Back to 21st CCLC Basics October 4-5, 2018 Presented by: Jimmy Reed

Disclaimer The contents of this meeting were developed under a grant from the Department of Education.  However, those contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government.

What we will cover today General logistics; Budget basics; and Compliance basics; The difference between today and a grant writing training is…….

General Logistics I am now your supervisor until we hire someone to replace Erika. What does this mean: We all need to be patient: with Kim and Cindy’s help I will for the most part be reviewing every Budget Amendment, RFR, general grant requests, and everything else under the sun.

The Grant is your Plan You’ve submitted and been awarded a competitive grant that many others did not receive. Changes to sites, grades served, activities, or anything else must be submitted to your supervisor for approval.

Budget Basics Continuation Reports (and Applications) Make sure your budget adds up; This may sound obvious but this slows up our ability to get the reports routed which means a much longer time awarding you. While your budget will go into ePeGS (LEA’s only) we will have to approve them on paper first in the Continuation Report, once approved you will enter them in the system and the system will deal with the math.

Budget Basics At some point your supervisor should be aware of any purchase for example a 3-D printer: Should have been approved on original application; Continuation Report; or Budget Amendment Just because we are moving to ePeGS there is still no 10% variance

Budget Basics RFR’s will be generated through ePeGS as will budget amendments however: All budget amendments must be done on paper (the usual way) once I have approved on paper Kim will approve in the system. CBO’s: for this year you will continue the regular paper process for all reimbursements and budget amendments.

Budget Amendments Last year was a rough year for late(r) in the year budget amendments (especially large ticket items). Amendments are needed throughout the year but large-scale amendments especially in supplies and equipment late in the year point to a lack of planning.

Spending your Award We had several programs not spend their award last year this presents a problem: It gives the appearance that the program didn’t need the money which can give the appearance that our state doesn’t need the money. If other states have the same issue it’s not good for anyone.

Which takes me back to… The grant (including the budget is your plan); If we are seeing large budget changes midway through they year it tells me the plan isn’t working or was quickly constructed; Take your time with your continuation reports ask for what you need not what you want.

Monitoring No reason to get nervous it’s literally like having a copy of the test before you take it; You are notified months in advance; The monitoring tool is literally the same document we use on site; Read the directions and please fill out the monitoring tool before we arrive on-site.

Monitoring Process We monitor both program and fiscal which means you will want to get to know the district or organizations bookkeeper. We let you know in advance what programming year we are monitoring and which RFR’s; Usually the program side is fairly smooth, it’s the fiscal side that can get bumpy.

Common Findings Adult Component- keep in mind that this is in the law.; Time and effort; Financial documentation not prepared; Not following policies/procedures

Fiscal Monitoring Full disclosure I am not an accountant and I’m guessing most of you here aren’t either so that you are familiar I’ll give you the cliff notes version of what we are looking at:

Cliff Notes We usually select two RFR’s to balance so your bookkeeper will need to provide us with: General Ledger with coding reflecting period requested; All backup including time and effort, receipts, justifications, and inventory.

Project Codes

Speaking of Inventory Most of our findings came with the inventory and it wasn’t that equipment and walkable supplies weren’t logged, it was the actual inventory itself was missing categories. Literally even if it’s not applicable you need to have each category on the next slide represented.

Monitoring Uploads We are looking for the districts/organizations policies and procedures for: Procurement; Travel; Cash management; and Allowability When we are onsite we monitor to make sure you are following them. Say something regarding the program that had 3 travel policies

Program Income In the past, program income could be collected and spent by the year of year five. This has changed you now must spend monies collected by the end of the current year. We will be monitoring this beginning this year.

KCC Reporting Please make sure you are up to date on KCC data! This is the first thing we look at to determine payment if it’s not up to date (15th of previous month) your RFR or Budget Amendment will not be processed.

Professional Development As always you may attend one or both state conferences MOSAC2 in November or MAACCE in June. Please make sure you are attending the breakout sessions which is why you are there.

Kids Care Portal https://portal.kidscarecenter.com/sites/DESEPortal/p ages/Procedures%20and%20Report%20Forms.aspx