First 5 LA Invoicing & Budget Modification Workshop
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Transcript of First 5 LA Invoicing & Budget Modification Workshop
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First 5 LAInvoicing & Budget Modification
Workshop
FY 2010-2011
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Financial Overview
• Invoice Reporting
• Informal Budget Modification/Budget Changes
• Formal Budget Modification Process
• Financial Compliance Site Visit
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Invoice Reporting
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Invoice Reporting (Cont.)
• Contact Name & Phone # line, please provide the name and phone # of the individual who is familiar with the expenses reported on the invoice form
• Must be based on actual expenses
• Must be according to the approved budget line items
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Invoice Reporting (Cont.)
• Once an invoice has been paid, Grantee CANNOT make adjustments to prior month’s expenses. Prior months’ adjustments can be made only on the current month being invoiced (with justification). • Justification of previous months’ adjustments should be enumerated
• If budget changes have been made, please make sure to revise the “Approved Budget Total” column on the invoice form
• First 5 LA will place a HOLD on invoices, if grantee is not in compliance with the Grants Management Dept. (i.e., missing reports, proof of insurance, etc.) and/or Finance Dept. (i.e., error in calculations, unallowable %, etc.)
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Invoice Reporting (Cont.)
• Invoices are to be submitted on a monthly basis• due the 20th business day of each month for the previous month
• Must be signed by the agency authorized representative (listed on the Signature Authorization Form)
• Payments are processed within 20 workings days of the receipt of the grantee’s invoice, if invoice is properly completed
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Personnel Cost Allocation
Position Employee Name
Approved Budget Gross
Monthly Salary
Approved Budget % Time on
F5LA Project
Budget F5LA
Allocation Amount
ActualGross
Monthly Salary
% of Actual Salary chargeto F5LA
Charge toF5LA
MatchingFunds
(if applicable)FICA
00.00 %SUI
00.00%Health00.00%
WorkersComp.00.00%
Other Benefits 00.00%
Staff BenefitAmount
TotalCharge to
F5LA- - - - - - - - - - - - - - - - - - - - - - - - -
Total For the Pay Period (Jan-xx-2009 - xx-xx-2009) - - - - - - - - - -
- - - - - - - - - - - - - - - - - - - - - - - - - - - -
Total For the Pay Period (Jan-xx-2009 - xx-xx-2009) - - - - - - - - - -
Total Personnel Cost for the Month of January 2009 - - - -
NOTE: *** This template is for supporting documentation use only. You may use this template if your agency don't have any existing Personnel cost allocation system in place.
*** Please submit the filled Salary & Benefits worksheet or your Agency's internal Personnel Cost Allocation worksheet together with your invoice to support Personnel Cost.
*** Please fill in each column appropriately per approved contract/agreement.
*** This template should only include Personnel Cost line items (from your approved budget). DO NOT INCLUDE CONTRACTED SERVICES.
SALARY & BENEFITS BILLED TO FIRST 5 LA
J effrey Samson:This is the amount to be billed to First 5 LA for Personnel Cost for the month.
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Invoice Reporting (Cont.)
• All invoices must be mailed to:First 5 LA c/o Finance Dept.750 N Alameda St., Suite 300Los Angeles, CA 90012
• Invoice forms can be downloaded from our website: www.first5la.org
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Rule 1: 10%Changes for line item budget of $5,000 or more:
You may increase/decrease the amount of the original budget line item by no more than 10% without submitting a formal budget modification
Informal Budget Modification
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Informal Budget Modification (Cont.)
Rule 2: $5,000 or lessChanges for line item budget of less than $5,000:
You may increase/decrease any amount of the original budget line item up to the original amount
When making a budget change, a memorandum explaining the changes must be submitted with the invoice
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Rule 1: 10% Example:
Budget Line Item Amount Change1. Personnel $250,000 + $25,0002. Contracted Services 75,000 + 7,5003. Space 20,000 + 2,000
Rule 2: $5,000 or less:
Budget Line Item Amount Change1. Supplies $4,000 + $4,0002. Telephone 1,500 + 1,500
Informal Budget Modification (Cont.)
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• Only two (2) Informal Budget Modifications/Budget Changes will be accepted per contract year
When making a budget change, a memorandum explaining the changes must be submitted with the invoice
• If Grantee exceeds two (2) budget changes, a Formal Budget Modification will be required
Informal Budget Modification (Cont.)
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Formal Budget Modification Process
Grantee must submit the following:
• Budget Modification Form • Justification letter• Revised Statement/Scope of Work (if
modification impacts program activities)
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SAMPLE
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SAMPLE
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Formal Budget Modification Process (Cont.)
• Formal Budget Modification due by the 1st of the month – to be effective the 1st of the following month, if approved
• First 5 LA will not process e-mailed or faxed budget modifications
• Formal Budget Modifications will not be processed during the first two months and the last 3 months of the contract year
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Formal Budget Modifications are not retroactive
Formal Budget Modification Process (Cont.)
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• Plan the Formal Budget Modification with the understanding that the requested changes will be effective one month after submission, if approved.
Example: Your agency plans to hire a Case Manager position with savings from the Equipment line item and the Formal Budget Modification is submitted to First 5 LA November 1st. The Formal Budget Modification will be effective, if approved, December 1st. Therefore, the Case Manager position should be budgeted for only 7 months (December – June).
Formal Budget Modification Process (Cont.)
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Financial Compliance Site Visit
• Agencies must demonstrate internal accounting controls and practice standard accounting principles
• First 5 LA will select budget line items to be reviewed • Grantees will provide documentation to support expenses
• To be scheduled after completion of first year
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Financial Compliance Site Visit (Cont.)
• Personnel Line Item will be selected (this line item will always be reviewed)
• Total Personnel expenses billed to First 5 LA will be verified against:
1. General Ledger2. Payroll Records (ADP, Paychex, and other)
• Personnel files will be checked against the approved budget (personnel titles, salaries, and dates employees were assigned to First 5 LA program, timesheets, etc.)
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• Other forms required for the financial compliance site visit:
1. Personnel position assigned to First 5 LA2. Payroll reconciliation worksheet3. Record of Financial Compliance form
Financial Compliance Site Visit (Cont.)
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Finance Department
Kristina DixonSRI Staff Accountant
(213) [email protected]
Camille DonnellMAA Staff Accountant
(213) [email protected]
Tamika AustinHSR – HK – COF – FFN – BIH – OHCD
Staff Accountant II(213) 482-7532
Jeffrey SamsonPFF - FamLit – ARRA - 211
Staff Accountant II(213) 482-9399