November
th
5
PD Meeting
Updates &
Announcements
Agenda to cover
• Meet our “newest” team member!
• Grants process
• Report-back: Linda’s Site Visit Report (Beth)
• Grantee meeting updates (Beth)
• Evaluation Support (Beth)
• Fiscal and Budget Management for Program Staff
• Background Check updates (Amnesty Period)
• Other Reminders and Announcements
Welcome Suzana Kantardzic,
Senior Program Officer
Please join me in congratulating Suzana
Kantardzic, who has been promoted to Senior
Program Officer. As a long-standing member of
our team, we are excited to have Suzana
assume this leadership role. In this new position,
created in response to the increasing demands
placed on states and the field by CNCS, Suzana
will assume responsibility for the day-to-day
management of the AmeriCorps team, lead our
efforts to ensure compliance and high-quality
program support, and manage a small portfolio
of AmeriCorps programs.
Beth McGuiness,
Director of Programs
Beth McGuinness will continue to serve as MSA's
Director of Programs; however, her role will shift
to have more of an outward focus - supporting
the expansion and replication of effective
program models. This will include working with
existing partners to support the expansion of
currently-funded programs with demonstrated
results, as well as supporting new partners in
replicating proven models from across the
country that could help to meet the needs of the
Commonwealth.
Follow Up from MSA’s
CNCS Site Visit
2015-16 Grants Process
– Intent to Apply, in to CNCS on December 10th
– Competitive Applications Due January 21st, 2015
– Changes in RFP: length, logic model, performance
measure percentages
– Clarification period March
– Early May - Notification of funding for competitive
applicants
– Formula deadlines (continuations and recompeting)
**CNCS is in talks with the HUD, the Department of
Education, and the Department of Transportation
Compliance Findings from Linda’s Site
Visit Report
• Member evaluations
– Some files missing evals
– Some evals missing some of required items
• Did member serve all hours?
• Did member satisfactorily complete assignments?
• Did member meet the performance criteria?
• Grievance procedure in some contracts did not
include the correct language
Compliance Findings from Linda’s Site
Visit Report
• Not all member contracts (and timesheets if
applicable) included the complete list of
prohibited activities
• Not all member files included enrollment/exit
forms (applicable if you still use paper forms)
• Criminal history check issues
Updates &
Announcements
from Grantee Meeting
From the Grantee Meeting
• September 12th!
• Upcoming changes to the progress report
• Members enrolling/exiting themselves in portal when
possible
• OMB “Super Circular”
• National Service Criminal History Check Assessment
Process
• IG Audits/Investigations
• Evaluations
Fiscal and Budget Management
for Program Staff
• Financial Management Systems
• Documentation of Matching Funds
• Reimbursement
Financial Management Systems
To ensure that grant-related expenses are
properly reported and that the program
maintains financial management systems that
include written cost allocation procedures and
systems that distinguish expenditures
attributable and not attributable to this Grant,
and that adequate supporting documents for
expenditures are maintained.
Documentation of Matching Funds
To ensure the program has sufficient
matching funds available for upcoming
program year and that these funds are
properly documented.
Documentation of Matching Funds
• Cash or in-kind match acceptable
• Documenting in-kind match – must include:
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–
–
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Date service provided and who provided it
Description of service provided
Value/how calculated
Signature of donor/service provider
Reimbursement
To ensure the program submits accurate and
timely reimbursements including a signed
Reimbursement Request Cover Sheet with
Program Initials, a PER, a General Ledger,
and a clear reconciliation report tying
expenses in the PER to the General Ledger.
Key Definitions
• FSR/Financial Status Report (Quarterly PER)
• PER/Periodic Expense Report
• Budget Summary Worksheet
• FFR/Federal Financial Report
• “Cover Sheet”/Request for Cash Reimbursement
Cover Page
• Backup/Supporting Documentation
Fiscal Reporting
• Quarterly Due Dates
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–
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–
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October 15 (13-14 AND 14-15 through September 30)
January 15 (through December 31)
April 15 (through March 31)
July 15 (through June 30)
October 15, 2015 (14-15 AND 15-16 through Sept. 30)
• Yearly audit submission (March 31, 2015)
Reimbursement Request Process
• At least quarterly
– Encouraged to request more frequently
• Payments made via check or electronic fund transfer
(EFT)
– EFT requires small transaction fee deducted from
reimbursement
– Contact July Afable to discuss/choose EFT
• 617-542-2544, ext. 225/jafable@mass-service.org
Reimbursement Request Process
• Complete reimbursement request includes:
–
–
–
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Cover sheet with original signature
PER for current request
Budget summary worksheet
General ledger, reconciliation report, other backup
documentation
– Individual member hours to date – Accountability
Log
• Reimbursements will not be processed until all
components are received
– MSA will not take responsibility for ensuring
completeness
Reimbursement Request Process
• Accurate reimbursement received by 15th processed
by 30th; received by 30th processed by 15th
– Inaccurate reimbursements returned for revision and will
be resubmitted for processing in the next
reimbursement cycle
– MSA adheres to 15 day processing timeline to account
for staff capacity, time off, etc.
• MSA does not advance funds
• MSA will review your request to ensure that adequate
progress is being made towards matching percentage
Budget Amendments
• Budget amendment consists of changing or moving
CNCS and/or match amounts
• MSA requests notification for all changes
• MSA approval required
– If amending more than 2% of total program budget
(CNCS and match total)
• CNCS approval required
– If amending 10% or more of total program budget
(CNCS and match total)
Budget Amendments
• Contact your Program Officer before
initiating a budget amendment request
• Include justification with budget
amendment request
• Budget amendments are subject to review
and can be rejected
• Be pro-active in discussing amendments
early in the program year!
Fiscal Site Visits
• Set up in spring by MSA’s fiscal staff
• Programs will have at least one fiscal visit per3year grant cycle
• Will also receive a written report with need to
respond
• Include but not limited to:
– Review of organization's internal control structure
– Review of prior audit reports and management letters
– Review of progress made from any prior audit and
management letter finding(s)
– Sampling of selected fiscal transactions
National Service Criminal History Check
Assessment Period
October 14, 2014 – November 30, 2014
National Service Criminal History Check Assessment
Period
• Identify at least two key staff persons responsible for
the grant and the NSCHC process. Require them to:
– Take the CNCS online training course
– Review the newly posted FAQs, revised as of October
10, 2014
– Take the NSCHC online quiz
• Complete the NSCHC Component Assessment Form
for all currently serving staff and national service
participant files.
• Review your written NSCHC policies and procedures
and complete the NSCHC Procedures Review Form
National Service Criminal History Check Assessment
Period
• Immediately conduct any missing components of the
checks and take any needed corrective action
• Complete the certification confirming you have
completed the steps for the assessment and online
survey – by November 12
• Maintain all documentation of your assessment,
including any required corrective action plans, the
completed NSCHC Procedures Form and the NSCHC
Component Forms
Any findings of non-compliance during this period will
not result in disallowed costs with the following
exceptions:
• If the individual refused to undergo the criminal
history checks or self-certify, as applicable.
• If the individual gave a false statement when the
program inquired about his or her criminal history.
• If a check component did not clear and the individual
was registered or required to be registered on a state
sex offender registry, or had been convicted of
murder.
• If a program has not initiated any check on at least
one of the individuals actively working or serving in
covered positions in their program as of the start date
of the assessment period.
Additional Announcements
• IPERA
• CNCS is making a shift to have members enter and
exit themselves in the portal.
• There will be an AmeriCorps week and a Mayor’s Day
this year.
• April 16, 2015 - MSA’s 2nd annual State of Service
event.
Next PD Meeting
is
January 28th