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July 31, 2013
FY 2014 CTF General PreventionCompliance Seminar
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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]
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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
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Today’s Topics
Financial and Policy Information
Program and budget revisions
Monitoring
Performance Reporting
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FY 2014 CTF General PreventionGrant Contract Period
July 1, 2013 through June 30, 2014
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Financial Requirements
Accurate financial records
Record retention (5 years from termination date)
Audit requirements
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Procurement Policies
Allowable costs
Competitive bids
Sole Source procurement
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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
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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
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Printing/Media
Acknowledge funding sourceEXAMPLE:“Funding for this project made available through Missouri’s Children’s Trust Fund”
CTF logo graphics are available
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Monthly Invoice
CTF invoice form must be used to request reimbursement for grant- related expenditures
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CTF Monthly Program Invoice
CTF Use Only: PVS 300 E176___________
P.O. Box 1641, Jefferson City, MO 65102-1641 Phone (573) 751-5147 Fax (573) 751-0254
AGENCY: Project Title: Contact Name: Address: City, State, Zip: Telephone: Email: CTF Contract # Vendor #:
INVOICE DATE:
Budget Category Budget Amount
Invoiced this Month
Invoiced-to-Date Remaining Balance
Salaries/Wages $ - $ - $ - $ -
Fringe Benefits $ - $ - $ - $ -
Consultant Services $ - $ - $ - $ -
Space Costs $ - $ - $ - $ -
Consumable Supplies $ - $ - $ - $ -
Travel $ - $ - $ - $ -
Telephone $ - $ - $ - $ -
Non-consumable Supplies $ - $ - $ - $ - Program Related Expenses $ - $ - $ - $ -
Other Costs $ - $ - $ - $ -
TOTALS $ - $ - $ - $ -
Authorized Signature/Title Date CTF Approval Date
CTF Comments:
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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
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GENERAL
Actual expenses must be claimed
Expenses must be incurred during the contract period
Match requirement depends on year of funding.
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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.
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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
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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
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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
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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.
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Completing the Monthly Invoice
Do not combine budget line items
Double check your figures
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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
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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
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Why is My Reimbursement Check Less Than I Requested?
Mathematical Errors
Unapproved expenses claimed
Monitoring findings
Requested amount exceeds line-item balance or balance available
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Program Revisions
Change in program activities
Change in project site
Change in Project Director or AO
Change in Project Staff
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Budget Revisions
Submit a formal request when requesting to:
– Move more than 10% of grant funds from one approved budget category to another or when proposing to add a new budget item.
Requests may be submitted via email.
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SF Protective Factors
All applicants will be asked to explain how their proposed services promotes/integrates one or more of the five protective factors:
Parental Resilience Social Connections
Concrete Support in Times of Need Knowledge of Parenting and Child Development
Social and Emotional Competence of Children http://www.cssp.org/reform/strengthening-families Attachment 1 in the application packet
National Alliance of Children’s Trust Funds on-line Protective Factor Training – opportunity for bonus points…
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Monitoring
Within 18 months for first-year programs.
At least once during years 2-5 for continuation projects :– On-site monitoring– Desk-top monitoring
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Purpose of Monitoring
Provide technical assistance
Ensure compliance with state and, if applicable, federal guidelines
Verify costs reimbursed through the contract
Opportunity to meet with grantee program staff
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On-Site Monitoring
Contacted by CTF to set up date
Confirmation e-mail of date and time
Info/documentation needed
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What if Compliance Issues are found?
While on-site
After the visit is completed
Notification
Special Conditions
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Outcome Information
Required as part of application process for continuation projects (entering years 2-5)
Start keeping track now! The annual report form was emailed to the contact on file and is available on the CTF website (ctf4kids.org)
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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 (ctf4kids.org)
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CTF Annual Report
Due July 31, 2014 Project goals, objectives and outcomes Numerical and Anecdotal info
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Forms
Mid and Annual Report forms will be available on our website: ctf4kids.org
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
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Forms, Con’t…
Vendor Input Form:
http://www.oa.mo.gov/acct/pdffiles/vendor_input_form.pdf
Vendor ACH/EFT Application:
http://www.oa.mo.gov/acct/vendor_ach_eftd.pdf
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Questions?