Subrecipient Contracts AEL Business Meeting September, 2016 Nancy Crawford ncrawford@lcotyler.org

Recommended Elements of a Subcontract Funding Authority Period of Performance Funding Amount (up to) Statement of Work Responsibility of Grant Recipient to subcontractor Administrative personnel Monitoring

Recommended Elements of a Subcontract Termination of contract Contract amendments Certification and assurances as needed Any requirement of the grant recipients’ agency to the subcontractor Signed by signatory authority of both entities Budget

Statement of Work ARTICLE I – STATEMENT OF WORK 0816AEL002 INTRODUCTION: AC shall be a sub-recipient as defined in OMB Circular A-133, sections 105 and 210, in the LCOT East Texas Consortium TWC adult education grant, contract number 0816AEL002. AC shall exercise all due effort to carry out the program design described in TWC contract number 0816AEL002 in Southern Cherokee County, Wells and Alto ISD.

Period of Performance and Allocations ARTICLE II – PERIOD OF PERFORMANCE and ALLOCATION The authorized period of performance of the sub-agreement is from July 1, 2016 through June 30, 2017. AEL State and TANF begin September 30, 2016 and end on June 30, 2017. The 16/17 total allocation is $16,551 (without performance funding). This amount is categorized by funding source on AC’s 16-17 Financial EXCEL. Additionally, AC will receive performance based funding as shown below: $313 if they meet the Performance Measure of having 15 students enrolled who have 12 hours by December 31, 2016.

Cost Table Original from 2% Holdback Amendment Holdback Adjusted TOTAL   Original from 2% Holdback Amendment Holdback Adjusted TOTAL Budget TWC For 502 students w/ 12 hrs by 12/31/16 Returned JULY ALL EXPENSES Remaining ADMINISTRATIVE COSTS Payroll 15,641.00 - PROGRAM SERVICES COST 375,000.00 (12,009.00) 362,991.00 12,486.92 350,504.08 Prof & Contracted Srvs 54,000.00 280.32 53,719.68 Supplies & Materials 27,399.00 1,285.42 26,113.58 Other Operating Expenses 17,000.00 309.50 16,690.50 473,399.00 461,390.00 14,362.16 447,027.84 TOTAL FUNDS $ 489,040.00 $ (12,009.00) $ - $ - $ 477,031.00 $ 14,362.16 $ 14,362.16 $ 462,668.84

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More on Allocations Furthermore, if the LCOT East Texas Consortium, as a whole, does not meet the 60% by December 31, 2016 performance measure, then AC will not receive its equivalent Performance Based funding of $313. If the LCOT East Texas Consortium, as a whole, does meet its performance measures, but AC does not meet those measures for AC, then AC will not receive its equivalent Performance Based funding. If AC does not spend all of its 16-17 allocation then any money left over may be retained by LCOT, the lead organization. LCOT also has the authority to reduce AC’s funding during the 16-17 program year if LCOT deems AC will not be able to meet its spending and program goals. In this case, LCOT has the authority to move money to another provider who is exceeding their spending and program goals. This sort of transfer of funding only applies to 16-17 and does not necessarily apply to future contract years. However, if LCOT deems that AC has a pattern of not meeting spending and performance goals, then LCOT may reduce future AC allocations accordingly. Additionally, a portion of the $1,189 for Professional Development allocated to AC may be required to be spent on consortium wide training should LCOT consider that to be in the best interest of the entire consortium.

Cost, Billing and Payment ARTICLE III – COST, BILLING AND PAYMENT This sub-agreement provides for payment within the following limitations and characteristics: AC must submit Request for Reimbursement (RfR) forms to LCOT by the day required by LCOT. The required date will be somewhere between the 10th and 15th day of the following month after expenditures have been incurred. The date will be decided by LCOT based on how the calendar in general and the calendar in relation to holidays falls. LCOT will review the expenditures and then submit them to TJC. LCOT will also assign a date for any corrections that need to be made by AC on a given month’s RfR. If AC does not meet this possible second deadline, then reimbursement to AC may be delayed until the following month. AC will NOT make any changes to its Financial EXCEL report without written permission from LCOT. An email from LCOT does count as written permission. TJC will make payment on all invoices submitted in accordance with the terms of this agreement. Following June 30, 2017, should there be any corrected RfR’s that need to be submitted, then AC will submit “Final” RfR by July 25, 2017.

Remaining Articles Article IV—Records and Audits Article V—Responsibilities of LCOT Article VI—Subcontracting and Assignment Article VII—Key Personnel Article VIII—Termination Article IX—Changes