the funds are received, do we use fund 3753 budget unit 3772 or use SGF and a journal entry after COVID funds are received?

  • Do use the program code 21662 at the time of your purchase, from SGF, so it can still be captured as COVID-19 expenditures not yet applied to CRF funds. Do not use budget unit 3772 until the CRF funds are received. Please note that because you code funds under program code 21662, does not guarantee you will be awarded CRF in this round.  

  • Budget Unit 3772 is not available yet. Once the State Finance Council makes the awards, the Division of Budget will create certifications for the Office of Accounts and Reports to complete the award transfers into SMART.

  • Agency questions regarding fund and budget codes, please submit a ManageEngine ticket or contact Director of Accounts and Reports, Jocelyn Gunter (Jocelyn.Gunter@ks.gov).

• 15. Is the Operational Expenditures Application to be requested first before purchase or can you do it after the fact?

  • While funds may have already been spent in FY21 for COVID-19 related expenses, since there is no reimbursement process for FY21, state agencies should roll those amounts into the estimated expenditure needs.
  • There is no guarantee of funding, fully or partially.

• 16. When can agencies expect to receive awards?

  • The goal is to get things to the State Finance Council by mid-September. We hope to have approvals to get funds released to agencies by mid- to-late September. Applications will be reviewed first by SPARK, and then the State Finance Council.
  • All applicants are encouraged to have a representative available to listen in for questions when the applications go before the State Finance Council. It will most likely be a Zoom meeting and information will be sent out once we have it.

• 17. If we wanted to set up services for board meetings to be held remotely, would we be able to seek reimbursement for enhanced Zoom services?

  • Recognize the request, if approved, would only cover funding for this CRF period. If it sets up a recurring cost beyond this period, the agency needs to identify how the reoccurring cost would be covered.