1. “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

2. Welcome to the 2015 YouthBuild AmeriCorps Management Conference!

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

5. Pyramid of Purpose Protecting the Investment

10. Fiscal Member Paperwork

11. “I can be in compliance!”

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

13. Pyramid of Purpose

15. 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

16. Fiscal Member Paperwork 2013-2014 25 site visits 11 desktop monitoring reviews NSCHC Assessment process Over 960 Monthly Reimbursements Reviewed

17. 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

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

19. Member Paperwork Criminal History Checks Members and Staff AmeriCorps Hour Logs

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

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

22. Criminal History Checks Members and Staff

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

24. 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)

25. NSCHC Requirements Number of ways to be out of compliance 14

26. NSCHC Assessment Process

27. 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

28. 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

29. 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

30. 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

31. 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

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

33. 3,206 Number of Active Members and Staff Files Reviewed

36. 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.

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

38. 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

39. “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

41. 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)

42. Issues still persist

43. Complex CHC Process Staff Turnover Training and Monitoring

44. Member Paperwork What else can we do?

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

46. 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

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

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

49. 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

50. 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

51. 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

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

53. Not afraid of Better!

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

55. “I can be in compliance!”

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

57. Protecting the Investment

58. Pyramid of Purpose Protecting the Investment