first 5 la grantee/contractor webinar
DESCRIPTION
First 5 LA Grantee/Contractor Webinar. Thank you for joining us. Submit any questions you may have via the chat feature First 5 Staff will address your questions during the presentation or may follow up afterwards if your question is specific to your program. - PowerPoint PPT PresentationTRANSCRIPT
First 5 LA Grantee/Contractor Webinar
Thank you for joining us
• Submit any questions you may have via the chat feature
• First 5 Staff will address your questions during the presentation or may follow up afterwards if your question is specific to your program.
• Please refer to your handouts provided
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Agenda
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• Compliance Overview
• Program Reporting
• First 5 LA Website
• NEW Fiscal Policies
Compliance
Contracts
• Board Approval
• Revisions to Grant Agreement
• Compliance Guidelines
• Insurance
• Memorandum of Understanding
• Q & A
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Board Approval
As a public agency, First 5 LA is seeking to
provide greater transparency by requesting
Commission approval of all contracts and grant
agreements totaling $25,000 or more prior to
execution.
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Board Approval
First 5 LA staff will place items for consent for Board
review and approval. Please work with your
Program Officer well in advance in order for your
agency’s request to be processed in a timely
manner.
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Items that need final Board Approval
• New Contracts
• New Grants
• Renewals
• Amendments
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• Amendments: changes in the budget
amount or contract period No Cost Extensions (amendments that extend
the end date)
Additional Funding (amendments that add
funding)
Reduction of Funding (amendments that
reduce funding)
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Types of Amendments
Exceptions
Exceptions:
• Formal Budget Modifications and Informal Budget
Modifications do not go on the Consent Calendar if
there is no change in the budget amount.
• Scope of Work Modification
The information above is subject to change at any time. Please
contact your program officer for more information
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Grant Agreement and Contract Revisions
Grant Agreements and Contracts have been revised. Please
review carefully and contact your Program Officer if you have
any questions.
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Compliance Guidelines
First 5 LA’s Compliance Guidelines will be
incorporated as an Exhibit to your agreement. This
document outlines criteria for which a grantee or
contractor may be deemed noncompliant. Sanctions may
include withholding of payment, termination of the
contract, debarment, and recovery of funds.
Please review this document carefully and notify your
Program Officer if you have any questions or concerns.
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Certificates of Insurance
Certificate Holder to reference Commission as:
Los Angeles County Children and Los Angeles County Children and Families First – Proposition 10 Families First – Proposition 10
Commission, its officers, agents, Commission, its officers, agents, consultants and employeesconsultants and employees
Or abbreviated as:
LA Cty Prop 10 Commn. LA Cty Prop 10 Commn.
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For grantees participating in Medi-Cal Administrative Activities, include the following endorsement under Commercial General Liability:
County of Los Angeles, its Special Districts, its officials, officers, and
employees
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Certificates of Insurance
Insurance: Coverages/Endorsements
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Commercial General Liability
Additional Insured Endorsement
Workers Compensation
Professional Liability Auto Liability
Loss Payee Endorsement
CrimeLoss Payee Endorsement
Property InsuranceLoss Payee Endorsement
Self Insurance
Certificate of Insurance
• Must be maintained throughout the Must be maintained throughout the agreement periodagreement period
• Must have correct endorsementsMust have correct endorsements
• Must have correct limitsMust have correct limits
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Memorandum of Understanding
MOU’s are required for all collaborative partners, subcontractors, and/or contracted services listed on Budget under the Contracted Services and Evaluation Sections
Memorandum of Understanding
• MOU must be signed by authorized
signatories from both parties
• Submit copies of MOUs to your Program
Officer within 30 days of MOU execution.
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Contracts Department Contacts
Jennifer EckhartSenior Contracts Compliance
Officer(213) 482-7528
Monica Benitez-AndradeContracts Compliance Officer
(213) [email protected]
Rommel HilarioContracts Compliance Officer
(213) [email protected]
Martha DominguezContracts Compliance Officer
(213) [email protected]
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Q & A
Program Reporting
• New system of grantee and contractor reporting
• Timeline: implemented by mid-year FY 12-13.
– June 22: overview of data required for reporting
– October/November: orientation with grantees and
contractors on how to access and complete new report
• Web-page fill-in
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First 5 LA’s website
• What’s New and Differento Research and Evaluation
o Dashboard
o Commission Meeting Documents
o Press Room (First 5 LA logos)
• Style Guide for Grantees
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Performance Based ContractsThank you for your participation today
Your Program Officer will contact you regarding fiscal reporting updates
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Organization Project Name
East Los Angeles College FCC Higher Education Academy
LA Care Healthy Kids
LAUP ECE Workforce Consortium
LACOE ECE Career Development Policy Project
211 LA County Information, Resource, Referral
Department Public Health Substance Abuse Treatment Services for High Risk Parents
LAC-USC Violence Intervention
AltamedAntelope Valley Community ClinicClinica RomeroSt John’s Well Child & Family CenterNortheast Valley Health Corporation
Oral Health Capital Improvement
Invoicing & Budget Modifications
Financial Overview
• Invoice Reporting
• Informal Budget Modification/Budget Changes
• Formal Budget Modification Process
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Invoice Template (Refer to handout)
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First 5 LA750 North Alameda Street, Suite 300
Los Angeles, CA 90012(213) 482-5902
Initiative:
Grant Agreement Number:
Grant Agreement Period:
Report Period:
Agency Name:
Program Name:
Address:
Contact Name & Phone #:
YTD Approved
Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Budget Budget Matching
Cost Categories Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Total Total Balance Funds
(1) Personnel Cost - - - -
(2) Contracted Services - - - -
(3) Equipment - - - -
(4) Printing/Copying - - - -
(5) Space - - - -
(6) Telephone - - - -
(7) Postage - - - -
(8) Supplies - - - -
(9) Employee Mileage & Travel - - - -
(10) Training Expenses - - - -
(11) Evaluation - - -
(12) Capital Cost/Renovation - - - -
(13) Other Expenses - - - -
(14) Indirect Costs * - - - -
Total Agency Expenses - - - - - - - - - - - - - - - -
Total First 5 LA Payments -
Payments (over) under Expenses - - - - - - - - - - - - -
* Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits.
I CERTIFY THAT THIS CLAIM IS IN ALL RESPECTS TRUE, CORRECT, SUPPORTABLE BY AVAILABLE DOCUMENTATION, AND IN COMPLIANCE WITH ALL TERMS/CONDITIONS, LAW AND REGULATIONS GOVERNING ITS PAYMENT.
Submit Invoice to: First 5 LA
Signature of Authorized Representative Date Attn: Finance Dept.
750 N. Alameda St., Suite 300
Los Angeles, CA 90012
Phone: (213) 482-5902
Print Name & Title
Invoice Reporting
Contact Name & Phone Number
Please provide the name and phone number of the individual who is familiar with the expenses
reported on the invoice form
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Invoice Reporting
• Must be based on actual expenses
• Must be according to the approved budget cost categories
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Invoice Reporting
• Once an invoice has been
paid, Grantee/Contractor
CANNOT make adjustments
to prior month’s expenses.
• Prior months’ adjustments
can be made only on the
current month being
invoiced with justification
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Invoice Reporting
• Justification of adjustments in current invoice should be in a memo on agency’s letterhead.
• Justification of previous months’ adjustments should be listed one by one if applicable (do not change amounts in previous months paid).
• If budget changes have been made, please make sure to revise the “Approved Budget Total” column on the invoice form
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Invoice Reporting
Invoice Reporting
• Invoices are to be submitted on a monthly basis. Due the 20th business day of each month for the previous month
• Must be signed by the agency authorized representative listed on the Signature Authorization Form
• Payments are processed within 20 workings days of the receipt of the grantee’s invoice, if invoice is properly completed
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Personnel Cost Allocation(refer to handout)
Grantee Number:Grantee Name:
Position Employee Name
Approved Monthly
Gross Salary
Approved Budget % Time on
F5LA Project Pay DateActual Gross
Salary
Actual % of Time on
F5LA
Actual Charge to
F5LA
MatchingFunds
(if applicable)FICA
00.00 %SUI
00.00%Health00.00%
WorkersComp.00.00%
Total For the Pay Period (Jan-xx-2012 - xx-xx-2012) - - - - - -
-
Total For the Pay Period (Jan-xx-2012 - xx-xx-2012) - - - - - -
Total Personnel Cost for the Month of January 2012 - -
NOTE:
*** This template is for supporting documentation use only.
*** Please submit the filled Salary & Benefits worksheet together with your invoice to support Personnel Cost.
SALARY & BENEFITS BILLED TO FIRST 5 LA
Tamika Austin:This is the amount to be billed to First 5 LA for Personnel Cost for the month.
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Invoice Reporting
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Invoice forms can be downloaded from our website: www.first5la.org/Grantee-Documents
All invoices must be mailed to:
First 5 LA c/o Finance
Dept.
750 N Alameda St., Suite
300
Los Angeles, CA 90012
Grantee must submit the following:
• Informal budget modification justification should be on agency’s letterhead and signed by the authorized signatory
• Informal budget modification Summary signed by authorized signatory
• Revised Statement/Scope of Work if activities are impacted
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Informal Budget Modification Process
Informal Budget Modification Summary(refer to handout)
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Agreement #
Informal Budget Modification Summary
Agency:
Project Name: Agreement Period:
Cost CategoryMost Current "Approved" First 5
LA FundsAmendment Amount Total Modified Amount Matching Funds
1 Personnel - - - -
2 Contracted Svcs (Excluding Evaluation) - - - -
3 Equipment - - - -
4 Printing/Copying - - - -
5 Space - - - -
6 Telephone - - - -
7 Postage - - - -
8 Supplies - - - -
9 Employee Mileage and Travel - - - -
10 Training Expenses - - - -
11 Evaluation - - - -
12 Capital Cost/Renovation - - - -
13 Other Expenses (Excluding Evaluation) - - - -
14 *Indirect Costs - - - -
TOTAL: $0 $0 $0 $0
Fiscal Contact Person Date
Agency Authorized Signature Date
Phone #
*Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits.
Additional supporting documents may be requested
Budget Modification Justification(refer to handout)
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[AGENCY LETTERHEAD] Budget Modification Justification
Memo Template
Grant Agreement #: (please check one): Formal Informal Agency Name: Date Effective: Initiative: Agreement Period: Date Dear [Program Officer], [AGENCY NAME AS IT APPEARS ON GRANT AGREEMENT] would like to request to move [TOTAL MODIFIED BUDGET AMOUNT] $XX [Insert brief narrative summarizing request and justification.]
Section 1: Personnel No changes or modifications to this section OR We are requesting to modify $XX Title, Name of Staff Person, Decrease/Increase and Amount The total modified amount for Personnel is $XX. (A decrease /increase of XX) Section 2: Contracted Services No changes or modifications to this section OR We are requesting to modify $XX The total modified amount for Contracted Services is $XX. (A decrease/increase of $XX) Section 3: Equipment No changes or modifications to this section OR We are requesting to modify $XX Total modified amount for equipment is $XX. (A decrease /increase of XX) Section 4: Printing/Copying No changes or modifications to this section OR We are requesting to modify $XX Total modified amount for Printing/Copying is $XX. (A decrease /increase of XX)
• Can be used for both Formal and Informal modifications
Changes to budget cost categories of more than $5,000
You may move up to 10% from any budget cost category to an existing cost category or multiple cost categories.
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Informal Budget Modification
Rule 1: 10%
Informal Budget Modification
Rule 2: $5,000 or less
Changes for cost category budget of $5000 or less
You may move up to the total amount from any budget cost
category to an existing budget cost category or multiple cost
categories.
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Informal Budget Modification
Rule 1: 10% Example:
Budget Cost Category Amount Change New Amount1. Personnel $250,000 -$25,000 $225,0002. Contracted Services $75,000 +$15,000 $90,0003. Supplies $3,000 + $10,000 $13,000
Rule 2: $5,000 or less:
Budget Cost Category Amount Change New Amount 1. Supplies $4,000 -$4,000
$02. Telephone $1,500 +$3,000
$4,500 3. Postage $ 100 +$1,000 $1,100
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Informal Budget Modification
• Only two (2) Informal Budget Modifications/Budget
Changes will be accepted per contract period.
• If Grantee/Contractor exceeds two (2) informal
budget modifications, a Formal Budget
Modification will be required.
• Informal budget modifications are accepted at any
time during the contract period.
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Formal Budget Modification Process
Grantee must submit the following:
• Budget Modification Form • Budget Modification Justification Memo• Revised Statement/Scope of Work (if
modification impacts program activities)
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If the original cost category is greater than
$5000 and the change is greater is than 10%
of the cost category, grantee/contractor must
obtain prior written approval before incurring
any expenses requested in the modification.
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Formal Budget Modification Rule
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SAMPLE
Formal Budget Modification(refer to handout)
Agreement #
Page : 1 of 10 Formal Budget Modification Summary
Agency:
Project Name: Agreement
Period:
Cost CategoryMost Current "Approved"
First 5 LA FundsAmendment Amount Total Modified Amount
Matching
Funds
1 Personnel 0 0 0 02 Contracted Svcs (Excluding Evaluation) 0 0 0 03 Equipment 0 0 0 04 Printing/Copying 0 0 0 0
5 Space 0 0 0 0
6 Telephone 0 0 0 0
7 Postage 0 0 0 0
8 Supplies 0 0 0 0
9 Employee Mileage and Travel 0 0 0 0
10 Training Expenses 0 0 0 0
11 Evaluation 0 0 0 0
12 Capital Cost/Renovatoin 0 0 0 0
13 Other Expenses (Excluding Evaluation) 0 0 0 0
14 *Indirect Costs 0 0 0 0
TOTAL: $0 $0 $0 $0
First 5 LA Authorized Staff Only
Fiscal Contact Person Date
Agency Authorized Signature Date Program Officer
Phone # Finance
*Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits.
Additional supporting documents may be requested
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SAMPLE
Formal Budget Modification(refer to handout)
Formal Budget Modification Process
• Formal Budget Modification draft due by the 1st of the month – to be effective the 1st of the following month, if approved.
• First 5 LA will NOT process final budget modifications via e-mail/fax.
• Formal Budget Modifications will not be processed during the first two months and the last quarter of the contract year .
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Formal Budget Modification Process
Formal Budget
Modifications
ARE NOT
retroactive
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Formal Budget Modification Process
Example: Your agency plans to hire a Case
Manager position with savings from the
Equipment line item and the Formal Budget
Modification is submitted to First 5 LA November
1st. The Formal Budget Modification will be
effective, if approved, December 1st. Therefore,
the Case Manager position should be budgeted
for only 7 months (December – June).
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Plan the Formal Budget Modification with the understanding that the requested changes will be effective one month
after submission, if approved.
Information Sheets
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• Invoices
• Formal Budget Modifications
• Informal Budget Modifications
Q & A
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Finance Department Contacts
Kristina DixonSRI Staff Accountant
(213) [email protected]
Camille DonnellMAA Staff Accountant
(213) [email protected]
Tamika AustinStaff Accountant II
(213) [email protected]
Faustino GenioStaff Accountant II
(213) [email protected]
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