WIRED/CBJT GRANTSSUBRECIPIENT

TRAINING

WHAT WE WILL COVER TODAY

Contract provisions and modificationsPolicies and proceduresProgram requirementsAdministrative requirementsFiscal requirementsReportingMonitoring

Contract provisions

• Term• Total contract amount• Payment terms• Standard provisions• Scope• Budget• Other documents

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

Policies and procedures

• Document management decisions

• Assure compliance with internal and external requirements

Program requirements

• Eligibility• Service plan integrates with

regional objectives• Co-enrollment• Participant file• Case management, tracking,

follow-up

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

Administrative requirements• Lobbying

– Certify no federal funds used to lobby

– File report on all lobbying activity

Administrative requirements• Non-Discrimination and Equal

Opportunity– EO signage– EO statement on notices– EO notification on file

Administrative requirements• Acknowledgement of Federal

funding • Intellectual property

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

Fiscal Requirements

• Accounting system– Chart of accounts– Payroll register– General ledger– Expenditure tracking– Bank deposits– Audited financial statements– Cost allocation plan or matrix

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

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

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

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

THANKS!

Charles CaseyPima County ONESTOP Career

Centercharles.casey@pima.gov(520) 243-6742

Dorothée HarmonPima County ONESTOP Career

Centerdorothee.harmon@pima.gov(520) 243-6760

Renee PoquettePima County ONESTOP Career

Centerrenee.poquette@pima.gov(520) 243-6753