2015 Technical Workshop
February 23, 2015
2
NYGEAR UP Staff
• Raymond Cummings, Jr., Ed.D. – Director
• Cynthia F. Farmer – Coordinator
3
NYGEAR UP Objectives
• Increase the academic performance and preparation for
postsecondary education of participating students, with
an emphasis on career readiness and college fit
• Increase the rate of high school graduation, with an
emphasis on college and career readiness
• Increase participation in postsecondary education of
participating students with an emphasis on college fit
and alignment with high-demand fields and sectors of
the economy
4
NYGEAR UP Objectives
• Increase participation in postsecondary education of
participating students without need for remedial
coursework
• Increase the rate of college persistence and completion
of participating students
• Increase student and family knowledge of postsecondary
education options, preparation and financing
5
NYGEAR UP Outcomes
A. Students drop out at lower
rates
B. Students graduate at
higher rates
C. Students graduate with an
Advanced Designation
diploma at higher rates
D. Students enter college or
vocational training at
higher rates
E. Students have increased
knowledge of postsecondary
education options, preparation,
and financing
F. Families have increased
knowledge of postsecondary
education options, preparation,
and financing
G. Students enter college with less
need for remedial coursework
H. Students achieve greater college
success
6
Project Requirements
• Participation Contract
• Orientation
• Tutoring/Homework
Assistance
• Mentoring
• Counseling
• College Tours
• SAT
• PSAT 8/9
• PSAT/NMSQT
• Non-cognitive Skills
Curriculum
• Parental Engagement
Workshops
• Professional
Development
7
P-TECH
• NYS P-TECH model: six-year program that
combines high school, college, and career training
targeted to students in low-income communities
• September 2014: 16 partnership programs launched
• November 2014: 10 second-round winners
announced
• NYGEAR UP schools given priority consideration to
participate in third round of P-TECH programs
8
HESC Resources
NYGEAR UP website
• nygearup.org
9
HESC Resources
At-risk students
• GoCollegeNY.org
10
HESC Resources
HESC’s high school
counselor portal
• hesc.ny.gov/partner
11
HESC Resources
• Financial Aid Presentations
– High school juniors and parents
– High school seniors and parents
12
HESC Resources
College Application Week
• GoCollegeNY.org/apply
13
HESC Resources
FAFSA completion
• StartHereGetThere.org
14
HESC Resources
Resources for your
students, starting with
planning for college
• hesc.ny.gov/prepare
Partners
Responsibilities &
Reporting
17
Primary Sub-Grantee Responsibilities
• Perform proposed activities.
• Ensure all activities are adequately documented.
– Event Reports & Sign-in Sheets
• Spend according to the budget.
– Compare expenditures to approved categories
– Any deviations from the budget require prior HESC
approval via the Budget Modification Request Form
• Provide timely and accurate reports.
• Send all media releases and publications to HESC
for approval before use.
18
Reporting Schedule
REPORT NAME
Mid-Year Report
REPORTING PERIOD
DUE DATE
2/2/15 -- 3/1/15
3/31/15
2/2/15 – 3/1/15
3/16/15
9/1/15 – 8/31/16
6/1/15
2/2/15 – 8/31/15
10/1/15
Submitted to HESC
Annual Site Report
Submitted to Measurement, Inc.
Renewal Application
Submitted to HESC
Final Expenditure Report
Submitted to HESC
19
Mid-Year Expenditure Report
•
•
•
•
Due 3/31/15
Template available on website
Complete and submit to HESC via mail, fax or email
Report components
– Cover Page - requires signature
– Request for Payment - requires signature
– Expenditure Report
• Professional Staff Salaries
– Budget Modification/Carry Over Request Form
20
Professional Staff Salaries Table
Position Title
Name
Full-time
equivalent
assigned to
NYGEAR UP
Annualized Rate of
Pay
Period of
Employment
Salary Assignable to NYGEAR UP
NYGEAR UP
Matching
TOTAL
21
Budget Modification Sample
NYGEAR UP Program Director Approval
22
NYGEAR UP Annual Performance Report
Available from
Measurement
Incorporated (MI)
• Will provide a link to
the electronic report
• You submit directly to
MI
• Due March 16
23
Renewal Application & Final Expenditure
Reports
• Samples are included in your Workshop
Binder
• More information will be made available on
the website
Understanding
NYGEAR UP Match
Requirements
25
NYGEAR UP Match Requirements
• NY GEAR UP – 2015-16 Annual cost share is
$3.5 million
• Match is dollar-for-dollar
• Grantee responsibility
26
Match Definitions
• “Match” is the non GEAR UP share of
program costs
• "In-Kind” are contributions made by third
parties that count towards a match
27
NYGEAR UP Cost Principles
• Allocable -- necessary for project success
• Allowable -- either permitted or not
specifically prohibited
• Reasonable -- cost that would be incurred by
a prudent person
28
Indirect Costs
• Indirect costs: 8%
• Indirect costs cannot be charged for any
scholarship or equipment components of a
grant
29
What is Considered Match?
• Financial assistance
• Waivers: tuition, fees, room and board
waived or reduced
• Amount expended on mentoring and
counseling
• Other recognized resources: Just ask!
30
Matching Contributions
• Matching contributions can only be counted once
• Matching contributions must be spent solely on
NYGEAR UP students
• Matching contributions cannot be shifted from one
project to another
• Matching contributions must be obligated during
the grant period
31
Teacher / Counselor Salaries
• Existing teachers’ salaries and benefits
cannot count as match
• Exceptions: activities outside normal duties
may count as match
• Remember: counselors MUST be contracted
as administrators to count towards match
32
Match Documentation
• Capture the cost sharing identified with a
particular project
• Contain adequate source documentation for
claimed cost sharing
• Provide clear valuation of in-kind documentation
• Provide support of cost sharing by grant partners
33
Cash Expenditures
Sub-grantee must maintain records regarding cash
contributions
• Evidence of cash received
– documentation of sources, including copies of deposited
checks, deposit slips, receipts provided to donors, etc.
• Evidence of cash expenditures or outlays
– Invoices, purchase orders, canceled checks, receiving
receipts, etc.
• Services by personnel of the grantee
– Time and effort reports
34
In-Kind Match Record Keeping
Sub-grantee should maintain records regarding inkind contributions
• Description of item received, including manufacturer’s
serial number and model number, if applicable
• Name of person or entity that donated it
• Date of donation
• Method Sub-grantee used to determine value of item or
service (See EDGAR, 34 CFR 74.23 and 80.24 for
information on valuing volunteer services and donated
supplies, equipment, buildings and land)
35
Budget Modifications
• Sub-grantee must request prior approval for certain postaward changes to the Federal grant budget
• Same prior approval rules apply if Sub-grantee wants to
make certain changes to the non-Federal
(matching/cost-sharing) budget
• Sub-grantee should notify ED if:
– Partners contributing to the match/cost-share change during the
budget period or if major sources of planned matching/costsharing contributions do not materialize
– Sub-grantee is having difficulty meeting required level or amount
of match/cost-share specified in the Grant Award Notification
Avoiding Common
Reporting Findings and
the Role of Audit
37
Monitor Your Expenditures
• Expenditures must not exceeded budget
by more than 10%, or $1,000, whichever is
greater
• Maintain communication with staff and
finance
• Review accounting records regularly
38
Budget Changes
• Must be submitted as soon as possible
39
Avoid Errors on Timesheets
• Signed and dated
• Correct hours
• Calculations on timesheets and payroll agree
40
Cost Allocation
• Must be reasonable, consistent, and
equitable
• Predetermined budget estimates are not
allowed
• For effort and salaries allocation based on
after-the-fact principle
41
Cost Center/Account Codes
• Use correct codes
• Set up cost center or assign account for
NYGEAR UP expenditures
42
Use Correct Cost Category
• Travel: student transportation and staff travel
between sites
• Supplies & Materials: t-shirts
43
Engaging Contractors/Vendors
• Cost or price analysis needed or solicit price
quotes
• Briefly document reason for selecting one
contractor over another
44
Written Contract for Contractors
• A must, in the interest of both parties
• Contract should include:
–
–
–
–
Cost of service
Scope of service
Payment method
Period of service
• Monitor performance and cost
45
Inventory Control
• Maintain control of Equipment/Supplies &
Materials items
• Federal Threshold: $5,000
• Maintain updated inventory list
46
Entertainment Costs
• Tickets for movies, amusement parks, ball
games may be considered as
entertainment costs
• Business meals for staff or vendors are
not charged to the program
47
Document Matching Costs
• Develop a matching contribution form
• Ensure records are verifiable
• Ensure matching is not from other federal
sources
48
Conduct All Activities
• Notify HESC NYGEAR UP Office if you
cannot provide certain services proposed
49
Activity Documentation
• Ensure activities are supported by
documentation
–
–
–
–
–
–
Attendance records
Tutoring logs
Emails
Letters
Board minutes
Flyers
50
Service Cohort
• Ensure that services charged to the program
are provided to the program cohort
51
Annual Performance Report
• Ensure line items are supported
52
Questions: Audit Hints/Match
Requirements?
53
Audit Report Process
•
•
•
•
•
Exit Conference
Draft Report Issuance
Audit Response
Follow up on Audit Recommendations
Closeout
Thank you