1. July 22, 2015 FY 2016 CTF General Prevention Compliance Seminar

2. Introduction Staff  Kirk Schreiber, Executive Director  kirk.schreiber@oa.mo.gov kirk.schreiber@oa.mo.gov  Laura Malzner, Program Coordinator  laura.malzner@oa.mo.gov laura.malzner@oa.mo.gov  Paula Cunningham, Public Affairs Coordinator  paula.cunningham@oa.mo.gov paula.cunningham@oa.mo.gov  Alicia Whitson, Executive I/Office Manager  alicia.whitson@oa.mo.gov alicia.whitson@oa.mo.gov

3. CTF Contact Information Website Address: ctf4kids.org ctf4kids.org Email Address: laura.malzner@oa.mo.govlaura.malzner@oa.mo.gov For submitting invoices: ctf.invoices@oa.mo.govctf.invoices@oa.mo.gov Phone: 573-751-6511 Address Information: P.O. Box 1641301 W. High, Room 860 Jefferson City, MO 65102Jefferson City, MO 65101

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

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

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

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

8. 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

9. 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

10. 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: http://ctf4kids.org/request-for-literature/logosgraphics / http://ctf4kids.org/request-for-literature/logosgraphics /

11. 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

13. 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

14. 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

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

16. 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.

17. 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

18. 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

19. 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

20. 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.

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

22. When Are The Invoices Due? Postmarked by the 15 th of every month or emailed to: ctf.invoices@oa.mo.gov ctf.invoices@oa.mo.gov 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

23. 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

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

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

26. 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 email to laura.malzner@oa.mo.gov laura.malzner@oa.mo.gov

27. 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, 2016. Certificates of Completion for each module must be submitted with the FY 2016 Annual Report due July 31, 2016. www.ctfalliance.org/onlinetraining

29. 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

30. 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

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

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

33. 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 emailed to the contact on file and is available on the CTF website http://ctf4kids.org/program-partners/grantee- information/ http://ctf4kids.org/program-partners/grantee- information/

34. 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 emailed to contact on file and is available on CTF’s website http://ctf4kids.org/program-partners/grantee- information/

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

36. Protective Factors Survey All first-year, secondary prevention projects are required to use the Protective Factors Survey: (http://friendsnrc.org/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 2016. The Protective Factors Survey will be in addition to any other assessments that may be required by specific curriculums or models.http://friendsnrc.org/protective-factors-survey

37. Protective Factors Survey Specific instructions will be emailed 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).

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

39. Forms, Con’t… The Vendor Input Form and the Vendor ACH/EFT Form are now one in the same and are accessible at: http://oa.mo.gov/sites/default/files/vendor_input_ach_ eftd.pdf

40. Questions?