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AB 86: Adult Education Consortia Planning 2013-2015 4-4-14 - Grant Management Reporting System Webinar Series http://ab PowerPoint Presentation
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AB 86: Adult Education Consortia Planning 2013-2015 4-4-14 - Grant Management Reporting System Webinar Series http://ab86.cccco.edu. AB 86 Grant Management Agenda. Grant Definitions Terms & Codes Funding Process Due Dates / Payment Dates On Line System Direct / Indirect Fiscal Agent

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AB 86: Adult Education Consortia Planning 2013-20154-4-14 - Grant Management Reporting SystemWebinar Serieshttp://ab86.cccco.edu

ab 86 grant management agenda
AB 86 Grant Management Agenda
  • Grant Definitions
  • Terms & Codes
  • Funding Process
  • Due Dates / Payment Dates
  • On Line System
  • Direct / Indirect
  • Fiscal Agent
  • Allowable Costs
  • FAQs
purpose of today s webinar
Purpose of Today’s Webinar
  • Provide details on the pre-programmed labels.
  • Introduce the new reporting system – piggybacking on an existing system.
  • The AB 86 Workgroup’s intent for shared leadership.
  • Review new processes and terminology.
  • Answer questions.
  • Reminder – it’s a planning grant.
existing ab 86 titles
Existing AB 86 Titles
  • Primary Contact
  • Fiscal Agent
  • District Chief Business Officer
  • Superintendent /Chief Executive Officer
new terminology
New Terminology
  • Project Director – regional consortium designation for person to enter reportable activities.
  • Chief Business Officer - regional consortium designation for person to enter fiscal data.
  • Access requires a password.
  • Either person can be a designee.
  • Training in late May or early June.
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grant terms codes
Grant Terms & Codes
  • Simplified Oversight
      • No resource codes
      • No funding profile
  • AB 86 funding source – from state /Prop 98
  • Use the AB 86 Grant Face Sheet
  • Grant agreement number: 13-328-XXX
  • Award Amount
  • Terms of grant March 5, 2014 to June 30, 2015.
funding process
Funding Process
  • See Appendix D - Article I of the CoE
    • Authorizes 50% of the grant up front.
    • Grant Agreement must be fully executed.
    • Payment Process
  • Progress Payments for the other 50%
    • Quarterly Expenditure Reports
    • Reports are reviewed & approved by AB86 staff
    • 10% will be withheld pending completion
communications to the field
Communications to the Field
  • Primary Contact Survey
  • E-mail Confirmation on budget document
  • Member participation forms
  • Naming convention for State Controllers
  • Letter of Intent
  • Grant Face Sheets
due dates for expenditure reporting
Due Dates for Expenditure Reporting
  • 1st Quarter July 31, 2014
  • 2nd Quarter October 31, 2014
  • 3rd Quarter January 31, 2015
  • 4th Quarter April 30, 2015
  • 5th Quarter July 31st 2015 - new
  • End of grant June 30, 2015
  • Final Report Due – August 31, 2015
payment schedule
Payment Schedule
  • From Article I (Appendix D)
  • Grant Agreement / Program Specific Legal Terms and Conditions
  • Will need to revise dates under section 4 - Reporting.
  • Advance Payment of 50% of the total amount.
  • Other 50% in the form of progress payments.
payment for expenditure reporting cont
Payment % for Expenditure Reporting (cont.)
  • Advance payment – 50% up front
  • 1stQuarter July 31, 2014 - 10%
  • 2nd Quarter October 31, 2014 – 10%
  • 3rd Quarter January 31, 2015 – 10%
  • 4th Quarter April 30, 2015 – 10%
  • 5th Quarter July 31st2015 – 10% - new
  • End of grant June 30, 2015
  • Final Report Due – August 31, 2015
progress payments
Progress Payments
  • Payment will be made after review and approval of quarterly reports.
  • Withholding of the last 10% pending satisfactory performance and submittal of final report.
on line reporting system
On-Line Reporting System
  • Budget Input
  • Expenditure Input
  • Budget Changes
  • Activity Reporting
  • Budget Narrative
  • Restricted Object Codes
on line system processes
On Line System Processes
  • Quarterly & Expenditure Reports
  • Subcontracting Approval
  • Budget Changes
  • Personnel Changes
  • Modifications
subcontracting approval
Subcontracting Approval
  • Grantees must obtain written approval of the Project Monitor prior to the selection of subcontractors or subgrantees to perform services under the AB86 grant agreement.
  • Need to disclose the intended purpose, amount of the subcontract, identify the proposed subcontractor, and certify that subcontractor was selected according to local policy and procedures.
subcontracting cont
Subcontracting (cont.)
  • On-Line Reporting System
  • Requires the following information for subcontractors:
    • Name of subcontractor
    • Activities that they will be performing
    • Term dates of the subcontract
    • Purpose – why was this subcontract necessary for the AB86 Regional Consortium Planning Grant?
    • E-mail Contract the Project Monitor the subcontract budget (Object Code Based)
subcontracting cont 2
Subcontracting (cont. 2)
  • Will provide a budget sheet to be completed for any subcontracts.
  • Budget sheet will need to have the breakdown by object code.
  • Ensure that your subcontracts follow local district policies and procedures.
  • Also – follow the terms & conditions in Article II (#11) on subcontracts.
  • All subcontracts need to be auditable.
indirect costs
Indirect Costs
  • Limited to 4% of the total grant.
fiscal agent
Fiscal Agent
  • The fiscal agent is not a governance role.
  • Role is to receive and be responsible for funds.
  • Regional consortia determine how those funds are used.
  • Regional planning includes shared leadership and decision making.
role of fiscal agent
Role of Fiscal Agent
  • Banker
  • Provides fiscal oversight
  • Third-party contracting or sub-contracting
    • Obtains permission from CCCCO
      • Who, what, where, when, why
    • Follows local district guidelines
  • Legal fiscal relationship with CCCCO
  • Fiscal Agent distributes funds based upon the consortia leadership
unallowable activities
Unallowable Activities
  • Out of Country Travel
  • Equipment
  • Capital Outlay (object code 6000)
  • Other Outgo (object code 7000)
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FAQs
  • Can you clarify direct costs?
  • Is a MOU considered a subcontract?
  • How can we pay teacher salaries?
  • Can we pay for dinners?
  • Can we purchase laptops & Ipads?
  • What about out of state trips?
questions and recommendations
Questions and Recommendations
  • Email the work group at ab86@cccco.edu
  • Visit the AB 86 website at http://ab86.cccco.edu
  • Share the good work that you are doing by being a webinar presenter –Contact the Work Group at ab86@cccco.edu.