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ACMP Financial and Progress Reporting. Coastal districts under grant agreement with the State of Alaska must complete regular grant reports. All required reports are identified in Attachment A, Scope of Work, Work Program and the Schedule sections of your grant agreement.

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Presentation Transcript
slide1

ACMP

Financial and Progress Reporting

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Coastal districts under grant agreement with the State of Alaska must complete regular grant reports.

All required reports are identified in Attachment A, Scope of Work, Work Program and the Schedule sections of your grant agreement.

In most cases, the required reports include quarterly progress and financial reports, annual reports, and five-year program evaluations.

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Quarterly progress and financial reports are submitted using a form provided by the Division of Community Advocacy (DCA).

The information provided in the quarterly reports is valuable to the districts, DCA, and OPMP.

The narrative portion of the reports allows districts to summarize activities, keeping DCA and OPMP informed about local issues.

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The progress report narrative should identify:

  • Work accomplished under each of the work tasks;
  • Number of local permits reviewed for consistency with the district program;
  • Number of state and federal project reviews completed;
  • Substantive consistency reviews, including comments provided and related concerns;
  • Coordination and assistance provided to other members of the network;
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Program-related travel and participation in program-related meetings;

  • Program coordination, assistance, and outreach activities;
  • Problems encountered in meeting the terms of the grant agreement;
  • Problems with your district’s coastal management program;
  • Amendments needed to your district’s grant agreement.
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Financial reports are prepared on forms provided by each granting agency. They show how you spent funds received and how much is left.

The financial report budget is based on the budget provided in Attachment A of your grant agreement.

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Keeping track of expenditures

You grant budget will have several budget line item categories with authorized budget amounts for each line item category:

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The Personal Services category covers expenditures for the following items:

  • Your salary
  • Federal Income Tax
  • Federal Unemployment Tax Act (FUTA) tax
  • Medicare
  • Employment Security Commission (ESC) tax
  • PERS
  • 941 Employer's Quarterly Federal Tax
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The District Travel category covers expenditures for the following items:

  • Airfare
  • Taxi/car rental
  • Lodging
  • Per Diem ($42/day)
  • Other travel-related costs
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The Contractual/Office category covers expenditures for the following items:

  • Bookkeeper salary
  • Office Rent
  • Phone/fax service
  • Internet service
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The Equipment/Supplies category covers expenditures for the following items:

  • Fax/ printer/copier paper
  • Ink/toner
  • Other specific equipment and supplies
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Report your expenditures, by budget line item, for the quarter you are reporting on:

1st Quarter: July 1 - September 30

2nd Quarter: October 1 - December 31

3rd Quarter: January 1 - March 31

4th Quarter: April 1 - June 30

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A spread sheet set up with budget line item categories can help you keep track of your grant expenditures for each quarter.

DCA staff can help you set up a spreadsheet to track your grant expenditures.

Your total quarterly expenditures for each budget line item are what you should enter into your quarterly financial report.

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Submit your quarterly financial report on the form provided to you by DCA.

Total expenditures for each budget line item are entered in the column titled “Expenditures This Report Period”.

If you received an advance payment, enter that amount in this cell.

Your local match contribution for the quarter should be entered here.

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Performance Reporting

DCA will provide you with the form for preparing your quarterly progress (or performance) reports.

Quarterly progress reports will provide information on the tasks you are required to complete under your Required Tasks grant agreement.

Document the consistency reviews you’ve commented on here.

This is a critical part of your performance report.

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Municipal districts should include information on municipal consistency reviews here.

Be sure to document the municipal reviews in which you evaluated the project against the district enforceable policies.

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Document the coordination and outreach activities you’ve provided during the quarter, here.

Serving as the local point of contact is a critical function of your role as coastal district coordinator.

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Provide narrative, here, on any problems your district is having meeting the terms of the grant, district travel you've done, and subcontracts you’ve entered into.

CRSAs should include copies of CRSA Board Meeting minutes and other public information materials.