AB 86: Adult Education Consortia Planning Grant Management Reporting System Webinar Series

AB 86 Grant Management Agenda Grant Definitions Terms & Codes Funding Process Due Dates / Payment Dates On Line System Direct / Indirect Fiscal Agent Allowable Costs FAQs 4/4/2014

Purpose of Today’s Webinar Provide details on the pre-programmed labels. Introduce the new reporting system – piggybacking on an existing system. The AB 86 Workgroup’s intent for shared leadership. Review new processes and terminology. Answer questions. Reminder – it’s a planning grant. 4/4/2014

Existing AB 86 Titles Primary Contact Fiscal Agent District Chief Business Officer Superintendent /Chief Executive Officer 4/4/2014

New Terminology Project Director – regional consortium designation for person to enter reportable activities. Chief Business Officer - regional consortium designation for person to enter fiscal data. Access requires a password. Either person can be a designee. Training in late May or early June. 4/4/2014

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Grant Terms & Codes Simplified Oversight No resource codes No funding profile AB 86 funding source – from state /Prop 98 Use the AB 86 Grant Face Sheet Grant agreement number: XXX Award Amount Terms of grant March 5, 2014 to June 30, /4/2014

Funding Process See Appendix D - Article I of the CoE – Authorizes 50% of the grant up front. – Grant Agreement must be fully executed. – Payment Process Progress Payments for the other 50% – Quarterly Expenditure Reports – Reports are reviewed & approved by AB86 staff – 10% will be withheld pending completion 4/4/2014

Communications to the Field Primary Contact Survey Confirmation on budget document Member participation forms Naming convention for State Controllers Letter of Intent Grant Face Sheets 4/4/2014

Due Dates for Expenditure Reporting 1 st Quarter July 31, nd Quarter October 31, rd Quarter January 31, th Quarter April 30, th Quarter July 31 st new End of grant June 30, 2015 Final Report Due – August 31, /4/2014

Payment Schedule From Article I (Appendix D) Grant Agreement / Program Specific Legal Terms and Conditions Will need to revise dates under section 4 - Reporting. Advance Payment of 50% of the total amount. Other 50% in the form of progress payments. 4/4/2014

Payment % for Expenditure Reporting (cont.) Advance payment – 50% up front 1 st Quarter July 31, % 2 nd Quarter October 31, 2014 – 10% 3rd Quarter January 31, 2015 – 10% 4th Quarter April 30, 2015 – 10% 5th Quarter July 31 st 2015 – 10% - new End of grant June 30, 2015 Final Report Due – August 31, /4/2014

Progress Payments Payment will be made after review and approval of quarterly reports. Withholding of the last 10% pending satisfactory performance and submittal of final report. 4/4/2014

On-Line Reporting System Budget Input Expenditure Input Budget Changes Activity Reporting Budget Narrative Restricted Object Codes 4/4/2014

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On Line System Processes Quarterly & Expenditure Reports Subcontracting Approval Budget Changes Personnel Changes Modifications 4/4/2014

Subcontracting Approval Grantees must obtain written approval of the Project Monitor prior to the selection of subcontractors or subgrantees to perform services under the AB86 grant agreement. Need to disclose the intended purpose, amount of the subcontract, identify the proposed subcontractor, and certify that subcontractor was selected according to local policy and procedures. 4/4/2014

Subcontracting (cont.) On-Line Reporting System Requires the following information for subcontractors: – Name of subcontractor – Activities that they will be performing – Term dates of the subcontract – Purpose – why was this subcontract necessary for the AB86 Regional Consortium Planning Grant? – Contract the Project Monitor the subcontract budget (Object Code Based) 4/4/2014

Subcontracting (cont. 2) Will provide a budget sheet to be completed for any subcontracts. Budget sheet will need to have the breakdown by object code. Ensure that your subcontracts follow local district policies and procedures. Also – follow the terms & conditions in Article II (#11) on subcontracts. All subcontracts need to be auditable. 4/4/2014

Indirect Costs Limited to 4% of the total grant. 4/4/2014

Fiscal Agent The fiscal agent is not a governance role. Role is to receive and be responsible for funds. Regional consortia determine how those funds are used. Regional planning includes shared leadership and decision making. 4/4/2014

Role of Fiscal Agent Banker Provides fiscal oversight Third-party contracting or sub-contracting – Obtains permission from CCCCO Who, what, where, when, why – Follows local district guidelines Legal fiscal relationship with CCCCO Fiscal Agent distributes funds based upon the consortia leadership 4/4/2014

Unallowable Activities Out of Country Travel Equipment Capital Outlay (object code 6000) Other Outgo (object code 7000) 4/4/2014

FAQs Can you clarify direct costs? Is a MOU considered a subcontract? How can we pay teacher salaries? Can we pay for dinners? Can we purchase laptops & Ipads? What about out of state trips? 4/4/2014

Questions and Recommendations the work group at Visit the AB 86 website at Share the good work that you are doing by being a webinar presenter –Contact the Work Group at 4/4/2014