Grant Subrecipient Training Overview: Policies, Procedures, and Requirements

1. WIRED/CBJT GRANTS SUBRECIPIENT TRAINING

2. WHAT WE WILL COVER TODAY Contract provisions and modifications Policies and procedures Program requirements Administrative requirements Fiscal requirements Reporting Monitoring

3. Contract provisions • Term • Total contract amount • Payment terms • Standard provisions • Scope • Budget • Other documents

4. Contract modifications Change in scope Change in budget Equipment purchase • Per unit acquisition cost of $5,000+ and • Useful life of more than 1 year • A “unit” consists of all necessary component parts

5. Policies and procedures • Document management decisions • Assure compliance with internal and external requirements

6. Program requirements • Eligibility • Service plan integrates with regional objectives • Co-enrollment • Participant file • Case management, tracking, follow-up

7. Program requirements • Participant file checklist • Signed intake • Eligibility (to work in US, resident of 4-county area, Selective Service, other criteria for enrollment as applicable) • Training plan signed by participant and provider • Voucher documenting approval of training amount and funding sources • Equal opportunity, grievance, confidentiality and other disclosures signed by participant • Tracking of milestones • Closure

8. Administrative requirements • Lobbying • Certify no federal funds used to lobby • File report on all lobbying activity

9. Administrative requirements • Non-Discrimination and Equal Opportunity • EO signage • EO statement on notices • EO notification on file

10. Administrative requirements • Acknowledgement of Federal funding • Intellectual property

11. Administrative requirements • Insurance • Proof of insurance must be submitted to Pima County within ____ of contract execution date • Audit • Copy of most recent audited financial statements and management letter must be submitted to Pima County within ____ of the close of each fiscal year

12. Fiscal Requirements • Accounting system • Chart of accounts • Payroll register • General ledger • Expenditure tracking • Bank deposits • Audited financial statements • Cost allocation plan or matrix

13. Reporting Requirements • Program/Progress Reports • Activities • Substantive summary of progress • Successes • Challenges, variances from plan, strategy to address • Leveraged resources • Specify WIRED or CBJT • Any expenditures or new awards that support the overall goals of the grant (not just allowable costs) • Specify amount, source, description/how calculated

14. Reporting Requirements • Financial Reports • Expenditures • Allowable costs • Within contract term • Aligned with budget • Supporting documentation • General ledger • List of employees charged to our contract with timesheet backup. • No capital expenditures without prior approval. • Overhead costs supported by an approved cost allocation plan. • Indirect cost rate agreement from federal agency

15. Financial reporting of leveraged resourcesAllowable expenditures only (subset of progress report)

16. Monitoring • Core Monitoring Guide (CBJT) • Same standards as WIA • Desk monitoring • Site review • Subcontractors • Core Monitoring Guide (WIRED Supplement) • Modified standards reflect WIRED activities and H1-B funding • DOL Site visits • Anticipated winter-spring of 2009

17. Charles Casey Pima County ONESTOP Career Center charles.casey@pima.gov (520) 243-6742 Dorothée Harmon Pima County ONESTOP Career Center dorothee.harmon@pima.gov (520) 243-6760 Renee Poquette Pima County ONESTOP Career Center renee.poquette@pima.gov (520) 243-6753 THANKS!