“AmeriCorps service allowed me to see the benefits of volunteering and the difference I made to not only my community, but the organization where I was serving. It truly opened my eyes and impacted what I do for work. “ - Kirsys Soto YouthBuild Graduate YouthBuild Brockton, MA Welcome to the 2015 YouthBuild AmeriCorps Management Conference! #YBAMC15

Welcome to the 2015 YouthBuild AmeriCorps Management Conference!

Culture of Service Pyramid of Purpose Member Experience Impact Education Award Protecting the Investment

Pyramid of Purpose Protecting the Investment

Fiscal Member Paperwork

“I can be in compliance!”

Protect this Investment or not. There is no try. - YODA

Pyramid of Purpose

What was the one thing that your program worked hard on to get right and/or do really well this past year? Why was that? Was it because of…MOTIVATION – RESOURCES – SKILLS

Fiscal Member Paperwork site visits 11 desktop monitoring reviews NSCHC Assessment process Over 960 Monthly Reimbursements Reviewed

Common Fiscal Findings: Late ARRS Evidence of poor internal controls No written cost allocation Issues with receipts/vouchers for purchases Lack or improper documentations to show program is meeting match or failure to track match Liability coverage

Common Member Paperwork Findings: Eligibility documentation Criminal History Checks Evaluations AmeriCorps Hours Logs Incomplete contracts

Member Paperwork Criminal History Checks Members and Staff AmeriCorps Hour Logs

Fiscal Staff allocation of time across funders Tracking and documentation of match

Staff allocation of time across funders Tracking and documentation of match Criminal History Checks Members and Staff AmeriCorps Hour Logs

Criminal History Checks Members and Staff

National Service Criminal History Checks (NSCHC) Not Afraid of better !

NSCHC Requirements Since 2009 Three part check – NSOPW, STATE, and FBI Specific timing of when the check needs to be administered Specific documentation requirements Required for all grant supported positions 1.YouthBuild AmeriCorps Members 2.Grant Supported Staff – CNCS Share and/or Match ( Staff in the budget)

NSCHC Requirements Number of ways to be out of compliance 14

NSCHC Assessment Process

NSCHC Assessment Process October 14 th – November 30 th 2014 Required the review of all active covered position NSCHC documentation (members and staff) NSOPW, State and FBI Checks Documentation of initiation, results And review of the results

NSCHC Assessment Process October 14 th – November 30 th 2014 If any part of the check was not done the CHC assessment process allowed sites to run the check with out penalty

NSCHC Assessment Process October 14 th – November 30 th 2014 If any part of the check was not properly documented in accordance to CNCS requirements programs could fix without penalty

NSCHC Assessment Process October 14 th – November 30 th 2014 To document that files were reviewed programs needed to complete the NSCHC Component Assessment Form – Place in file

NSCHC Assessment Process October 14 th – November 30 th 2014 Put a policy in place that prevents such issues from happening again in the future

NSCHC Assessment Process October 14 th – November 30 th 2014 Lastly, we had to report our findings!

3,206 Number of Active Members and Staff Files Reviewed

1,630 State and/or FBI check late or Not done at all Close to 20% of NSOPWs and 51% of the State and FBI components were conducted late.

A person is not eligible to serve or start working until the state and FBI check are at least initiated.

If audited prior to this assessment this would have equated to millions of dollars in questioned staff salary costs and thousands of disallowed member hours Disallowed hours = Disallowed Education Awards

“I wanted to go to school for Carpentry and Construction Management at Atlantic Technical College. The AmeriCorps award gave me a full ride scholarship helping me graduate without debt and earning a degree. “ - Darien Henderson YouthBuild Graduate Prevention Plus YouthBuild Atlanta, GA

YouthBuild USA’s NSCHC Monitoring Policy Review – All covered staff member’s CHC support documentation – All full time member’s CHC support documentation – The program’s CHC tracking log on a bi-monthly basis (includes staff and members)

Issues still persist

Complex CHC Process Staff Turnover Training and Monitoring

Member Paperwork What else can we do?

Documentation of Match Staff Allocation of Time Across Funders AmeriCorps Hour Logs Source Documentation for Reported Data Fiscal Member Paperwork

Tracking and Documentation of Match Generally an after thought in fiscal grant management and YouthBuild USA does not require the routine submission of match documentation Lack of or inadequate systems to track match Double counting of match Source of match is unallowable

Tracking and Documentation of Match $25,000 CNCS Funds = $25,000 in Match

Staff Allocation of Time Across Funders Programs allocate according to budget and not to actual work

Source Documentation for Reported Data A new area of focus by CNCS Source data isn’t accurate and verifiable Lack of systems - Systems in place do not lend itself to being accurate and verifiable

AmeriCorps Hour Logs – Do not meet CNCS member time log requirements Use of confusing time keeping systems Hours not broken into training and service Not being consistently signed and dated by members and staff Time logs contain extraneous information Hours in time logs do not add up to Portal

AmeriCorps Hour Logs – AmeriCorps Hour Log Assessment Process Mid-September Review how programs are capturing member service hours and if in compliance with CNCS requirements

Documentation of Match Staff Allocation of Time Across Funders AmeriCorps Hour Logs Source Documentation for Reported Data Fiscal Member Paperwork

Not afraid of Better!

The Office of the Inspector General (OIG)has two arms: – Audits (routine) – Investigations – Looking for fraud, waste, and abuse

“I can be in compliance!”

Protect this Investment or not. There is no try. - YODA

Protecting the Investment

Pyramid of Purpose Protecting the Investment