July 22, 2015 FY 2016 CTF General Prevention Compliance Seminar

Introduction Staff  Kirk Schreiber, Executive Director   Laura Malzner, Program Coordinator   Paula Cunningham, Public Affairs Coordinator   Alicia Whitson, Executive I/Office Manager 

CTF Contact Information Website Address: ctf4kids.org ctf4kids.org Address: For submitting invoices: Phone: Address Information: P.O. Box W. High, Room 860 Jefferson City, MO 65102Jefferson City, MO 65101

Today’s Topics Financial and Policy Information Program and budget revisions Monitoring Performance Reporting

FY 2016 CTF General Prevention Grant Contract Period July 1, 2015 through June 30, 2016

Financial Requirements Accurate financial records Record retention (5 years from termination date) Audit requirements

Procurement Policies Allowable costs Competitive bids Sole/Single Feasible Source procurement

Local Match Year 1 = 0% of total project cost Year 2 = 0% of total project cost Year 3 = 25% of total project cost Year 4 = 50% of total project cost Year 5 = 75% of total project cost

Local Match Local match restrictions – Same use as state funds – Expended/obtained during contract period – Records of match maintained Source Amount Period used – Reporting match

Printing/Media Acknowledge funding source EXAMPLE: “Funding for this project made available through Missouri’s Children’s Trust Fund” CTF logo graphics are available on the CTF website: / /

Monthly Invoice CTF invoice form must be used to request reimbursement for grant- related expenditures Important – the CTF invoice form format has changed for FY 2016

Monthly Invoice Form 1 st Column = Approved budget 2 nd Column = Expenditures for the month 3 rd Column = Year-to-date totals (including the amounts being requested on the current invoice) 4 th Column = Balance remaining after subtracting column 3 from column 1

Monthly Invoice Form - Match 5 th Column – Local match accrued for the month 6 th Column – Total local match reported for all preceding months 7 th Column – Local match reported year-to- date

GENERAL Actual expenses must be claimed Expenses must be incurred during the contract period Match requirement depends on year of funding.

Back-Up Documentation Back-up documentation (i.e. payroll records, timesheets, receipts, mileage logs, etc.) for expenses reimbursed through the CTF grant must be maintained on-site. It is not necessary to send in the documentation when requesting reimbursement.

Salaries & Fringe Benefits Maintain timesheets to verify time attributed to project-related activities; Maintain documentation supporting any fringe benefit costs reimbursed through the contract: – Invoice for group medical insurance; – Verification that payroll taxes are paid; – Workers Comp & Unemployment

Contractual/Consultant Expenses Written contract (maintained on file) – Services to be performed – Rate of compensation – Length of time services will be provided Payment for services rendered Services provided during contract period

Equipment & Supplies Copy of invoice for equipment must be attached to the Invoice Receipts/invoices for supplies must be maintained on-site, but do not need to be submitted with the monthly invoice/request for reimbursement

Travel & Training State mileage rate is capped at 37 cents/mile (maintain mileage logs); Maintain receipts/invoices for any lodging, meals &/or registrations reimbursed through the CTF contract; Any training not specifically approved in your contract’s budget must be approved by CTF prior to registration.

Completing the Monthly Invoice Do not combine budget line items Double check your figures

When Are The Invoices Due? Postmarked by the 15 th of every month or ed to: 15 th on weekend or Holiday? Next business day. Faxes are not accepted, except in extenuating circumstances. Grantee’s responsibility to ensure we receive it on time

What Happens if the Invoices are Late? Report may not be processed until the next month If contract-related expenses are more than three months in arrears in terms of requesting reimbursement, payment will not be issued

Why is My Reimbursement Less Than I Requested? Mathematical Errors Unapproved expenses claimed Monitoring findings Requested amount exceeds balance available

Program Revisions Change in program activities Change in project site Change in Project Director or Authorized Official Change in Project Staff

Budget Revisions A formal amendment request is required when: – Moving more than 10% of grant funds from one approved budget category to another or when proposing to add or delete a budget item. – Requests may be submitted via to

SF Protective Factors All first year partners are required to have CTF-funded staff complete the on-line Bringing the Protective Factors Framework to Life in Your Work training. The training includes seven learning modules, all of which must be completed by June 30, Certificates of Completion for each module must be submitted with the FY 2016 Annual Report due July 31,

Monitoring Within 18 months for first-year programs. An additional review may take place during years 2-5 for continuation projects : – On-site monitoring – Desk-top monitoring

Purpose of Monitoring Ensure compliance with state and, if applicable, federal guidelines Verify costs reimbursed through the contract Opportunity to meet with grantee program staff

On-Site Monitoring Contacted by CTF to set up date Confirmation of date and time Info/documentation needed

What if Compliance Issues are found? While on-site After the visit is completed Notification Special Conditions

Outcome Information Required as part of application process for continuation projects (entering years 2-5) Start keeping track now! The annual report form will be ed to the contact on file and is available on the CTF website information/ information/

Mid-Year Report All first-year programs are required to submit a mid-year progress report. The mid-year report covers the six months (July 1 st – December 31 st ) and is due January 31 st. This report will be ed to contact on file and is available on CTF’s website information/

CTF Annual Report Due July 31, 2016 Project goals, objectives and outcomes Numerical and Anecdotal info

Protective Factors Survey All first-year, secondary prevention projects are required to use the Protective Factors Survey: ( One assessment at intake must be completed. Follow- up assessments must be completed at least once per year (TBD). CTF will be piloting the use of the Protective Factors Survey in FY The Protective Factors Survey will be in addition to any other assessments that may be required by specific curriculums or models.

Protective Factors Survey Specific instructions will be ed to the contact on file. The Protective Factors Survey must be used beginning no later than October 1 st. First batch of surveys to be submitted to CTF in November (for October).

Forms Mid and Annual Report forms will be available on our website Invoice form also available on website Program Coordinator will the mid and annual report forms along with a reminder 4-6 weeks prior to due date. Invoice form has been ed to the primary contact

Forms, Con’t… The Vendor Input Form and the Vendor ACH/EFT Form are now one in the same and are accessible at: eftd.pdf

Questions?