1. The Breakfast Club series
SWP Reporting: It’s Accrual World
October 30th, 2018
Presented by Sheryl Plumley & Taylor Gilbertson

2. Reporting Timeline

3. Three-Part Reporting Process
1. Enter expenditures in NOVA, including brief narrative as to how funds were spent during the quarter. 2. supporting Summary and Detail Reports to RCCD. 3. work plan narrative to RCCD.

4. To find your reporting:
Step 1. NOVA Reporting Screen – Financials 2
To find your reporting: 1 3

5. Round 1 Projects (A/Y 2016-2017) – “R1”
IEDRC P01 R1 Regional Mechatronics Technician Training Pathway
IEDRC P02 R1 Subregional Business Incubator and Makerspace
IEDRC P03 R1 Placement and Clinical Site Coordination-Nursing
IEDRC P04 R1 Tractor Trailer Operator Feasibility Study
IEDRC P05 R1 Updating Automotive Labs – Electric Vehicle (EV) & Hybrid Instruction
IEDRC P06 R1 Regional Accelerated, Career, and Employment Program
IEDRC P07 R1 Regional Job Development and Placement 
IEDRC P08 R1 Regional/Sub-Regional CTE Advisory Pilot
IEDRC P09 R1 Regional Marketing

6. Round 2 Projects (A/Y 2017-2018) – “R2”
IEDRC P02 R2 Subregional Business Incubator and Makerspace
IEDRC P03 R2 Placement and Clinical Site Coordination
IEDRC P05 R2 Updating Automotive Labs-Electric Vehicle (EV) and Hybrid Instruction
IEDRC P07 R2 Regional and District Job Developers
IEDRC P10 R2 Healthcare Educator Bootcamp
IEDRC P11 R2 Building and Energy System Professional Consortia (BESP)
IEDRC P12 R2 LAUNCH: Inland Empire Apprenticeship & Work-based Learning
IEDRC P13 R2 Small Business Curriculum Alignment and Development
IEDRC P14 R2 Inland Empire Cyberhub Centers
IEDRC P15 R2 Regional Data Analysis and Alignment
IEDRC P16 R2 Awarding Veterans the CTE College Credit they Deserve
IEDRC P17 R2 Cloud Based Netlab+ Pilot Project

7. Round 3 Projects (A/Y 2018-2019) – “R3”
IEDRC P01 R3 Mechatronics Technician Training Pathway
IEDRC P03 R3 Placement and Clinical Site Coordination
IEDRC P07 R3 Regional and District Job Developer
IEDRC P09 R3 CTE Marketing & Rebranding
IEDRC P10 R3 Healthcare Educator Bootcamp
IEDRC P11 R3 Building and Energy System Professional (BESP) Consortia
IEDRC P12 R3 LAUNCH: IE Apprenticeship and Workbased Learning
IEDRC P14 R3 Inland Empire Cyberhub Centers
IEDRC P15 R3 Regional Data Analysis and Alignment
IEDRC P16 R3 Awarding Veterans the CTE College Credit they Deserve
IEDRC P17 R3 Cloud Based Netlab+ Pilot Project
IEDRC P18 R3 Using Employability/Soft Skills to Create Pathways

8. Step 1. NOVA Reporting Screen – Financials (Project to Date, not Fiscal Year to Date)

9. View Summary Report (example)

11. Galaxy Sample (Riverside County)

12. Step 1. NOVA Reporting Screen - Narrative

13. Step 1. Samples of Additional Comments
Good Examples—Brief, concise and tell us how funds were spent this quarter:
Bad Examples—Will elicit a stink eye:
$9,000 salary/benefits for Job Developer
$1,000 supplies for Job Fair held August 17th
$45,000 snow cone machine for Makerspace
$15,000 for contractor to build mobile application
No spending to date, expect to hire Coordinator in March 2019
$101,475 in 6000’s and $466 in 4000’s
We’re spending as planned
{field left blank}

14. Step 2. Email Supporting Financial Documentation to: taylor
Step 2. Supporting Financial Documentation to:
A cumulative financial SUMMARY –
Shows total expenditures for the life of the project through quarter ending.
Shows the subtotal of expenditures by object category.
Must match the amounts reported in NOVA.
A financial DETAIL report –
Only for the current reporting period. For example: 7/01 – 9/30.
Shows each expenditure made (by date) during that quarter. This is helpful to use when providing narrative in the Additional Comments field in NOVA.
In theory, the total of the Detail report would match the difference between the total expenditures reported last quarter and this quarter.

15. Helpful Hints when providing Financial Summary and Detail Reports
Anything that makes it easier for us to match the numbers from your financial summary to those expenditures reported in NOVA is helpful.
If the project name isn’t clear on the financials, write it on there for us.
Highlight the subtotals so it is easy to confirm those same expenditures in NOVA.

16. Step 3. Work Plan Narrative
Project leads for the college should complete a narrative report that speaks to the progress made on objectives and activities outlined in the work plan. 
Fillable forms will be ed to the field, and can be returned via to

17. Invoicing RCCD                   
Invoices for reimbursement of expenditures may be submitted as often as monthly, but no less than quarterly.
Invoices must be accompanied by substantiating financial documents.
Helpful Hint – Submit invoices WITH quarterly reports as the financial documentation provided with reports would also substantiate the invoice amount.  

18. When are funds obligated?

19. Guidelines for Strong Workforce Funding
Reasonable
Supplanting – SWP funds shall supplement, not supplant, existing funding of community college career technical education programs
Fund CTE Only – must show a direct benefit to requirements of SWP outcomes
Follow all fiscal policy and program procedures adopted by the applicable Community College District

20. What are Allowable Expenses?
Ask yourself the following questions:
Is this allowable per the CCCCO Guidelines Memo (handout provided)?
If YES, is the proposed expenditure related to an activity in the work plan?
If YES, would your District allow you to purchase that item with general funds (these are Prop 98 funds)? For example, general funds may not be used to purchase alcohol, therefore SWP funds could not be used to purchase alcohol either.

21. Preparing for end of Round 1 - 12/31/2018
Contracts expire 12/31/18, per Section 7. Invoices - 
"A final invoice for all performance under this Agreement is due no later than January 31, 2019"
Look over encumbrances
Have supplies/equipment been received? Contact vendor for invoice, or status of order
Is this project funding payroll? If so, make sure college procedure is followed to move payroll to a different funding source as of January 1

22. What if material is not received by 12/31/18?
On the final report you will be allowed to report encumbrances with expenditures under the following conditions:
Encumbrance is NOT for payroll incurred after 12/31/18
Encumbrance is NOT for travel occurring after 12/31/18
A copy of vendor's invoice accompanies View Detail report showing amount encumbered, PO#, vendor name.
If invoice amount differs from amount encumbered, be sure to show adjustment on View Detail report.
What if material is not received by 12/31/18?

23. Object
Expended
Encumbered
Report
1000's
$ 6,458.00
$ 19,375.00
2000's
$43,645.00
$ 78,143.00
3000's
$19,153.00
$ 64,764.00
4000's
$ 1,191.00
$            0.00
5000's
$ 2,464.00
6000's
$ 5,618.00
$    3,274.00
$ 8,892.00
Total
$78,529.00
$165,556.00
$81,803.00
As long as the supporting report includes a View Detail, and copy of Invoice from vendor to pay $3, you may include this encumbrance as an expenditure when submitting Q2 Report (Project end 12/31)

25. Budget Modifications without Prior Approval
Per the Participation Agreement:
5. BUDGET
Contractor agrees that expenditure of funds under the Agreement will not exceed the funding amount shown in Table 2. Modifications to the budget are allowed without prior approval, as long as budget categories are not added or deleted, the total dollar amount attached to the proposal is not affected, and the outcomes of the Participation Agreement will not be materially affected. The project budget is allocated according to funding cycle listed in Table 2.   Budget modifications between funding cycles for ongoing proposal activities may be permitted at the written request of the Contractor, or as determined necessary by the District to ensure funds are expended to the fullest extent possible in each funding cycle.

26. Budget Modifications Requiring Prior Approval
The Fiscal Agent (RCCD) may approve budget modifications up to 5% of the original project award
the request in writing
Request should include: 
Project #, Round #, and Name
Amount to add/reduce for each object category within the project
Justification for addition/reduction

27. Contact info:
Sheryl Plumley
Taylor Gilbertson