1. Reimbursements, Reporting & Budget Modifications
Reimbursement, Reporting, and Budget Modifications
Reimbursements, Reporting & Budget Modifications
2014 Project Director Training & Annual Meeting
2014 Project Director Training & Annual Meeting

2. 2014 Project Director Training & Annual Meeting
Session Objectives
Review reimbursement requirements
Ensure understanding of reporting requirements
Examine the details of budget modifications
2014 Project Director Training & Annual Meeting

3. Financial & Grants Management 101
Reimbursements
2014 Project Director Training & Annual Meeting 3
2014 Project Director Training & Annual Meeting 3

4. New York State Commission Reimbursements
Reimbursement is made based on actual expenses
Reimbursements may not be for estimated, unauthorized, or unallowable expenses
Reimbursements must be for approved and budgeted expenditures that programs have already incurred
New York State Commission does allow advance funds
Up to ¼ of their annual CNCS budget
Recouped during subsequent quarters
2014 Project Director Training & Annual Meeting

5. New York State Commission Reimbursements
Reimbursements are made
Quarterly
Based on Expenditure Reports via Contract Management System (CMS)
Based on approved, budgeted expenses
Programs must retain
All documents and invoices that support its financial information
2014 Project Director Training & Annual Meeting

6. New York State Commission Reimbursements
When Expenditure Reports are submitted, must upload to CMS:
Member Activity Report
Grantee Share Report
Must also demonstrate compliance with program operations
Current Progress Report
MWBE Quarterly Reports need to be ed to (cc your program manager)
2014 Project Director Training & Annual Meeting

7. 2014 Project Director Training & Annual Meeting
CNCS Reimbursement
AmeriCorps Grant Provisions
“A living allowance is not a wage. Programs must not pay a living allowance on an hourly basis. Programs should pay the living allowance in regular increments, such as weekly or bi-weekly, paying an increased increment only on the basis of increased living expenses such as food, housing, or transportation. Payments should not fluctuate based on the number of hours served in a particular time period, and must cease when a member concludes a term of service.”
No “lump sum” if member completes term early
No “lump sum” if member starts late, e.g., “make up” missed payments
2014 Project Director Training & Annual Meeting

8. New York State Commission Payments
14 days = Target Date for Reimbursement
May take longer
Delays Occur Because:
Insufficient match
Failure to provide Member Activity Report
Failure to submit Progress Report
Failure to submit reimbursement timely
Other information requested
2014 Project Director Training & Annual Meeting

9. Financial & Grants Management 101
Reporting
2014 Project Director Training & Annual Meeting 9
2014 Project Director Training & Annual Meeting 9

10. Key Elements of Financial Reporting
Prepare all financial reports with information from your organization’s accounting system
Review and reconcile the information to ensure accuracy prior to report submission
Joint review by program and fiscal staff
Files must have the proper documentation to support all information reported in financial reports
Submit all reports on time
2014 Project Director Training & Annual Meeting

11. New York State Commission Financial Reporting Requirements
Grantee Share Expenditure Report
Due according to dates on the Financial Reporting Schedule
By the last day of the required month
If last day falls on a weekend, the Report is due the Friday before the weekend
Must be submitted via CMS
Failure to submit the Expenditure Report on time will result in reimbursement delays
and
reflect negatively on program compliance
2014 Project Director Training & Annual Meeting

12. New York State Commission Financial Reporting Requirements
Expenditure Reporting Schedule
Reporting Period
Due Date
Program Start – 11/30/14
12/31/2014
12/1/14 – 2/28/15
3/31/2015
3/1/15 – 5/31/15
6/30/2015
6/1/15 – 8/31/15
9/30/2015
9/1/15 – 11/30/15
12/31/2015
12/1/15 – 12/31/16
1/30/2016
2014 Project Director Training & Annual Meeting

13. New York State Commission Financial Reporting Requirements
Expenditure Reporting Schedule - CFA
Reporting Period
Due Date
Program Start – 2/28/15
3/31/2015
2/28/15 - 5/31/15
6/30/2015
6/1/15 - 8/31/15
9/30/2015
9/1/ /30/15
12/31/2015
12/1/15 - 3/31/16
4/30/2016
2014 Project Director Training & Annual Meeting

14. New York State Commission Late Reports
If you are late
Notify the New York State Commission Program Administrator with the reason and the expected date
This will reflect negatively on your program compliance
If a report is 5 days overdue, New York State Commission will send a letter that grant requirements have not been met
Late is late!
2014 Project Director Training & Annual Meeting

15. 2014 Project Director Training & Annual Meeting
Program Income
Gross Program Income
All funds collected as a direct result of grant funded-activities
Net Program Income
The amount after deducting costs associated with generating the income
All Program Income
Must be used for grant-related purposes
“Auditable” = Program Income and its supporting documentation
2014 Project Director Training & Annual Meeting

16. 2014 Project Director Training & Annual Meeting
Program Income
Program Income
Must be retained by the grantee
Used to finance match
Program income earned in excess of the amount needed must be deducted from the total claimed costs
Programs must report the excess amount on the FFR to CNCS
See 2014 AmeriCorps Provisions Section V. F. for details
2014 Project Director Training & Annual Meeting

17. Program Income Reporting Issues
Program Income common errors found
Program Income used as match was erroneously reported as Program Income
Corrective Action
If all your program income was used as match, your comments related to Program Income should be entered
2014 Project Director Training & Annual Meeting

18. Financial & Grants Management 101
Budget Modifications
2014 Project Director Training & Annual Meeting 18
2014 Project Director Training & Annual Meeting 18

19. What are Budget Controls?
Your budget = estimate of expected costs
Estimates may change as the program is implemented
Monthly review of budget to actual expense
Joint review by both program and fiscal staff to compare
Identify expenditures not in the budget to ensure they can be claimed
Could be disallowed if not in an approved budget
Know your budget
2014 Project Director Training & Annual Meeting

20. What are Budget Controls?
Reimbursement, Reporting, and Budget Modifications
What are Budget Controls?
Identify costs that need approval before they are incurred
Request budget revisions promptly
Do not wait until last month of year to request budget modification
2014 Project Director Training & Annual Meeting
2014 Project Director Training & Annual Meeting 20

21. 2014 Project Director Training & Annual Meeting
Budget Modifications
New York State Commission must receive written approval from CNCS for these budgetary changes:
Specific costs requiring approval under the cost principles, such as:
Overtime pay and pre-award costs
Equipment purchases over $5,000 using CNCS funds, unless specified in the approved application and budget
Subgrants and subcontracts not previously approved in the original budget
2014 Project Director Training & Annual Meeting

22. Budget Modifications
New York State Commission must receive written approval from CNCS for these budgetary changes:
Changes in the cumulative budget line items that amount to 10% or more of the total budget, unless the CNCS share is $100,000 or less
The total budget includes both the CNCS and grantee shares
Grantees may transfer funds among approved direct costs categories when the cumulative amount of such transfers do not exceed 10% of the total budget
Key Date  April 1
If CNCS approval is needed you must make the request by April 1
2014 Project Director Training & Annual Meeting

23. New York State Commission Requesting Budget Modifications
Submit a Budget Modification request
to Program Administrator
The reason the modification is needed, and
Adverse consequences if the request is denied
Program Administrator will discuss your request with you
Program Administrator denies or approves request within 5 business days
Do not assume approvals have been
granted unless documented
2014 Project Director Training & Annual Meeting

24. New York State Commission Key Budget Modifications Pitfalls
Budget changes are made before New York State Commission approved the change
Corrective Action: Seek approval before making the change
Adequate written justification was not provided
Corrective Action: Provide a detailed written justification
Budget Modification letter/ was incomplete
Corrective Action: Complete all requirements
Inadequate monitoring of budget throughout the year resulted in major budget changes at year-end
Corrective Action: Throughout the year review your budget
2014 Project Director Training & Annual Meeting

25. 2014 Project Director Training & Annual Meeting

26. 2014 Project Director Training & Annual Meeting

27. 2014 Project Director Training & Annual Meeting
Questions?
2014 Project Director Training & Annual Meeting