AB 86: Adult Education Consortia Planning 2013-2015

4-4-14 - Grant Management Reporting SystemWebinar Series

http://ab86.cccco.edu

AB 86 Grant Management Agenda

• Grant Definitions• Terms & Codes• Funding Process• Due Dates / Payment Dates• On Line System• Direct / Indirect• Fiscal Agent• Allowable Costs• FAQs

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Purpose of Today’s Webinar

• Provide details on the pre-programmed labels.• Introduce the new reporting system –

piggybacking on an existing system.• The AB 86 Workgroup’s intent for shared

leadership.• Review new processes and terminology.• Answer questions.• Reminder – it’s a planning grant.

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Existing AB 86 Titles

• Primary Contact• Fiscal Agent• District Chief Business Officer• Superintendent /Chief Executive Officer

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New Terminology

• Project Director – regional consortium designation for person to enter reportable activities.

• Chief Business Officer - regional consortium designation for person to enter fiscal data.

• Access requires a password.• Either person can be a designee.• Training in late May or early June.

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Grant Terms & Codes

• Simplified Oversight • No resource codes • No funding profile

• AB 86 funding source – from state /Prop 98• Use the AB 86 Grant Face Sheet• Grant agreement number: 13-328-XXX• Award Amount• Terms of grant March 5, 2014 to June 30, 2015.

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Funding Process

• See Appendix D - Article I of the CoE– Authorizes 50% of the grant up front.– Grant Agreement must be fully executed.– Payment Process

• Progress Payments for the other 50% – Quarterly Expenditure Reports– Reports are reviewed & approved by AB86 staff– 10% will be withheld pending completion

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Communications to the Field

• Primary Contact Survey• E-mail Confirmation on budget document• Member participation forms• Naming convention for State Controllers• Letter of Intent• Grant Face Sheets

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Due Dates for Expenditure Reporting

• 1st Quarter July 31, 2014• 2nd Quarter October 31, 2014• 3rd Quarter January 31, 2015• 4th Quarter April 30, 2015• 5th Quarter July 31st 2015 - new• End of grant June 30, 2015• Final Report Due – August 31, 2015

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Payment Schedule

• From Article I (Appendix D) • Grant Agreement / Program Specific Legal

Terms and Conditions• Will need to revise dates under section 4 -

Reporting.• Advance Payment of 50% of the total amount.• Other 50% in the form of progress payments.

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Payment % for Expenditure Reporting (cont.)

• Advance payment – 50% up front• 1st Quarter July 31, 2014 - 10%• 2nd Quarter October 31, 2014 – 10% • 3rd Quarter January 31, 2015 – 10%• 4th Quarter April 30, 2015 – 10%• 5th Quarter July 31st 2015 – 10% - new• End of grant June 30, 2015• Final Report Due – August 31, 2015

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Progress Payments

• Payment will be made after review and approval of quarterly reports.

• Withholding of the last 10% pending satisfactory performance and submittal of final report.

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On-Line Reporting System

• Budget Input• Expenditure Input• Budget Changes• Activity Reporting• Budget Narrative• Restricted Object Codes

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On Line System Processes

• Quarterly & Expenditure Reports• Subcontracting Approval• Budget Changes• Personnel Changes• Modifications

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Subcontracting Approval

• Grantees must obtain written approval of the Project Monitor prior to the selection of subcontractors or subgrantees to perform services under the AB86 grant agreement.

• Need to disclose the intended purpose, amount of the subcontract, identify the proposed subcontractor, and certify that subcontractor was selected according to local policy and procedures.

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Subcontracting (cont.)

• On-Line Reporting System• Requires the following information for

subcontractors:– Name of subcontractor– Activities that they will be performing– Term dates of the subcontract– Purpose – why was this subcontract necessary for the AB86

Regional Consortium Planning Grant?– E-mail Contract the Project Monitor the subcontract budget

(Object Code Based)

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Subcontracting (cont. 2)

• Will provide a budget sheet to be completed for any subcontracts.

• Budget sheet will need to have the breakdown by object code.

• Ensure that your subcontracts follow local district policies and procedures.

• Also – follow the terms & conditions in Article II (#11) on subcontracts.

• All subcontracts need to be auditable.

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Indirect Costs

• Limited to 4% of the total grant.

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Fiscal Agent

• The fiscal agent is not a governance role.• Role is to receive and be responsible for funds.• Regional consortia determine how those funds

are used.• Regional planning includes shared leadership

and decision making.

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Role of Fiscal Agent

• Banker• Provides fiscal oversight• Third-party contracting or sub-contracting– Obtains permission from CCCCO

• Who, what, where, when, why

– Follows local district guidelines• Legal fiscal relationship with CCCCO• Fiscal Agent distributes funds based upon the

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Unallowable Activities

• Out of Country Travel • Equipment• Capital Outlay (object code 6000)• Other Outgo (object code 7000)

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FAQs

• Can you clarify direct costs?• Is a MOU considered a subcontract?• How can we pay teacher salaries?• Can we pay for dinners?• Can we purchase laptops & Ipads?• What about out of state trips?

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Questions and Recommendations

• Email the work group at ab86@cccco.edu

• Visit the AB 86 website at http://ab86.cccco.edu

• Share the good work that you are doing by being a webinar presenter –Contact the Work Group at ab86@cccco.edu. 4/4/2014