Financial Session

Campus Leads’ MeetingNovember 22, 2013

Christina Poole, Consortium Grant Accountantcpoole@bpcc.edu

Topics

Year 1 Recap

Time & Effort Reporting

Administrative Costs

Year 4 Grant Funds

Budget Realignment

Year 1 Recap

Campus Reimbursed/

Expended

Year 1Remaining

Total Remaining

% Total Remaining

Bossier Parish

$803,288 $1,636,999 $6,811,829 89.45%

Delgado $74,354 $231,651 $812,611 91.62%

LA Delta $59,477 $155,289 $827,488 93.29%

South LA $69,710 $364,530 $817,255 92.14%

Co-Lin $103,703 $391,230 $783,262 88.31%

Meridian $169,423 $157,598 $717,542 80.90%

MS Delta $95,436 $370,305 $791,530 89.24%

Northeast MS

$57,326 $627,095 $829,638 93.54%

Pearl River $1,319 $414,864 $885,646 99.85%

TOTAL $1,434,036 $4,349,560 $13,276,801 90.25%

Time & Effort Reporting

Completed bi-annually (end of Fall & Spring semesters) *see note on following slide

Please submit to accountant Required for all grant-funded

employees Reporting should occur as a

percentage (out of 100%, not out of a 40-hour work week)

Form may be found on Basecamp (search “time and effort”

Supporting documentation needed

*Note about Time & Effort

According to OMB Circular A-21 (J.10) for After-the-Fact payroll distribution activity records, reports shall be prepared for professorial and professional staff each academic term but not less frequently than every six months. Other employees’ reports shall be prepared monthly and will coincide with one or more pay periods.

Other examples of acceptable payroll distribution include Plan-Confirmation and Multiple Confirmation Records. Each of these examples also requires reporting at least annually or no less than every six months.

Thus, to meet the most-restrictive guidelines, we will report time and effort for all grant-funded employees at the end of the Fall and Spring Semesters.

Gulf Coast IT Consortium FACULTY/STAFF TIME AND EFFORT REPORT

U.S. Department of Labor TAACCCT Career Pathways Grant

CAMPUS SITE: __________________________________________________________

EMPLOYEE NAME: __________________________________________________________ Please identify the time period and grant area for which you are reporting your time and effort. SEMESTER: Fall Spring Summer YEAR: 2012 2013 2014 2015 2016 Grant Title: USDOL/TAACCCT Other _______________________________ Please complete items 1 and 2 below. When added together, these two items should account for 100% of your work time.

1. hours of my total budgeted workload of hours (or % of my time and effort) was devoted to the following TAACCCT activities (check all that apply):

_________________________________ _________________________________ _________________________________ _________________________________

2. hours of my total budgeted workload of hours (or % of my time and effort) was devoted to college-funded activities and/or another grant (check all that apply): _________________________________ _________________________________ _________________________________ _________________________________

I confirm that this is an accurate distribution of my work for the period indicated.

Employee's signature Date

Dean/Supervisor’s signature Date Original: Grants Accounting Copy: Grant Project Director Due Date: Not later than 10 working days after the end of each semester FOR PROJECT DIRECTOR USE ONLY STATUS (check one): paid by TAACCCT Career Pathways funds required local match for TAACCCT Career Pathways

10% limitation on administrative costs In no event may administrative costs exceed

10% of the total award ($1,471,083) Guidelines at 20 CFR 667.220(b) and (c) Function-based not title-based May be personnel and non-personnel, direct and

indirect (campuses will have no indirect costs) Please report administrative costs to Grant

Accountant on a quarterly basis (when submit info to Manager for Quarterly Report)

Administrative Costs

20 CFR 667.220 The costs of administration are the costs associated with performing the

following functions: Performing the following overall general administrative functions and

coordination of those functions: Accounting, budgeting, financial and cash management functions,

procurement and purchasing functions, property management functions, personnel management functions, payroll functions, coordinating audit/review findings, audit functions, general legal services functions, developing systems and procedures required for these administrative functions

Performing oversight and monitoring responsibilities related to administrative functions

Costs of goods and services required for administrative functions of the program

Travel costs incurred for official business in carrying out administrative activities

Costs of information systems related to administrative functions

Year 4 Grant Funds

Use of Year 4 funds is optional for campuses According to SGA, final 12 months limited to:

Gathering info and data for reporting outcome measures

Completing requirements for third-party evaluation

For the co-grantee campuses this means Year 4 activities will only include gathering information for reporting outcomes and answering any final questions for the evaluator

Only Personnel, to include salary and fringe, will be allowed

Campuses limited to one position, which is not expected to require 40hrs/week

Please see handout for complete draft policy

Bossier Parish Community College Policy for use of TAACCCT Year 4 Funds To comply with U.S. Department of Labor regulations, to streamline the reporting process, and to facilitate a smooth grant closeout, the following policy has been created concerning the use of Year 4 TAACCCT funding for the GulfCoast IT Consortium. The use of TAACCCT funds in Year 4 is optional for each campus. “All programs must be developed and offered within the first 36 months of the period of performance, with grant funds allocated for program development and delivery expended during that time. The final 12 months of the period of performance should be limited to gathering information and data for reporting outcome measures,” and “completing the requirements for the third-party evaluation.” – SGA, Section II.B (Period of Performance)

Year 4 activities shall only consist of gathering information for reporting outcomes and answering any final questions for the evaluator. One position will be allowed at each campus and an affidavit shall be signed that 100% of grant-funded time will be for these activities. This position at each campus is not expected or anticipated to require a full-time workload.

Outcomes Required by SGA in Year 4 1 Total Unique Participants Served 2 Total Number Who Have Completed a Grant-Funded Program of Study 3 Total Number Still Retained in Their Programs of Study (or Other Grant-Funded Programs) 4 Total Number of Students Completing Credit Hours 5 Total Number of Students Earning Credentials 6 Total Number Pursuing Further Education After Program of Study Completion 7 Total Number Employed After Program of Study Completion 8 Total Number Retained in Employment After Program of Study Completion 9 Total Number of Those Participants Employed at Enrollment Who Received a Wage Increase Post-

Enrollment

To ensure all grant funds are expended according to the SGA, Year 4 activities shall not include:

Expenditures in Travel, Equipment, Supplies, Contractual, or Other budget categories – these funds may only be spent during the first 36 months of the grant

Any administrative tasks – the 10% administrative cap will have been reached at this point in the grant Instruction – program implementation should be completed and institutionalized by the end of Year 3 Navigating or Student Support Services – program implementation should be completed and

institutionalized by the end of Year 3 Supplanting something your campus is already funding (existing activities) – supplanting is disallowed by

federal regulations

A timeline for Year 4 shall be adhered to by each campus.

Y3Q4 – Last campus leads’ meeting 9/30/15 – All purchases completed and received 10/1/15 (Y4Q1) – Beginning of funding for Year 4 personnel to include salary and fringe only 10/31/15 – All Year 3 reimbursement requests submitted to Accountant 10/31/15 – Year 3 APR information submitted to Manager 3/31/16 (Y4Q2) – end of funding for Year 4 personnel and fringe at campuses 4/30/16 – All Year 4 reimbursement requests for personnel and fringe submitted to Accountant 6/30/16 – All reimbursements to all campuses completed

Activities not allowed:

Travel Equipment purchases Supply purchases Contractual

expenditures Other expenditures Administrative tasks Instruction Navigating or Student

Support Services Supplanting

Year 4 Timeline

Y3Q4 – Last campus leads’ meeting

9/30/15 – All purchases completed and received

10/1/15 – Beginning of funding for Year 4

10/31/15 – All Year 3 reimbursement requests submitted to Accountant

10/31/15 – Year 3 APR information submitted to Manager

3/31/16 – End of funding for Year 4

4/30/16 – All Year 4 reimbursement requests submitted to Accountant

6/30/16 – All reimbursements to all campuses completed

This will be our last planned budget realignment Realignment requests due to Accountant by

January 31, 2014 Requests must include:

• Revised budget narrative• Justification worksheet• Budget spreadsheet

The entire realignment package will be submitted as soon as possible after all campuses have provided their requests

Budget Realignment

Reminder 20% Rule – Budget Line

Flexibility• Flexibility is allowed

(except wages, salaries, fringe, and indirect)

• No single line item may increase or decrease more than 20%

• Changes in excess of 20%, and in wages, salaries, fringe, and indirect require Grant Officer approval (modification)

• If your campus wishes to modify their budget within the 20% guidance, complete the Budget Realignment Request which is posted to Basecamp

Mix and match is allowed within wages and salaries and do not require a modification, but FPO must review changes

prior to implementation.

Questions?Feedback?

Next Steps

Time & Effort

• Complete time & effort reports at each campus

• Submit to grant accountant

Administrative Costs

• Submit current administrative costs to grant accountant

• Continue submitting administrative costs quarterly

Budget Modification

• Develop request • Include:

revised budget narrative, justification worksheet, budget spreadsheet

• Submit by 1/31/14