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Comprehensive training program covering contract provisions, modifications, administrative and fiscal requirements, reporting, and monitoring in grant management.
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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 • Standard provisions • Scope • Budget • Other documents
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
Policies and procedures • Document management decisions • Assure compliance with internal and external requirements
Program requirements • Eligibility • Service plan integrates with regional objectives • Co-enrollment • Participant file • Case management, tracking, follow-up
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
Administrative requirements • Lobbying • Certify no federal funds used to lobby • File report on all lobbying activity
Administrative requirements • Non-Discrimination and Equal Opportunity • EO signage • EO statement on notices • EO notification on file
Administrative requirements • Acknowledgement of Federal funding • Intellectual property
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
Fiscal Requirements • Accounting system • Chart of accounts • Payroll register • General ledger • Expenditure tracking • Bank deposits • Audited financial statements • Cost allocation plan or matrix
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
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
Financial reporting of leveraged resourcesAllowable expenditures only (subset of progress report)
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
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!