Financial Overview Funding, Claims, and Modifications

Claims Process Before you begin: Wait for the signed, approved contract Review your application in TN Grants: Existing budget Funding source (grant number: PT, 154AL, M5HVE, etc.) Review your agency policy Overtime (FLSA, minimum hours worked, etc.) Purchasing

Claims Process Claim checklist Backup documentation Enter information online - TN Grants www.THSOGrants.org Username and password Fiscal Year is October 1-September 30 Funds cannot carry over to a different fiscal year

Funding Sources Section 402 (PT, DD, OP, etc.) Section 154AL Section 405 (M___, etc.) 405b: Occupant Protection 405c: Traffic Safety Information System Improvements 405d: Impaired Driving Countermeasures 405e: Distracted Driving 405f: Motorcycle Safety 405g: Graduated Driver Licensing Laws 405h: Non-Motorized Safety

FY 2019 THSO Funding Section Amount Percentage 402 $5,396,668.99 25.85% 154AL* $10,969,000.55 52.53% 405b $728,857.10 3.49% 405c $830,640.47 3.98% 405d $2,863,529.12 13.71% 405f $90,923.64 0.44% Total $20,879,619.87 100.00%

Allowable Equipment and Supplies 154AL (Alcohol Enforcement/Education) approved items: In-car video cameras/systems Computers and mounts for vehicles Fatal vision products DUI checkpoint supplies (flashlights, cones, PBT/alcohol sensor, checkpoint signs, and reflective vests) Generator for lighting used at a sobriety checkpoint Vehicle lighting / Scene lighting for sobriety checkpoints Cargo trailer (only for sobriety checkpoint supplies / equipment) No Radar (no radar trailers, no radar signs, no LIDAR)

Allowable Equipment and Supplies 405d (Impaired Driving Enforcement/Education) approved equipment: All items included under 154AL DRE supply items 402 (Police Traffic Services – PT) approved equipment: All items listed under 154AL and 405d, plus the following: Radar / Radar trailer LIDAR Speed spy data collection (or similar) Simulators E-Ticketing software/equipment

Unallowable items Items not allowable under any funding source: All weapons including firearms, tasers, or ammunition Consoles, cages, or push bumpers Uniforms, jackets, shirts, gloves, duty belts, shoes, etc. Desks, chairs, cabinets, or any type of furniture Traffic signal devices including school zone lighting Guardrails, barricades Spike strips Sirens Total Stations Radio equipment Tint meters Golf carts / UTV / ATV License plate readers (LPR) Body-worn cameras

Allowable and Unallowable items The preceding slides are not an all‐inclusive list Contact your THSO program manager for clarification on items not listed Items subject to NHTSA review Items $5,000 or more require written NHTSA approval prior to purchase Subject to change

Due Dates MONTHLY 1st of EVERY month QUARTERLY 1st quarter - February 1 2nd quarter - May 1 3rd quarter - August 1 4th quarter - November 1 ***Mark Your Calendars*** Fiscal Year is October 1-September 30 Funds cannot carry over to a different fiscal year

Claims Forms THS-02: Personnel Services THS-03: Supplies (small equipment), Travel, Professional Fees, Other Non-Personnel, Capital Purchases, Insurance THS-04: Claim Summary Additional forms: THS-16, THS-17, THS-05, THS-22

THS-02 Personnel Services Full time / part time : Check copy THS-17 (or activity sheet) - Law Enforcement only

THS-02 Personnel Services Overtime: Full time / part time: Check copy THS-17 (or activity sheet) - Law Enforcement only Overtime: THS-17 (or activity sheet) Check copy

THS-16 Personnel Services Full time / part time : THS-16 Check copy THS-17 (or activity sheet) - Law Enforcement only

Check Copy Personnel Services Full time / part time : THS-16 THS-17 (or activity sheet) - Law Enforcement only

THS-17 Personnel Services Full time / part time : THS-16 Check copy THS-17 (or activity sheet) - Law Enforcement only Must be signed – ***You CANNOT approve your own time***

Reporting overtime pay We need a copy of your department’s overtime policy You cannot claim OT rate until you have paid the OT rate to the employee We pay according to the information on the check. We will not reimburse anything over the amount on the check; however, you may claim less If your agency’s paystub does not show the rate of pay, please verify what that is.

Overtime pay continued Example 28 Day Cycle We need a copy of your department’s overtime policy FLSA policy requires certain number of hours worked before overtime can be paid Example this officer worked 19 hours of OT 11 hours will be at their regular rate 8 hours will be at their overtime rate Follow your department’s policy

Requirements Personnel Employee’s Check Timesheet – signed by the supervisor Explanation of the work that was done Saturation, checkpoint, etc. Alcohol and Impaired Driving Grants approved hours (2:00PM-4:00AM)/1400-0400 Anything outside these hours will require justification Justification, with data, is to be submitted in advance to the program manager for approval Justification should be on the department’s letterhead Pleaser refer to memo if you have further questions

THS-03 Professional Fees Approved MOU or 3rd party contract Invoice / receipt Check copy or purchase order

THS-03 Professional fees Supplies (small equipment) Invoice / receipt Check copy or purchase order

THS-03 Professional fees Supplies (small equipment) Travel Approved travel authorization THS-05 Invoice / receipt Check copy or purchase order

THS-03

THS-03 Professional fees Supplies (small equipment) Travel Other Non-Personnel Invoice / receipt Check copy or purchase order

THS-03 Professional fees Supplies (small equipment) Travel Other non-personnel Capital Purchases Invoice / receipt Check copy or purchase order Items over $5,000 require a THS-22

Requirements Invoices Purchase Order Check MUST be an invoice not shipping receipt, not quote, etc. Purchase Order Must be signed Reference the invoice Check Invoice in memo line Or referenced in remittance portion

Requirements Invoices Purchase Order Check MUST be an invoice not shipping receipt, not quote, etc. Purchase Order Must be signed Reference the invoice Check Invoice in memo line Or referenced in remittance portion

Requirements Invoices Purchase Order Check MUST be an invoice not shipping receipt, not quote, etc. Purchase Order Must be signed Reference the invoice Check Invoice in memo line Or referenced in remittance portion

Requirements Buy America Act Required for purchases of $5,000 or above Documentation showing that capital purchase equipment was made here in America from the vendor. Public interest waiver for items less than $5,000.

THS-04 Summary Sheet Must be signed and dated Required with every claim period even if there are no expenses (zero claim)

Requirements Signatures THS-04, THS-03, THS-02, THS-17, THS-16 any form that you are required to submit please sign. Activity sheets MUST have the supervisor’s signature. THS-17 MUST be signed

Modification or Amendment Modifications: Used to add items to your budget within the same category Used to move money between line items Amendments: Required if adding or removing total funding Required if changing a term within the contract i.e. moving funds from personnel to equipment, which would mean a change in contract terms. Contact the program manager if you have questions.

Payments/Reimbursements After Claim Processed/Management Approval Claim is scanned to procurement (finance) 1st level in finance Claim gets receipt & voucher Claim goes to F&A (Finance & Administration) Final stage - levels of approval vary by payment amount Payment date & reference number generated Agency gets paid Memo line will contain specific information

Payments/Reimbursements DO’s Signatures – sign often Attention to Detail – verify, verify, verify Submit a claim every quarter/month Update any changes to project director with the program manager, as soon as possible Don’ts Highlight Information If you cannot read it we cannot read it (legible documents please) Wait until the 4th Qtr. to spend your money

Final Thoughts Review your approved contract / budget Follow your department’s policies Collect backup documentation Follow the claims checklist Enter online – save budget summary Print and sign claim forms THS-04 is the cover sheet THS-02 followed by personnel items THS-03 followed by all other items Change the status online to Claim Submitted Attach/E-Mail/Fax claim to your program manager

Questions? Contact your Program Manager Kevin Hager Office: (615) 741 - 6235 Cell: (615) 415 – 5574 kevin.hager@tn.gov www.TNTrafficSafety.org www.THSOGrants.org @TNHSO