2009 Recovery VOCA Compliance Seminar July 24, 2009
Introduction • Staff • Reason for seminar • What you need to do to keep the $$$ flowing!
What’s In My Packet? • If you received a packet: • Your award documents are final • Signed Award of Contract • July Expenditure Report & Detail Sheet
What If I Didn’t Get a Packet Today? • If you didn’t receive a packet: • Your revisions have not been finalized OR • Your award docs have not been finalized
2009 Recovery VOCA Grant Contract Period July 1, 2009 to June 30, 2010
Recovery VOCA Grant Requirements • 60 Days – letter to DPS • 90 Days – letter to DPS – Contract may be terminated
Obligation of Funds • Purchase Order issued • Travel expenses • Reimbursement basis
Supplanting • Only applies to State and local units of Government • Cannot replace agency funds with Recovery VOCA funds
Eligibility Requirements • Coordination and Integration • Utilization of Volunteers • Crime Victims Compensation
Financial Requirements • Accurate financial records • Record retention • Audit requirements • Must Provide Hrs Worked • Must Clarify Retained or New Position
Timesheets • Required for ALLRecoveryVOCAFundedStaff regardless of % of time on grant • Timesheets must capture: • ALL time worked (not just Recovery VOCA time) • Activities/duties performed for time worked
Procurement Policies • Allowable costs • Competitive bids • Sole Source procurement Printing/Media • You must acknowledge your funding source if Recovery VOCA funds are used!
Contractual Policies • Fee’s cannot exceed $450/day or $56.25/hour • Written contract • Services to be performed • Rate of compensation • Length of time services will be provided
Completing the Detail Sheet, Monthly Report and CVSU Grants Pay Period and Attendance Report • Total each column on the detail sheet • Transfer amounts from Detail sheet to Monthly Report • Do not combine budget line items • Double check your figures • No Detail report or CVSU Grants Pay Period and Attendance Report – No reimbursement
Monthly Report of Expenditures • Packet • July Monthly Report of Expenditures _ Pay Period and Attendance Reports • Monthly Detail of Expenditures Form • www.dps.mo.gov
What Are These Forms for? • Report grant related expenditures • Reimbursement of those expenditures
Expenditure Report + Detail Sheet $$$ Expenditure Reports All grant related expenses incurred for the month must be listed on this form to obtain reimbursement!
Monthly Report of Expenditure Form • Contract Period • Contract Number • Your approved, itemized grant budget
Detail of Expenditures Form Be as detailed as possible and double check for accuracy!
CVSU Grants Pay Period and Attendance Report ACTUAL GROSS monthly salary x % of time spent on OR paid by grant = Amount claimed this period • Example: • $1,000 (gross salary per month) • x .80 (D.S. time OR time paid by grant) • $800 claimed this period
Hourly Employees/Volunteers Hourly Rate x # of hours worked = Amount claimed this period Example: $ 9.50 / hr x 20 hrs = $ 190 claimed this period
Fringe Benefits • List separately for each employee – do not combine! • Claim at same percentage as salary
Travel Expenses • Lodging, airfare, transportation/cab fare and meals • Mileage – show # of miles x approved mileage rate and reason for travel • Actual expenses only - NO PER DIEMS!
Travel Expenses • Receipts kept on file • Keep Mileage logs • You must obtain prior approval for travel not listed in budget
Supplies/Operations • Description of expense • “Office Supplies” • An approved list of office supplies can be found in the application packet • Long distance • Receipts for expenses must be maintained
Equipment • Copy of invoice for equipment must be submitted with the Detail Sheet and Expenditure Report
Contractual • Copy of the signed contract on file with DPS • Payment for services rendered • Services during contract period
GENERAL • Actual expenses must be claimed • Expenses must be incurred during the contract period
A CCR Number Required • Applicants for federal financial assistance are required maintain current registrations in the CCR (Central Contractor Registration) database at all times.
Completing the Forms • Total each column on the detail sheet • Transfer amounts from Detail Sheet to the Monthly Report • Do not combine budget line items • Double check your figures • No Detail Sheet and CVSU Pay Period and Attendance Report = No reimbursement
When Are The Reports Due? • In our office by 5pm – the 5th of every month • If the 5th falls on a weekend or Holiday??? Reports are due on the next business day. • Faxes are not accepted • Your responsibility to ensure it is • received on time • Agency created expenditure reports must be approved by DPS prior to submission.
What if Reports are Late? • Report will be held until next month • 1st time late – letter • 2nd time late – letter • 3rd time late – suspension • More than 3x late…….termination of contract
What If I Don’t Have Any Expenses To Report?Do I Still Have To Submit Something? YES! Even if you don’t have anything to report you must still submit the report to us.
Bonuses Entertainment Alcohol Sports Laundry charges Room Service Delivery Charges Any and All Fundraising costs Unallowable Expenses
Why is My Reimbursement Check Less Than I Requested? • Mathematical Errors • Ineligible expenses claimed • Expenditures not supported on Detail Sheet • Monitoring findings
Program Revisions • Change in program activities • Change in mileage rate • Change in project site* • Change in Project Director or AO* • Change in Project Staff* *Use change of information form
Budget Revisions Will be Restricted • Submit a formal request when requesting to: • Add a budget line item • Delete a budget line item • Move any amount into the Personnel budget • Move more than 10% of the award amount
Budget Revisions Will be Restricted • No formal request is necessary when: • Moving <10% of the award amount among existing budget line items (except into personnel) • 10% is cumulative!! • In general, revisions are limited to 1 formal revisions per contract period
Monitoring • May be conducted at least once during the contract period • On-site monitoring • Desk-top monitoring
Purpose of Monitoring • Provide technical assistance • Ensure compliance with state and Federal guidelines • Provide programmatic assistance
On-Site Monitoring • Contacted by DPS to set up date • Confirmation letter of date and time • Info/documentation needed
What if Compliance Issues are found? • While on-site • After the visit is completed • Notification • Special Conditions
Report of Success • Required • Start keeping track now! • Easier in the beginning than at the end
Required Programmatic Reports • Recovery VOCA Subgrant Award Report • Recovery VOCA Annual Report
Recovery VOCA SubgrantAward Report • Provided with Award Documents • Required by Feds • Gives basic info about your project