Government Emergency Shelter Grant 2009 Grant Management Training
Slide 2Dept Housing & Community Development FESG Program Contacts Dan Apodaca, FESG Program Manager ⁃ Amanda Lockwood, FESG Fiscal Officer ⁃ Angie Ogaz , HCD Rep II ⁃ Helene Hiromoto, HCD Rep II ⁃ Justin Jeremiah, HCD Rep II Your Team
Slide 3Major Items to be Covered Standard Agreement (Std 213) Financial Management Reporting Requirements Audits Monitoring Grant Management Compliance Special Terms and Conditions FESG Checklist Key Documents
Slide 4Standard Agreement (Std 213) By Reference, the FESG Grant App is a piece of the Contract Face Sheet incorporates the Term Dates, Exhibits and Signatures Exhibit A - Authority, Purpose & Scope of Work Exhibit B - Budget Detail & Payment Provisions Exhibit C - HCD General Terms & Conditions Exhibit D - State of CA General Terms & Conditions E xhibit E - Special Terms & Conditions
Slide 5Standard Agreement (Std 213) - Clauses Standard Non-Discrimination Clause Efforts to contract little, minority and ladies' business undertaking; and work surplus territory firms Efforts to give work to lower salary inhabitants (HUD Section 3)
Slide 6Standard Agreement (Std 213) - Conditions Prior to charging costs to the FESG Grant Contract must be endorsed & executed by the State All unique conditions & confirmations must be met Contractors must begin using stores on the affirmed extend inside 180 days from date of honor notice One Advance (30 day progress or $5,000 whichever is more noteworthy) is reasonable inside 60 days of the Contract begin date
Slide 7Standard Agreement (Std 213) - Budget Major Budget Activities are: Rehabilitation/Renovation ( RR ) Operations ( OPS ) Essential Services ( ES ) Homeless Prevention ( HP ) Supervisory Shelter Administration ( SSA ) Grant Administration ( GA )
Slide 8Standard Agreement (Std 213) - Budget Before presenting your first PAR frame, confirm that the movement sums recorded are precise and reliable with Exhibit B, Page 1, of your Contract Budget Sheets will be sent upon endorsement and execution of your agreement All washes to spending plans bed covers require HCD Rep endorsement
Slide 9Standard Agreement (Std 213) - Budget Revisions Budget Revision Request Form is required for the accompanying exchanges: Contract Amendment Change the Scope Make aggregate exchanges between Major Budget Activities surpassing 10% of the aggregate concede sum Contractor Name Change Budget Revision Revise sums between Major Budget Activities of 10% or less Line Item Revision Revise sums inside Budget line things under a similar Major Budget Activity Note: Include Detailed Breakdown of Individual Staff Costs and Summary of Non-Staff Project Costs
Slide 10Standard Agreement (Std 213) - Advance of Funds Advance ask for is DUE inside 60 days of the agreement begin date State FESG controls take into consideration a progress of up to 30 days money needs or $5,000 whichever is more prominent Use PAR shape to demand Advance FESG Expenditure Detail Sheet, in support of your progress, is expected inside 30 days of the end of the propel period
Slide 11Financial Management Grantee must keep up a budgetary bookkeeping framework that gives exact, present and finish revelation of monetary status of every give bolster action Inform your HCD delegate if there are any administration, approved agent, financial contact or staffing changes Fiscal contact is in charge of keeping up and presenting all FESG structures and reports
Slide 12Financial Management - Fiscal Files All steady contract and financial documentation must be kept up in document and made accessible at HCD's ask for Files ought to be: Current In Chronological Order/PAR # Support Expenses that were repaid Well sorted out
Slide 13Reporting Requirements Program Activity Report (PAR) Quarterly Reports Annual Performance Report HUD Section 3 Report Audits Monitoring Close-Out
Slide 14Reporting Requirements ⁃ Program Activity Reports (PARs) Submit PARs no not as much as quarterly Submit FESG Expenditure Detail sheets with every PAR Costs must concur with your affirmed spending sheets, including staff/non-staff cost sheets Allow 6-8 weeks for preparing
Slide 15Reporting Requirements ⁃ Program Activity Reports (PARs) Common Causes for Delays in Processing PARs PARs not finished accurately Ineligible costs asked for, cost points of interest are obscure, portrayal of cost is missing, dates or potentially charging periods are missing, work grouping not noted, and so forth Un affirmed work arrangement is utilized Costs charged to mistaken spending action Mathematical blunders N ot adjusting to closest dollar Unresolved issues
Slide 16Reporting Requirements ⁃ Quarterly Reporting Due 30 Days After the End of the Quarter Quarters are: Oct 1, 2009 thru Dec 31, 2009 Due: Jan 30, 2010 Jan 1, 2010 thru Mar 31, 2010 Due: Apr 30, 2010 Apr 1, 2010 thru Jun 30, 2010 Due: Jul 30, 2010 Jul 1, 2010 thru Sept 30, 2010 Due: Oct 30, 2010 Note: Late reports result in lower scores on future FESG Apps
Slide 17Reporting Requirements ⁃ Quarterly Reporting – S A M P L E
Slide 18Reporting Requirements ⁃ Other Reporting Annual Performance Report-Reports FESG achievements on a yearly reason for each FESG contract HUD Section 3 Report-Reports the "Monetary Opportunities for Low and Very Low-Income Persons alluded to as Section 3 occupants
Slide 19Audits Refer to the Grant Management Manual Type of reviews, grantee obligations in selecting an evaluator and how to get ready for a review. Noncompliance with review prerequisites will endanger FESG financing Federal Requirements: Must be finished by an autonomous auditor Required if grantee gets $500,000 or more in government help amid FY P erformed every year
Slide 20Audits Authorities Audit necessities are illustrated in OMB Circular A-133 Can get to OMB Circulars at http://www.whitehouse.gov/omb/handouts/index.html State Standard Agreement Can get additional data in the FESG Grants Management Manual
Slide 21Monitoring ⁃ Site Monitoring Programs that are chosen to be observed depend on Risk Assessment Evaluations led by HCD Rep. Records and archives HCD will ask for: Financial records (PARs) Audit reports Supporting project documentation Personnel and customer documents Physical site for wellbeing & security
Slide 22Monitoring ⁃ Desk Audit Process Programs that are chosen to be observed depend on Risk Assessment Evaluations directed by HCD Rep Information asked for depends on the hazard appraisal After survey, HCD gives a letter laying out discoveries with request for confirmation of restorative activity, if necessary Grantee reacts to HCD's solicitations quickly with composed notification of remedial moves made Note: Consequences for rebelliousness, can be no installment of assets, return of assets, refusal of future gifts or conceivable conclusion
Slide 23Monitoring ⁃ Site Monitoring/Corrective Action Process HCD Rep will impart any issues, concerns or discoveries with Contractor. HCD Rep will catch up in composing of any discoveries Verification of restorative activity will be required Note: Consequences for rebelliousness, can be no installment of assets, return of assets, dissent of future gifts or conceivable conclusion
Slide 24Close-Out ⁃ (Due by Oct 30th) Certificate of Completion and Certification of Grantee (Original mark required) Final PAR submitted inside 30 days after the agreement end date – recognized as "Last" Final Quarterly Report All Outstanding Program Reports Note: Late submittal will influence future scoring
Slide 25Grant Management Compliance Program consistence may affect future Rating and Ranking. Timely submittal of PAR, quarterly and yearly reports Collect factual data and archives supporting results Timely commitment of assets and consumptions Consistency in monetary administration
Slide 26Special Terms and Conditions ⁃ Equal Opportunity Requirements May not separate in regards to work Provide open doors for preparing and work to lower-wage people (Section 3) Formal strategy in regards to segregation Record Retention is 6 years
Slide 27Special Terms and Conditions ⁃ Procurement The Grant Management Manual has rules when buying and contracting for provisions, hardware and administrations gained in entire or to some degree with FESG reserves The purpose of acquisition rules is to guarantee an open and focused process in meeting elected objectives
Slide 28Special Terms and Conditions ⁃ Procurement Grantee Responsibilities: Establish a code of models or morals Competitive offering No copy or ineligible buys Efforts to pull in little and minority-claimed organizations Procedures to guarantee necessities are met Must keep up total documents to report consistence with these prerequisites Compliance with State Standard Agreement
Slide 29Special Terms and Conditions ⁃ Procurement Grantee must present a definite avocation of the requirement for gear/apparatuses when: Local government Purchase of $5,000 or more with a valuable existence of more than one year Nonprofit associations Purchase of $500 or more with a helpful existence of over one year Note: HCD must pr
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