July 22, 2015

FY 2016 CTF General PreventionCompliance Seminar

Introduction

Staff Kirk Schreiber, Executive Director kirk.schreiber@oa.mo.gov Laura Malzner, Program Coordinator laura.malzner@oa.mo.gov Paula Cunningham, Public Affairs Coordinator paula.cunningham@oa.mo.gov Alicia Whitson, Executive I/Office Manager alicia.whitson@oa.mo.gov

CTF Contact Information

• Website Address: ctf4kids.org • Email Address: laura.malzner@oa.mo.gov • For submitting invoices: ctf.invoices@oa.mo.gov

• Phone: 573-751-6511

• Address Information:

P.O. Box 1641 301 W. High, Room 860Jefferson City, MO 65102 Jefferson City, MO 65101

Today’s Topics

Financial and Policy Information

Program and budget revisions

Monitoring

Performance Reporting

FY 2016 CTF General PreventionGrant Contract Period

July 1, 2015 through June 30, 2016

Financial Requirements

Accurate financial records

Record retention (5 years from termination date)

Audit requirements

Procurement Policies

Allowable costs

Competitive bids

Sole/Single Feasible Source procurement

Local Match

Year 1 = 0% of total project cost Year 2 = 0% of total project cost Year 3 = 25% of total project cost Year 4 = 50% of total project cost Year 5 = 75% of total project cost

Local Match

Local match restrictions– Same use as state funds

– Expended/obtained during contract period

– Records of match maintained Source Amount Period used

– Reporting match

Printing/Media

Acknowledge funding source

EXAMPLE:

“Funding for this project made available through Missouri’s Children’s Trust Fund”

CTF logo graphics are available on the CTF website: http://ctf4kids.org/request-for-literature/logosgraphics/

Monthly Invoice

CTF invoice form must be used to request reimbursement for grant- related expenditures

Important – the CTF invoice form format has changed for FY 2016

Monthly Invoice Form

1st Column = Approved budget 2nd Column = Expenditures for the month 3rd Column = Year-to-date totals (including the

amounts being requested on the current invoice)

4th Column = Balance remaining after subtracting column 3 from column 1

Monthly Invoice Form - Match

5th Column – Local match accrued for the month

6th Column – Total local match reported for all preceding months

7th Column – Local match reported year-to-date

GENERAL

Actual expenses must be claimed

Expenses must be incurred during the contract period

Match requirement depends on year of funding.

Back-Up Documentation

Back-up documentation (i.e. payroll records, timesheets, receipts, mileage logs, etc.) for expenses reimbursed through the CTF grant must be maintained on-site. It is not necessary to send in the documentation when requesting reimbursement.

Salaries & Fringe Benefits

Maintain timesheets to verify time attributed to project-related activities;

Maintain documentation supporting any fringe benefit costs reimbursed through the contract:– Invoice for group medical insurance;– Verification that payroll taxes are paid;– Workers Comp & Unemployment

Contractual/Consultant Expenses

Written contract (maintained on file)– Services to be performed– Rate of compensation– Length of time services will be provided

Payment for services rendered

Services provided during contract period

Equipment & Supplies

Copy of invoice for equipment must be attached to the Invoice

Receipts/invoices for supplies must be maintained on-site, but do not need to be submitted with the monthly invoice/request for reimbursement

Travel & Training

State mileage rate is capped at 37 cents/mile (maintain mileage logs);

Maintain receipts/invoices for any lodging, meals &/or registrations reimbursed through the CTF contract;

Any training not specifically approved in your contract’s budget must be approved by CTF prior to registration.

Completing the Monthly Invoice

Do not combine budget line items

Double check your figures

When Are The Invoices Due?

Postmarked by the 15th of every month or emailed to: ctf.invoices@oa.mo.gov

15th on weekend or Holiday? Next business day.

Faxes are not accepted, except in extenuating circumstances.

Grantee’s responsibility to ensure we receive it on time

What Happens if the Invoices are Late?

Report may not be processed until the next month

If contract-related expenses are more than three months in arrears in terms of requesting reimbursement, payment will not be issued

Why is My Reimbursement Less Than I Requested?

Mathematical Errors

Unapproved expenses claimed

Monitoring findings

Requested amount exceeds balance available

Program Revisions

Change in program activities

Change in project site

Change in Project Director or Authorized Official

Change in Project Staff

Budget Revisions

A formal amendment request is required when:

– Moving more than 10% of grant funds from one approved budget category to another or when proposing to add or delete a budget item.

– Requests may be submitted via email to laura.malzner@oa.mo.gov

SF Protective Factors

All first year partners are required to have CTF-funded staff complete the on-line Bringing the Protective Factors Framework to Life in Your Work training.

The training includes seven learning modules, all of which must be completed by June 30, 2016. Certificates of Completion for each module must be submitted with the FY 2016 Annual Report due July 31, 2016.

www.ctfalliance.org/onlinetraining

Monitoring

Within 18 months for first-year programs.

An additional review may take place during years 2-5 for continuation projects :– On-site monitoring– Desk-top monitoring

Purpose of Monitoring

Ensure compliance with state and, if applicable, federal guidelines

Verify costs reimbursed through the contract

Opportunity to meet with grantee program staff

On-Site Monitoring

Contacted by CTF to set up date

Confirmation e-mail of date and time

Info/documentation needed

What if Compliance Issues are found?

While on-site

After the visit is completed

Notification

Special Conditions

Outcome Information

Required as part of application process for continuation projects (entering years 2-5)

Start keeping track now! The annual report form will be emailed to the contact on file and is available on the CTF website http://ctf4kids.org/program-partners/grantee-information/

Mid-Year Report

All first-year programs are required to submit a mid-year progress report. The mid-year report covers the six months (July 1st – December 31st) and is due January 31st.

This report will be emailed to contact on file and is available on CTF’s website

http://ctf4kids.org/program-partners/grantee-information/

CTF Annual Report

Due July 31, 2016 Project goals, objectives and outcomes Numerical and Anecdotal info

Protective Factors Survey

All first-year, secondary prevention projects are required to use the Protective Factors Survey:

(http://friendsnrc.org/protective-factors-survey). One assessment at intake must be completed. Follow-up assessments must be completed at least once per year (TBD). CTF will be piloting the use of the Protective Factors Survey in FY 2016. The Protective Factors Survey will be in addition to any other assessments that may be required by specific curriculums or models.

Protective Factors Survey

Specific instructions will be emailed to the contact on file.

The Protective Factors Survey must be used beginning no later than October 1st. First batch of surveys to be submitted to CTF in November (for October).

Forms

Mid and Annual Report forms will be available on our website

Invoice form also available on website Program Coordinator will email the mid and

annual report forms along with a reminder 4-6 weeks prior to due date.

Invoice form has been emailed to the primary contact

Forms, Con’t…

The Vendor Input Form and the Vendor ACH/EFT Form are now one in the same and are accessible at:

http://oa.mo.gov/sites/default/files/vendor_input_ach_eftd.pdf

Questions?