fy 2014 ctf general prevention compliance seminar

July 31, 2013

FY 2014 CTF General PreventionCompliance Seminar

Introduction

Staff Kirk Schreiber, Executive Director kirk.schreiber@oa.mo.gov Laura Malzner, Program Coordinator laura.malzner@oa.mo.gov Paula Cunningham, Public Affairs Coordinator paula.cunningham@oa.mo.gov Alicia Whitson, Executive I/Office Manager alicia.whitson@oa.mo.gov

CTF Contact Information

• Website Address: ctf4kids.org • Email Address: laura.malzner@oa.mo.gov • For submitting invoices: ctf.invoices@oa.mo.gov

• Phone: 573-751-6511

• Address Information:

P.O. Box 1641 301 W. High, Room 860Jefferson City, MO 65102 Jefferson City, MO 65101

Today’s Topics

Financial and Policy Information

Program and budget revisions

Monitoring

Performance Reporting

FY 2014 CTF General PreventionGrant Contract Period

July 1, 2013 through June 30, 2014

Financial Requirements

Accurate financial records

Record retention (5 years from termination date)

Audit requirements

Procurement Policies

Allowable costs

Competitive bids

Sole Source procurement

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

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

Printing/Media

Acknowledge funding sourceEXAMPLE:“Funding for this project made available through Missouri’s Children’s Trust Fund”

CTF logo graphics are available

Monthly Invoice

CTF invoice form must be used to request reimbursement for grant- related expenditures

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:

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

GENERAL

Actual expenses must be claimed

Expenses must be incurred during the contract period

Match requirement depends on year of funding.

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.

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

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

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

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.

Completing the Monthly Invoice

Do not combine budget line items

Double check your figures

When Are The Invoices Due?

Postmarked by the 15th of every month or emailed to: ctf.invoices@oa.mo.gov

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

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

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

Program Revisions

Change in program activities

Change in project site

Change in Project Director or AO

Change in Project Staff

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.

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…

Monitoring

Within 18 months for first-year programs.

At least once during years 2-5 for continuation projects :– On-site monitoring– Desk-top monitoring

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

On-Site Monitoring

Contacted by CTF to set up date

Confirmation e-mail of date and time

Info/documentation needed

What if Compliance Issues are found?

While on-site

After the visit is completed

Notification

Special Conditions

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)

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)

CTF Annual Report

Due July 31, 2014 Project goals, objectives and outcomes Numerical and Anecdotal info

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

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

Questions?