1. DIRECTOR OF FINANCE/hr
2017 WIOA Fiscal Training
Presented by:
MICHAEL DEBOLE
DIRECTOR OF FINANCE/hr
&
Behiye Mansour
Staff Accountant
August 15, 2017

2. Timing and Amount of Expenses
Expenses must have been incurred during the contract period.
July 1, 2017 is the first day you can start incurring expenses for the program. June 30, 2018 is the last day for invoices.
Expenses must be within the budget limits. Amendments can be done during the program period.

3. How often can vouchers be submitted?
Vouchers must be submitted by 15th of each month for previous month. If delayed, please communicate it to RWI Finance.

4. Required Spending Targets
RWI is required to obligate at least 80%, and up to 100%, of Program Year 2017 WIOA Youth funds by June 30, To reach this goal, RWI will be requiring contracted Service Providers to spend at least 90%, and up to 100%, of Program Year 2017 WIOA Youth funds by June 30, To manage spending throughout the Program Year, RWI has set the following spending benchmarks for Service Providers.

5. Required Spending Targets (cont’d)
At least 25% of the total budget must be spent by the time of submission of the October 2017 invoice.
At least 40% of the total budget must be spent by the time of submission of the December 2017 invoice.
At least 60% of the total budget must be spent by the time of submission of the February 2018 invoice.
At least 75% of the total budget must be spent by the time of submission of the April 2018 invoice.
At least 90%, and up to 100%, of the total budget must be spent by the time of submission of the final invoice.

6. Contract Budget
Input line item amounts based on current approved budget.
If a line item is not in your original contract budget, it cannot be amended during program year.
If amendment is approved, update contract budget information.

7. Claim Voucher File
Claim Voucher File has 4 tabs and need to be filled out accordingly.
1) Voucher
2) Staff Salaries and Fringe
3) Work Experience Staff Salaries and Fringe
4) Expense Detail
ALL are part of the required documents.

8. Previous Cumulative Input Cumulative from the previous voucher
Must be updated on each voucher

9. Participation Report
This document must be signed and dated to confirm accuracy
The percentages provided from this report needs to reflect on the payroll allocations

10. Attestations New Attestation Form
It is part of back up documentation for each claim voucher
Signature of the navigator and their supervisor are required.
Dates are crucial on the attestations

11. Payroll & Fringe Payroll register and timesheets must tie together
Identify Fringe with a back-up or breakdown
Work Experience must match the attestation and participant reports provided with the voucher

12. Current Expenses
Should be claimed under the current period column on the voucher.
Can include expenses from previous periods as long as they are in the current program period.
RWI is cash- basis- we reimburse when you cut the check, not when accrued
Don’t split payrolls if the payroll overlaps in two different months. Claim the last payroll in the future month’s voucher

13. Back-up Documentation Other expenses
Expense Detail attachment should be submitted showing detail for expenses other than wages, fringe, incentives and stipends.
Invoice, copy of check are require for all expenses listed.
Include the percentage charged to the program for each invoice in description row
Signatures and dates are needed on invoices to approve for payment.

14. Excessive Documentation
May cause processing delays.
Submit documentation to support amount charged to program.
Purchase orders, check requests and multiple pages of detail are not necessary.

15. Where do I send vouchers?
Mail vouchers to:
RochesterWorks, Inc.
Attn: Nathan Maeske
255 N. Goodman Street
Rochester, NY 14607

16. Budget Amendments
Budget Amendments can be done during the program period.
If several budget line items go over 10%, a budget amendment is needed.
Last day for budget amendments is June 15, 2018.
Please submit necessary paperwork to Mr. Williams for approval.

17. Final Vouchers For final voucher, please indicate with the word FINAL.
All vouchering must be complete by SEPTEMBER 14, 2018.

18. End of Program Closeout
A closeout is a complete description of total contract expenditures.
Closeout form(s) will be sent directly to the agency finance representative. Please submit as requested.
CFDA #

19. Single Federal Audit
It is mandatory if received $750,000 or more in federal funds.
When the audit letter is complete, RWI is required to have it within 30 days of issuance date.

20. RWI Site Audits Takes place each year between March- May
Scheduling has been an issue- not timely responses to audit requests
In 2018, there will be four audits:
Financial Management
Sub Recipient Monitoring
Property Management
Procurement

21. Questions about amendments?
Antwan Williams (585) Ext: 3540

22. Questions about vouchers?
Nathan Maeske (585) Ext: 3509

23. End of Training
Questions?