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CIL-NET Presents… EDGAR and More

A Two-Part National Teleconference & Webcast

Tuesday, October 27 and Thursday, October 29, 2009

3:00 PM – 4:30 PM EDT

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Financial Planning and Program Development Benefits of good planning

– All fiscal decisions have impact on programs; program decisions have impact on fiscal aspects

– Good programs cannot be separated from good fiscal programs

How they relate– Real world examples

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Tracking Expenses and Recouping Costs Cost allocation

– When is it required?– What aspects are required (including

Participant Activity Reports)?– What is allowed and what is not?– Why is it good for my CIL?– How do I get one?

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Indirect cost rates– When is it required?– What aspects are required (including

Participant Activity Reports)?– What is allowed, what is not?– Why is it good for my CIL?– How do I get one?

Tracking Expenses and Recouping Costs

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Resource Development

Link back to Cost Allocation Am I required to do this?

– CILs are not only allowed to do resource development with Part C, they are required to report it on the 704

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Resource Development

What can I do with what funds?– Funds covered by Part C funds need to

cover, and only cover, activities authorized by Title VII of Part C and relevant regulations, including EDGAR and OMB

– If activities are not authorized by Part C funds, the agency must have the necessary administrative and fiscal capacities in place in order to document that funding source X is covering, and is only covering, costs agreed to in those contracts.

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Questions & Answers

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Resource Development

How do we identify resources to develop?

Resources should be connected with the Center’s mission.

Use of the CIL long range/strategic planning as guidance to seek new resources.

Resources can be fee based or grants.

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Resource Development

How do I plan for budget and allocations?

Budgets are estimated, educated guesses based on known expenditures, forecasted expenditures and allocations of shared costs.

Think about start up expenses when planning for new endeavors.

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Resource Development

What is program income and how does it relate to resource development?

Program income are fees received to perform specific tasks.

Used to reduce the direct expenditures charged against your IL funding.

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Resource Development

What can we do with the resources developed?

New resources can be used to provide specific services as outlined in the award. This can free up some general IL funds for future expansion of core services.

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Questions & Answers

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Utilizing New Funds

Preparing to allocate/track costs Planning for tracking of funds and

services provided prior to beginning a new venture is essential.

Development of budgets, general ledger department codes, service tracking database, updated allocations.

Communication with staff and Board.

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Utilizing New Funds

Preparing to allocate/track time Identification of staff who will be

providing new services. Update of PAR to include new

services. Update of payroll system to

accept new allocations.

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Utilizing New Funds

Maintaining fiscal and program records

COMMUNICATION of key aspects of new funding; goals agreed to, allowable expenses, required reports.

Provide periodic recurring updates on the status of the activities and expenditures.

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Utilizing New Funds

Tracking changes and making updates

Modifications can be made to agreements, if they are identified and discussed with the funder prior to making changes.

Identify programmatic and/or financial areas that are deviating from your original assumptions.

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Quality Assurance andOngoing Planning

How will my CIL have to report on funds spent?

Each funder has different requirements so upfront research is essential. Read all contract materials and appendices.

704 report requires submission of ALL funding, not just IL funds.

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Quality Assurance and Ongoing Planning

How can the CIL develop systems so that lessons learned improve future efforts?

If you are unsuccessful in your bid for new funds, ask the potential funder to review the reasons why.

Constant review and tweaking of service delivery should take place. Communication throughout the Center of obstacles and solutions should be shared.

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Quality Assurance and Ongoing Planning

What is the role of the board?– Should have oversight role in direction of the CIL,

reviewing financial viability and upholding the mission. CIL staff must be transparent and provide full

disclosure to the Board so they have all information needed to make informed decisions.

Encourage the Board to ask questions, challenge status quo, offer suggestions and participate in active dialogue.

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Quality vs. Compliance

These 2 words do not have to be incompatible with each other, nor should one overshadow the other.

When accepting funds you are making a multidimensional promise: to provide quality services to consumers; to incur expenditures as approved and allowable; to provide documented evidence of the preceding.

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Questions & Answers

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Resources

Financial Management for CILs – a CIL-NET training manual

In PDF: www.ilru.org/html/publications/training_manuals/Financial_Management_Online_Manual_updated_7_09.doc

In Word: www.ilru.org/html/publications/training_manuals/Financial_Management_Online_Manual_updated_7_09.pdf

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Wrap Up and Evaluation

Please complete an evaluation of today’s program – Thank you!

Part I: https://vovici.com/wsb.dll/s/12291g40a95

Part II: https://vovici.com/wsb.dll/s/12291g40a96

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CIL-NET

Support for development of this Webcast/teleconference was provided by the U.S. Department of Education, Rehabilitation Services Administration under grant number H132B070002-09. No official endorsement of the Department of Education should be inferred. Permission is granted for duplication of any portion of this PowerPoint presentation, providing that the following credit is given to the project: Developed as part of the CIL-NET, a program of the IL NET, an ILRU/NCIL/APRIL National Training and Technical Assistance Project.