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WIRED/CBJT GRANTS SUBRECIPIENT TRAINING

WIRED/CBJT GRANTS SUBRECIPIENT TRAINING. WHAT WE WILL COVER TODAY. Contract provisions and modifications Policies and procedures Program requirements Administrative requirements Fiscal requirements Reporting Monitoring. Contract provisions. Term Total contract amount Payment terms

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WIRED/CBJT GRANTS SUBRECIPIENT TRAINING

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  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!

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