WIRED/CBJT GRANTS SUBRECIPIENT TRAINING
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Transcript of WIRED/CBJT GRANTS SUBRECIPIENT TRAINING
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WIRED/CBJT GRANTSSUBRECIPIENT
TRAINING
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WHAT WE WILL COVER TODAY
Contract provisions and modificationsPolicies and proceduresProgram requirementsAdministrative requirementsFiscal requirementsReportingMonitoring
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Contract provisions
• Term• Total contract amount• Payment terms• Standard provisions• Scope• Budget• Other documents
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Contract modifications
Change in scopeChange in budgetEquipment purchase
– Per unit acquisition cost of $5,000+ and– Useful life of more than 1 year– A “unit” consists of all necessary component parts
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Policies and procedures
• Document management decisions
• Assure compliance with internal and external requirements
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Program requirements
• Eligibility• Service plan integrates with
regional objectives• Co-enrollment• Participant file• Case management, tracking,
follow-up
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Program requirements
• Participant file checklist– Signed intake– Eligibility (to work in US, resident of 4-county
area, Selective Service, other criteria for enrollment as applicable)
– Training plan signed by participant and provider– Voucher documenting approval of training
amount and funding sources– Equal opportunity, grievance, confidentiality
and other disclosures signed by participant– Tracking of milestones– Closure
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Administrative requirements• Lobbying
– Certify no federal funds used to lobby
– File report on all lobbying activity
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Administrative requirements• Non-Discrimination and Equal
Opportunity– EO signage– EO statement on notices– EO notification on file
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Administrative requirements• Acknowledgement of Federal
funding • Intellectual property
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Administrative requirements• Insurance
– Proof of insurance must be submitted to Pima County within ____ of contract execution date
• Audit– Copy of most recent audited
financial statements and management letter must be submitted to Pima County within ____ of the close of each fiscal year
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Fiscal Requirements
• Accounting system– Chart of accounts– Payroll register– General ledger– Expenditure tracking– Bank deposits– Audited financial statements– Cost allocation plan or matrix
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Reporting Requirements
• Program/Progress Reports– Activities
• Substantive summary of progress• Successes• Challenges, variances from plan, strategy to
address
– Leveraged resources• Specify WIRED or CBJT• Any expenditures or new awards that support the
overall goals of the grant (not just allowable costs)• Specify amount, source, description/how calculated
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Reporting Requirements
• Financial Reports– Expenditures
• Allowable costs• Within contract term• Aligned with budget
– Supporting documentation• General ledger • List of employees charged to our contract with
timesheet backup.• No capital expenditures without prior approval.• Overhead costs supported by an approved cost
allocation plan. • Indirect cost rate agreement from federal
agency
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Financial reporting of leveraged resources Allowable expenditures only (subset of progress
report)
IN-KINDDEFINITION allowable expenditures, not
paid by you or your contractor
TYPES federal non-federal
REQUIREMENTS additional allowable project expenditures funded from another federal grant
not reported as match for any other federal grant
regulations apply for calculating value (e.g. volunteer time)
DOCUMENTATION method used to value in-kind or letter from partner entity signed by the CFO
CASHadditional allowable project expenditures funded by you or your contractor (can stand in for disallowed cost)
ledger and timesheet backup available for audit and review
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Monitoring
• Core Monitoring Guide (CBJT)– Same standards as WIA
• Desk monitoring• Site review• Subcontractors
• Core Monitoring Guide (WIRED Supplement)
– Modified standards reflect WIRED activities and H1-B funding
• DOL Site visits– Anticipated winter-spring of 2009
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THANKS!
Charles CaseyPima County ONESTOP Career
[email protected](520) 243-6742
Dorothée HarmonPima County ONESTOP Career
[email protected](520) 243-6760
Renee PoquettePima County ONESTOP Career
[email protected](520) 243-6753