School Reimbursement Program

Hamilton County received $142 million from the Coronavirus Relief Fund of the CARES Act to combat the ongoing impacts of COVID-19 in the community. Many K-12 schools located in Hamilton County have experienced increased costs due to the COVID-19 public health emergency. To assist schools with unreimbursed necessary expenditures incurred due to the public health emergency, the Hamilton County Board of County Commissioners allocated up to $7 million to eligible schools as a part of its CARES Act Plan. An Eligible School includes a School District.

All applications will be reviewed for completeness and eligibility. If demand for this funding exceeds the applicable allocation(s), funding will be distributed, in a manner deemed appropriate by Board.

 Applications were due on December 3, 2020, by 5:00 p.m.

Program Details

The CARES Act restricts the use of Coronavirus Relief Fund (CRF) funds for costs that align with the following criteria:

  1. The expenditures are necessary expenditures incurred due to the public health emergency with respect to the COVID-19 pandemic;
  2. The expenses were not accounted for in the budget most recently approved as of March 27, 2020; and
  3. The expenses were incurred during the period that begins on March 1, 2020 and ends on December 30, 2020.

 

Any Eligible School that receives CRF Funding hereunder, agrees to submit for reimbursement, only those costs and expenses that comply with the language of the CARES Act (set forth above) any Guidance, Frequently Asked Questions and Answers issued by the federal government or State of Ohio, which includes without limitation, U.S. Treasury, Office of Inspector General, the Ohio Auditor of State and the Ohio Office of Budget and Management ("Eligible Expenses"). Schools are cautioned that guidance changes frequently and later versions may become available.

In addition, the receipt and review of source documentation as well as the payment of funding by Board to an Eligible School shall in no way be construed as Board's determination or approval of the eligibility of the expenses being reimbursed. In all cases and under all circumstances, Eligible School is ultimately responsible for the determination of the eligibility of expenses it submits to the Board for reimbursement.

For assistance purposes only, US Department of Treasury's guidance on the Coronavirus Relief Fund follows:

Based upon the available funding, Board is reimbursing K-12 schools, up to $50 per student, to assist an Eligible School with the Eligible Expenses experienced due to the COVID-19 public health emergency. All CRF Funding payments are conditioned on receipt of adequate source documentation from an Eligible School that demonstrates the payment of funding is for the reimbursement of Eligible Expenses. All requests must be for at least $1,000 and must be based on School/School District enrollment set forth in the Ohio Department of Education Pt 2019 Fall Enrollment Data: http://education.ohio.gov/Topics/Data/Frequently-Requested-Data/Enrollment-Data.

 Hamilton County School Maximum Reimbursements

The School District must apply on behalf of all public schools within its district seeking this funding.

Eligibility Requirements

To apply for funding, an eligible school must meet the following eligibility criteria:

  1. Is an educational institution licensed by the Ohio Department of Education (ODE).
  2. Operates a school(s) for grades K-12, although a school is not required to operate all grade levels to qualify for funding.
  3. Enrolls K- 12 students who reside in Hamilton County, Ohio.
  4. Is physically located within the geographical limits of Hamilton County, Ohio.
  5. Will not use CRF Funding in place of or instead of federal, state, local government funds or private grants already designated for or anticipated to be used for the necessary expenditures incurred due to the public health emergency with respect to the COVID-19 pandemic.
  6. Is not delinquent on any federal, state, or local taxes or assessments, direct or guaranteed loans, leases, contracts, grants, or any other obligations .
  7. Is currently in compliance with all Ohio laws and rules applicable to its type of organization including any audit findings by the Ohio Auditor of State.
  8. Has a DUNS number prior to being awarded grant funding. A DUNS number can be requested at: https://fedgov.dnb.com/webform/displayHomePage.do.
  9. Is registered with https://sam.gov/ prior to being awarded grant funding. This requirement is only applicable if requesting $50,000 or more in funding.
  10. Has completed the Hamilton County vendor registration form prior to submission of the Application.
  11. Must have at least $1,000 in Eligible Expenses.
  12. Must agree with the terms and conditions included on Exhibit A or as a part of this application.

Requirement for School Districts

Must submit one application for all the public schools within the school district requesting CRF Funding through this program.

Eligible Expenses

Under all circumstances, Schools/School Districts are ultimately responsible for the determination of the expense eligibility submitted for reimbursement.

By way of example only, the following may constitute Eligible Expenses:

  1. Purchase of materials including personal protection equipment (PPE), disinfecting supplies, hand sanitizer;
  2. Purchase and implementation of physical accommodations that are mitigation measures specifically in response to COVID-19. The costs for these accommodations (physical barriers and plexiglass protective screens, touchless fixtures and equipment such as faucets, toilets and water fountains, additional ventilation or other air filtering equipment; markers for social distancing) are considered eligible expenses. Please note: any related construction or installation costs are not eligible for reimbursement under this Program;
  3. Purchase of computers and similar digital devices to allow for remote learning;
  4. Additional costs for cleaning;
  5. Expanding broadband capacity.

Ineligible Expenses

  1. Revenue replacement;
  2. Construction costs;
  3. Any tax, license or fee obligations payable to any governmental entity businesses;
  4. Costs for political activity, including lobbying;
  5. Costs that were accounted in the organization's most recently approved budget as of March 27, 2020;
  6. Fundraising;
  7. Damages covered by insurance;
  8. Reimbursement to donors for donated items or services;
  9. Workforce bonuses;
  10. Severance pay;
  11. Legal settlements;
  12. Prepayment of expenses for services that extend beyond December 30, 2020;
  13. Assets not placed in service by December 30, 2020;
  14. Expenses already covered by federal, state, local government funds or private grants already designated for or anticipated to be used for the necessary expenditures incurred due to the public health emergency with respect to the COVID-19 pandemic;
  15. All costs which are ineligible per the most recent U.S. Treasury guidance and Frequently Asked Questions.

Terms and Conditions

  1. School/School District agrees it will only use CRF Funding provided hereunder for Eligible Expenses, as identified on Application. Any other use of CRF Funding, without prior written approval of the Board, shall be considered a non-allowable expenditure. If at any time, it is determined CRF Funding was used to reimburse School/School District for any ineligible expenses all of the CRF Funding shall be immediately repaid to Board.
  2. School/School District will not use CRF Funding in place of or instead of federal, state, local government funds or private grants already designated for or anticipated to be used for that necessary expenditures incurred due to the public health emergency with respect to the COVID-19 pandemic.
  3. School/School District warrants and represents that at the time it submitted this Application it met the Eligibility Criteria of the Program. If at any time, it is determined School/School District did not meet the Eligibility Criteria at the time it submitted this Application, all of the CRF Funding shall be immediately repaid to Board by School/School District.
  4. School/School District warrants and represents that all statements, records and information submitted to Board in relation to this Application are true and accurate. School/School District understands and agrees that if at any time it is determined that such statements, records and inform School/School District.
  5. School/School District shall keep all records, financial or otherwise, related to use of CRF Funding received pursuant to this Application for at least five (5) calendar year following receipt of such funds. Board shall at any reasonable time have the right of access to and right to review or audit any and all such records pertinent to the reimbursement of the Eligible Expenses and said records shall be maintained in a manner to facilitate such reviews and audits.
  6. School/School District certifies it is an equal opportunity employer and shall remain in compliance with state and federal civil rights and nondiscrimination laws and regulations including but not limited to Title VI, and Title VII of the Civil Rights Act of 1964 as amended, the Rehabilitation Act of 1973, the Americans with Disabilities Act, the Age Discrimination Act of 1975, the Age Discrimination in Employment Act, as amended, and the Ohio Civil Rights Law.
  7. School/School District agrees to comply with all pertinent provisions of the Drug Free Workplace Act.
  8. School/School District understands and agrees, to the extent applicable, it shall comply with the Single Audit Act (31 USC Sections 7501-7507); and 2 CFR Sections 200.303, 200.330 through 200.332, and subpart F.

Required Documentation

  1. Hamilton County Vendor Form  .
  2. Source Documentation for all Eligible Expenses incurred from March 1, 2020 — November 20, 2020. For all expenses, source documentation shall be in the form of paid invoices and canceled checks, bank statements, or similar documentation that evidences payment of Eligible Expenses, as described in the Eligible Expenses section. All source documentation shall be maintained by the School/School District for at least five (5) years from the date of receipt of such funding.

How to Apply

 Applications were due on December 3, 2020, by 5:00 p.m.

Questions regarding the application and documentation submitted may be directed to Jane Huesman at HCJFS: [email protected], or (513) 946-2063.