2014 Project Director Training & Annual Meeting 1

Reimbursements,Reporting & Budget

Modifications

Session Objectives Review reimbursement requirements Ensure understanding of reporting

requirements Examine the details of budget

modifications

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Reimbursements

2014 Project Director Training & Annual Meeting

New York State CommissionReimbursements Reimbursement is made based on actual expenses Reimbursements may not be for estimated,

unauthorized, or unallowable expenses Reimbursements must be for approved and

budgeted expenditures that programs have already incurred

New York State Commission does allow advance funds Up to ¼ of their annual CNCS budget Recouped during subsequent quarters

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New York State CommissionReimbursements Reimbursements are made

Quarterly Based on Expenditure Reports via Contract

Management System (CMS) Based on approved, budgeted expenses

Programs must retain All documents and invoices that support its

financial information

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New York State CommissionReimbursements When Expenditure Reports are submitted, must

upload to CMS: Member Activity Report Grantee Share Report

Must also demonstrate compliance with program operations Current Progress Report

MWBE Quarterly Reports need to be emailed to mwbeinfo@ocfs.ny.gov (cc your program manager)

2014 Project Director Training & Annual Meeting

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CNCS ReimbursementAmeriCorps Grant Provisions

“A living allowance is not a wage. Programs must not pay a living allowance on an hourly basis. Programs should pay the living allowance in regular increments, such as weekly or bi-weekly, paying an increased increment only on the basis of increased living expenses such as food, housing, or transportation. Payments should not fluctuate based on the number of hours served in a particular time period, and must cease when a member concludes a term of service.”

No “lump sum” if member completes term earlyNo “lump sum” if member starts late, e.g., “make up” missed payments

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New York State CommissionPayments

14 days = Target Date for Reimbursement May take longer

Delays Occur Because: Insufficient match Failure to provide Member Activity Report Failure to submit Progress Report Failure to submit reimbursement timely Other information requested

2014 Project Director Training & Annual Meeting

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Reporting

2014 Project Director Training & Annual Meeting

Key Elements of Financial Reporting Prepare all financial reports with information

from your organization’s accounting system Review and reconcile the information to

ensure accuracy prior to report submission Joint review by program and fiscal staff

Files must have the proper documentation to support all information reported in financial reports

Submit all reports on time2014 Project Director Training & Annual Meeting 10

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New York State CommissionFinancial Reporting Requirements Grantee Share Expenditure Report

Due according to dates on the Financial Reporting Schedule

By the last day of the required month If last day falls on a weekend, the Report is due the

Friday before the weekend Must be submitted via CMS

Failure to submit the Expenditure Report on time will result in reimbursement delays

andreflect negatively on program compliance

2014 Project Director Training & Annual Meeting

New York State CommissionFinancial Reporting Requirements Expenditure Reporting Schedule

2014 Project Director Training & Annual Meeting

Reporting Period Due DateProgram Start – 11/30/14 12/31/201412/1/14 – 2/28/15 3/31/20153/1/15 – 5/31/15 6/30/20156/1/15 – 8/31/15 9/30/20159/1/15 – 11/30/15 12/31/201512/1/15 – 12/31/16 1/30/2016

New York State CommissionFinancial Reporting Requirements Expenditure Reporting Schedule - CFA

2014 Project Director Training & Annual Meeting

Reporting Period Due DateProgram Start – 2/28/15 3/31/20152/28/15 - 5/31/15 6/30/20156/1/15 - 8/31/15 9/30/20159/1/15 - 11/30/15 12/31/201512/1/15 - 3/31/16 4/30/2016

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New York State CommissionLate Reports

If you are late Notify the New York State Commission Program

Administrator with the reason and the expected date This will reflect negatively on your program

compliance If a report is 5 days overdue, New York State

Commission will send a letter that grant requirements have not been met

2014 Project Director Training & Annual Meeting

Late is late!

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Program Income Gross Program Income

All funds collected as a direct result of grant funded-activities

Net Program Income The amount after deducting costs associated

with generating the income All Program Income

Must be used for grant-related purposes “Auditable” = Program Income and its

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Program Income Program Income

Must be retained by the grantee Used to finance match

Program income earned in excess of the amount needed must be deducted from the total claimed costs

Programs must report the excess amount on the FFR to CNCS

See 2014 AmeriCorps Provisions Section V. F. for details

2014 Project Director Training & Annual Meeting

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Program Income Reporting Issues Program Income common errors found

Program Income used as match was erroneously reported as Program Income

Corrective Action If all your program income was used as

match, your comments related to Program Income should be entered

2014 Project Director Training & Annual Meeting

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Budget Modifications

2014 Project Director Training & Annual Meeting

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What are Budget Controls? Your budget = estimate of expected costs Estimates may change as the program is

implemented Monthly review of budget to actual expense Joint review by both program and fiscal staff to compare

Identify expenditures not in the budget to ensure they can be claimed Could be disallowed if not in an approved budget Know your budget

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What are Budget Controls? Identify costs that need approval before they

are incurred Request budget revisions promptly Do not wait until last month of year to request

budget modification

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Budget ModificationsNew York State Commission must receive written approval from CNCS for these budgetary changes:

Specific costs requiring approval under the cost principles, such as: Overtime pay and pre-award costs

Equipment purchases over $5,000 using CNCS funds, unless specified in the approved application and budget

Subgrants and subcontracts not previously approved in the original budget

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Budget ModificationsNew York State Commission must receive written approval from CNCS for these budgetary changes:

Changes in the cumulative budget line items that amount to 10% or more of the total budget, unless the CNCS share is $100,000 or less

The total budget includes both the CNCS and grantee shares Grantees may transfer funds among approved direct costs

categories when the cumulative amount of such transfers do not exceed 10% of the total budget

Key Date April 1 If CNCS approval is needed you must make the request by April 1

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New York State CommissionRequesting Budget Modifications

Submit a Budget Modification request E-mail to Program Administrator

1. The reason the modification is needed, and

2. Adverse consequences if the request is denied

Program Administrator will discuss your request with you

Program Administrator denies or approves request within 5 business days

Do not assume approvals have been granted unless documented

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New York State Commission Key Budget Modifications Pitfalls Budget changes are made before New York State

Commission approved the change– Corrective Action: Seek approval before making the change

Adequate written justification was not provided– Corrective Action: Provide a detailed written justification

Budget Modification letter/e-mail was incomplete– Corrective Action: Complete all requirements

Inadequate monitoring of budget throughout the year resulted in major budget changes at year-end

– Corrective Action: Throughout the year review your budget

2014 Project Director Training & Annual Meeting

2014 Project Director Training & Annual Meeting

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Questions?