Tennessee Highway Safety Office FFY19 Grant Orientation Workshop Monitoring Tennessee Highway Safety Office FFY19 Grant Orientation Workshop

You have a Program Manager

Why Monitor? Required by federal and state regulations Detects critical problems Measures progress Transparency, proper usage, and timeliness of expenditures

TYPES OF THSO MONITORING Regular communication Phone Email Reports On Site Desk

On Site Visit Conducted by your Program Manager 10K and above Annual (minimum) Scheduled/Unscheduled NHTSA Regional Program Manager may attend Small % of HVE grants

Desk Conducted by your Program Manager Mostly program grants Most conducted by TDOSHS Auditors Mostly HVE grants Less than 10K Annual (minimum)

TDOSHS Independent Audit TDOSHS Fiscal Services Sonya Hadley, Director Fontaenia Finney and Michelle Dixon, Auditors Similar types of questions HVE grants On Site (advance notice) Desk audit (email) Will occur once every three years (minimum) Added layer of accountability

What to Expect From the THSO On-Site Visit Prior to: Notified minimum two weeks in advance Prep sheet Provide a copy of link to the Title VI Assessment http://tntrafficsafety.org/titlevi Day of: Meeting of grant staff File review

During the Visit Review progress on… Job descriptions Goals Objectives Tasks Job descriptions Timeliness of reporting 3rd Party Contracts Equipment Personnel Bids Fiscal file Title VI Overtime

Title VI The THSO looks for… Completion of Title VI Assessment http://tntrafficsafety.org/titlevi Title VI poster Prominent placement for public to view English/Spanish version Must include local Title VI contact Non compliance can lead to loss of funds

Post Visit Follow-up Letter Within 2 – 3 weeks Reviewed by: Program Manager Program Administrator Director Types Without Required Actions -  With Required Actions (Non-finding related) Findings (misuse of funds, equipment/supplies, falsifying of documents, etc.)

Red flags

Red Flags Failure to respond Late project start Low activity Slow expenditure rate Late reports Discrepancies on reports Frequent personnel changes Frequent revisions No records/sloppy records Evasive answers Low morale/poor attitude

Questions?