July 22, 2015
FY 2016 CTF General PreventionCompliance Seminar
Introduction
Staff Kirk Schreiber, Executive Director [email protected] Laura Malzner, Program Coordinator [email protected] Paula Cunningham, Public Affairs Coordinator [email protected] Alicia Whitson, Executive I/Office Manager [email protected]
CTF Contact Information
• Website Address: ctf4kids.org • Email Address: [email protected] • For submitting invoices: [email protected]
• Phone: 573-751-6511
• Address Information:
P.O. Box 1641 301 W. High, Room 860Jefferson City, MO 65102 Jefferson City, MO 65101
Today’s Topics
Financial and Policy Information
Program and budget revisions
Monitoring
Performance Reporting
FY 2016 CTF General PreventionGrant Contract Period
July 1, 2015 through June 30, 2016
Financial Requirements
Accurate financial records
Record retention (5 years from termination date)
Audit requirements
Procurement Policies
Allowable costs
Competitive bids
Sole/Single Feasible Source procurement
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
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
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/
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
Monthly Invoice Form
1st Column = Approved budget 2nd Column = Expenditures for the month 3rd Column = Year-to-date totals (including the
amounts being requested on the current invoice)
4th Column = Balance remaining after subtracting column 3 from column 1
Monthly Invoice Form - Match
5th Column – Local match accrued for the month
6th Column – Total local match reported for all preceding months
7th Column – Local match reported year-to-date
GENERAL
Actual expenses must be claimed
Expenses must be incurred during the contract period
Match requirement depends on year of funding.
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.
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
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
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
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.
Completing the Monthly Invoice
Do not combine budget line items
Double check your figures
When Are The Invoices Due?
Postmarked by the 15th of every month or emailed to: [email protected]
15th 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
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
Why is My Reimbursement Less Than I Requested?
Mathematical Errors
Unapproved expenses claimed
Monitoring findings
Requested amount exceeds balance available
Program Revisions
Change in program activities
Change in project site
Change in Project Director or Authorized Official
Change in Project Staff
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 [email protected]
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
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
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
On-Site Monitoring
Contacted by CTF to set up date
Confirmation e-mail of date and time
Info/documentation needed
What if Compliance Issues are found?
While on-site
After the visit is completed
Notification
Special Conditions
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/
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 1st – December 31st) and is due January 31st.
This report will be emailed to contact on file and is available on CTF’s website
http://ctf4kids.org/program-partners/grantee-information/
CTF Annual Report
Due July 31, 2016 Project goals, objectives and outcomes Numerical and Anecdotal info
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.
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 1st. First batch of surveys to be submitted to CTF in November (for October).
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
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
Questions?