New Contractor Orientation
September 20, 2011

• Welcome & Introductions (9:00am to 9:10am)
– Mercedes Perezchica, Program Officer
• Invoicing & Budget Modification (9:10am to 9:35am)
– Tamika Austin, Staff Accountant
• Progress Reporting (9:35am to 9:50am)
– Mercedes Perezchica, Program Officer
• Data Collection (9:50am to 10:10am)
– Holly Campbell, Research Analyst
• Contract Compliance Guidelines (10:10am to 10:30am)
– Jennifer Eckhart, Contracts Compliance Officer
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• Invoice Reporting
• Informal Budget Modification/Budget Changes
• Formal Budget Modification Process
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• Contact Name & Phone # line, please provide the name and phone # of the individual who is familiar with the expenses reported on the invoice form
• Must be based on actual expenses
• Must be according to the approved budget line items
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• Once an invoice has been paid, contractor
CANNOT make adjustments to prior month’s expenses. Prior months’ adjustments can be made only on the current month being invoiced
(with justification)
• Justification of previous months’ adjustments should be enumerated
• If budget changes have been made, please make sure to revise the “Approved Budget
Total” column on the invoice form
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• First 5 LA will place a HOLD on invoices, if contractor is not in compliance with the Grants Management
Dept. (i.e., missing reports, proof of insurance, etc.) and/or Finance Dept. (i.e., error in calculations, unallowable %, etc.)
• Invoices are to be submitted on a monthly basis
• due the 20 th business day of each month for the previous month
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• Must be signed by the agency authorized representative (listed on the Signature Authorization
Form)
• Payments are processed within 20 workings days of the receipt of the contractor’s invoice, if invoice is properly completed
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Position Employee Name
Total For the Pay Period (Jan-xx-2009 - xx-xx-2009)
Approved
Budget
Gross
Monthly
Salary
Approved
Budget %
Time on
F5LA Project
Budget
F5LA
Allocation
Amount
-
-
-
-
-
-
SALARY & BENEFITS BILLED TO FIRST 5 LA
% of
Actual Actual
Gross
Monthly
Salary
-
Salary charge to F5LA
Charge to
F5LA
-
-
-
-
-
-
Matching
Funds
(if applicable)
-
-
-
-
-
-
FICA
00.00 %
-
Total For the Pay Period (Jan-xx-2009 - xx-xx-2009)
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
SUI
00.00%
Health
00.00%
-
-
-
-
Workers
Comp.
00.00%
-
Other
Benefits
00.00%
Staff
Benefit
Amount
-
-
-
-
-
-
-
-
-
-
-
-
-
Total
Charge to
F5LA
-
-
-
-
-
-
-
-
-
-
-
-
Total Personnel Cost for the Month of January 2009 -
Jeffrey Samson:
This is the amount to be billed to First 5 LA for Personnel Cost for the month.
NOTE:
*** This template is for supporting documentation use only. You may use this template if your agency don't have any existing Personnel cost allocation system in place.
*** Please submit the filled Salary & Benefits work sheet or your Agency's internal Personnel Cost Allocation work sheet together with your invoice to support Personnel Cost.
*** Please fill in each column appropriately per approved contract/agreement.
*** This template should only include Personnel Cost line items (from your approved budget). DO NOT INCLUDE CONTRACTED SERVICES.
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Invoice forms can be downloaded from our website at: www.First5la.org/Resources/Grantee-Documents
Then select “ Contractors”
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All invoices must be mailed to:
First 5 LA c/o Finance Dept.
750 N Alameda St., Suite 300
Los Angeles, CA 90012
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Rule 1: 10%
Changes for line item budget of $5,000 or more:
 You may increase/decrease the amount of the original budget line item by no more
than 10% without submitting a formal budget modification
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Rule 2: $5,000 or less
Changes for line item budget of less than $5,000:
 You may increase/decrease any amount of the original budget line item up to the original amount
When making a budget change, a memorandum explaining the changes must be submitted with the invoice
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Rule 1: 10% Example:
Budget Line Item
1.
Personnel $250,000
2.
Contracted Services 75,000
3.
Space 20,000
Amount
Rule 2: $5,000 or less:
Budget Line Item
1.
Supplies
2.
Telephone
$4,000
1,500
Amount
+ $25,000
+ 7,500
+ 2,000
Change
+ $4,000
+ 1,500
Change
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• Only two (2) Informal Budget
Modifications/Budget Changes will be accepted per contract year
When making a budget change, a memorandum explaining the changes must be submitted with the invoice
• If contractor exceeds two (2) budget changes, a
Formal Budget Modification will be required
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contractor must submit the following:
• Budget Modification Form
• Justification letter
• Revised Statement/Scope of Work (if modification impacts program activities)
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If the original line item is greater than $5000 and the change is greater is than 10% of the line item, contractor must obtain prior written approval before incurring any expenses requested in the modification.
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• Formal Budget Modification due by the 1 st of the month – to be effective the 1 st of the following month, if approved
• First 5 LA will not process e-mailed or faxed budget modifications
• Formal Budget Modifications will not be processed during the first two months and the last 3 months of the contract year
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Formal Budget Modifications are not retroactive
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• Plan the Formal Budget Modification with the understanding that the requested changes will be effective one month after submission, if approved.
Example: Your agency plans to hire a Case
Manager position with savings from the Equipment line item and the Formal Budget Modification is submitted to First 5 LA November 1st. The Formal
Budget Modification will be effective, if approved,
December 1st. Therefore, the Case Manager position should be budgeted for only 7 months (December –
June).
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The purpose of the progress report is to update First
5 LA on your contract on a quarterly basis until completed.
• Quarterly Progress Reports: Report on Scope of
Work objectives and activities.
– Actions taken to complete objective and activity
– Progress/delays
– Barriers/challenges
– Solutions/lessons learned
• Submit Deliverables
– Report on location/submission status of deliverables
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The progress report is a cumulative document.

• Progress Report Cover Sheet (Attachment A)
• Progress Report Matrix (Attachment B)*
• Baby Friendly Hospital Project Progress
Report Instructions
• Report Calendar
*Attachment B is unique to each contractor.
Your Program Officer will email this document to you.
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• SOW modifications can include (but are not limited to) addition/deletion of activities, and any changes that affect the budget, and/or delays in project
• All modifications are subject to approval by your First 5 LA Program Officer
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• Requests for SOW modifications must be submitted in writing at least 1 month prior to the requested effective date
• Requests for modifications will not be accepted during the first 2 months and the final 3 months of the contract year
• Limit of 2 SOW modifications per contract year
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Certificates of Insurance
Certificate Holder, additional insured, and loss payee should be endorsed as:
Los Angeles County Children & Families
First - Proposition 10 Commission, its officers, agents, consultants and employees.
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Coverages/Endorsements:
– Commercial General Liability
• Additional Insured Endorsement required
– Workers Compensation
• No endorsement required
– Professional Liability
• Additional Insured Endorsement required
– Business Auto Liability
• Loss Payee Endorsement required
– Crime
• Loss Payee Endorsement required
– Property Insurance
• Loss Payee Endorsement required
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Certificate of Insurance
• Must be maintained throughout Contract period
• Must have correct limits
• Must have correct endorsements
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Memorandum of Understanding (MOU)
• Required for
– All collaborative partners, subcontractors, and/or contracted services listed on Budget under the
Contracted Services and Evaluation Sections
• Name and amount on MOU must be the same as on the Budget Forms
• MOU must be signed by authorized signatories from both parties
• MOU’s need to be set up before services are received.
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• Only allowed the first year to the second year of a new project.
• Cannot be used for equipment and capital expenses the second year.
• No rollovers and formal budget modifications the first two months and the last quarter of the contract.
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• 60 days prior to contract expiration of the first year, Contractor submits a request to rollover funds with a detailed narrative (estimated amount) on letterhead signed by an authorized signatory. PO will review and notify contractor if the request has been approved.
• Upon approval of the final invoice, Contractor can determine exact amount of available funds to be rolled over.
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• After the first two months of the second year,
Contractor can submit final budget with rollover amounts and a scope of work modification along with a formal request to rollover funds.
• Contracts Dept. will process the rollover as an amendment.
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• Please note that rollovers should be submitted on the 1 st of the month in order to be effective the 1 st of the following month. (Ex: submit
November 1 st to be effective December 1 st )
• Rollovers are NOT retroactive.
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• Approximately 60-90 days prior to contract expiration, the PO will send you a timeline of the contract renewal process and go over all required documents.
• Contract must be signed and submitted to
First 5 LA no later than two weeks before the new contract start date.
• Contract will not be renewed until all required documents for the current year have been submitted.
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Mercedes Perezchica
Program Officer
(213) 482-7826 mperezchica@first5la.org
Tamika Austin
Staff Accountant II
(213) 482-7532 taustin@first5la.org
Holly Campbell
Research Analyst
(213) 482-5990 hcampbell@first5la.org
Lucy Lin
Program Officer
(213) 482-7546 llin@first5la.org
Rommel Hilario
Contract Compliance Officer
(213) 482-7830 rhilario@first5la.org
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