HHS Compassion Capital FundOpportunity Grants Management Webinar

May 15 & May 16, 2008

Facilitators: Michelle D. Dunlap, Program Manager, MI NOW! Program Tina Bruce, Accounting & Business Manager, MNA

Grants Management Agenda

Opportunity Grants (Sub-Award) Authority & Purpose

Implementation Guidelines Bookkeeping & Documentation MNA Monitoring Reporting:

Final Financial Reports (Expense Report & FS 269A) Final Program Report (Evaluation)

Media Press Release Questions & Answers

Opportunity Grant (Sub-Award) Overview

Authority: Sub-awards are made possible through the Compassion Capital Fund Demonstration Program under the authority of the U.S. Department of Health & Human Services (HHS), Administration for Children and Families (ACF), Office of Community Services (OCS).

Purpose: To provide funding for the implementation of activities that are critical

to the long-term viability of small faith & community-based organizations to increase the effectiveness of organizational operations and programmatic activities.

Implementation Guidelines

Grant funds used only for the “Purpose(s)” stated on organization’s award letter and Memorandum of Understanding (MOU).

Spending according to the approved “Line Item Budget” included with the check and copy of the signed MOU you will receive by May 27, 2008.

Implementation period is May 27-August 31, 2008. All grant funds must be expended by August 31, 2008. No

extension of time will be granted. Return any unspent grant monies to the Michigan Nonprofit

Association by September 5, 2008 with the Final Financial Reports.

All Final Financial & Program Reports are due by September 5, 2008. No extension of time will be granted.

Implementation Guidelines (cont’d)

Requests for Budget Changes: Must be submitted in writing via email from the

organization’s contact person on MI NOW! record at least 15 days in advance of anticipated purchase; and wait for a written response before expending any funds.

Send request to: Michelle D. Dunlap, Program Manager, email address: mdunlap@mnaonline.org.

Implementation Guidelines (cont’d)

Invoice from Michigan Nonprofit Association (MNA) Each Sub-awardee organization will receive an invoice for the full amount

of the grant award in August 2008. Invoice will remain active as a liability owed to the MNA until the sub-

awardee organization has submitted the required Final Financial & Program Reports with attached receipts by September 5, 2008

The sub-awardee organization will return the full amount of the grant award as invoiced if the reports are not submitted and or received by the designated party by September 5, 2008.

Checks should be maid payable to the Michigan Nonprofit Association and mailed to: Tina Bruce, Accounting & Business Manager, Michigan Nonprofit Association, 1048 Pierpont, Suite 3, Lansing, MI 48911.

Bookkeeping & DocumentationDesign an internal system to group grant activities and

documents. Include items such as: Notice of grant award, amendments and original grant

application Expenses/vendors, consultant agreements, etc. General correspondence Monthly financial reports (e.g., budget to actual)

Primary Goal

All expenditures should contain documentation (i.e., brief descriptions, agendas, reports etc.) that supports why the transactions are allowable under your MI NOW! Opportunity Grant (Sub-award)

Accounting records should trace back to the source documentation

Documentation (receipts) will be required for each individual purchase approved under each budget category on your “Line Item Budget.”

Personnel Expenses

Salary Documentation Timesheets Quarterly payroll returns (941) Payroll register Personnel file with salary/wage information Employment contract Cancelled checks/Direct deposit schedule

Must reflect an after-the-fact distribution of the employee actual activity

Must account for the total activity of each employee approved to receive dollars from the Opportunity Grant

Must be prepared at least monthly and should coincide with one or more pay periods

Must be signed by the employee Budget estimates do not qualify as support for expenditures

Personnel: Time & Activity Reporting

Under OMB Circular A-122

Personnel Fringe Benefits

You must have supporting documentation for amounts charged to grants

Insurance receipts Cost allocation plan Paid invoices

Travel

Travel authorization – travel expenses chargeable to your grant must be consistent with the travel policies of your organization

Paid travel-related receipts/invoices (i.e. lodging, conference/training registration, car rental, etc.)

Per diem rates (i.e. meals; based on organization’s written policy)

Mileage calculations Travel reimbursement requests Reconciliation of advances to payments

Equipment

Purchases of equipment may not be incurred against this grant unless specifically approved in the budget.

No sub-awardee has costs of purchases of equipment at $5,000 or more per item, therefore, all actual equipment purchases under the Opportunity Grants were moved to the “Supply” budget category line.

Supplies

Consumable items or materials (also includes equipment with an acquisition cost of under $5,000 per unit)

Paid invoices/receipts that clearly shows amounts

Cost allocation plan, if used to allocate expenses, that demonstrates consistency of treatment. Costs must be uniformly treated for both federally financed and other activities within organization

Contractual/Consultant Services

Payments to consultants may not exceed $540 per day (exclusive of expenses)

Sub-awardee organization must retain signed consulting contract and invoices that support work provided

Other

Training/Classes attended off site Training/Course agenda Course description and cost Sign-in sheet Paid invoices

Recording Other Funding Sources/In-kind Contributions

Cost allocation plan, if used to allocate expenses, that demonstrates consistency of treatment

Costs must be uniformly treated for both federally financed and other activities within organization

Administrative Costs

No administrative or indirect costs may be taken by your organization for the implementation of the Opportunity Grant (Sub-Award)

Records Retention

Retain all financial and program records: 3 years from date of submission of Final Financial Reports

(Expense Report & SF 269) & Final Program Report

If there is an on-going audit: 3 years from final audit resolution

MNA Monitoring Michigan NOW! staff will be in communication with awardees at least bi-

monthly to monitor progress.

A compliance audit is taking place now via the MOU, Approved/Modified Budgets, and Grants Management webinar session.

Sites visits will be made at least once to each sub-awardee organization during the implementation period by the Program Manager via prescheduled appointments.

Once all Final Financial & Program Reports are received and audited, MNA will send each sub-awardee organization a “Letter of Completion” if all information balances and is in order. If any corrections are needed you will be notified via email with instructions. After

errors are corrected and everything is in order a “Letter of Completion” will be sent out to you.

Final Financial & Program Reports Final Financial Reports (Excel Workbook/Forms)

Expense Report (see handout) SF 269 (see handout)

Complete one report for each type of grant received (Technology & Other Capacity Building Grants).

Due by September 5, 2008 Access report template on MI NOW! website:

www.mnaonline.org/michigan_now.asp Save document on your computer Complete, print out, sign and mail with receipts to:

Tina Bruce, Accounting & Business Manager, Michigan Nonprofit Association, 1048 Pierpont, Suite 3, Lansing, Michigan 48911.

Expense Report (handout)

Fill in each column beginning with “Total Opportunity Grant Expenses Approved.” These will be the same figures listed on the “Approved Budget” you received with your check.

Next, fill in the “MI NOW! Actual Grant Expenses” column. These figures will be the total of the receipts/documentation you have for each budget category.

The last 2 columns are to be completed only if you documented “Other Funding Sources” and/or “In-Kind” Contribution expenses that were necessary to complete your project in your original proposal.

Attach all receipts/supporting documentation for each expense to this report before mailing it in to the MNA. Keep a copy for your records.

Attach a check for the balance of any unspent grant monies made payable to the Michigan Nonprofit Association (Note: if there is a difference between what was awarded and the total of actual expenses approved under the Opportunity Grant you owe the money back to MNA).

SF 269 Report (handout)

Required by HHS/CCF Complete the “Yellow” shaded areas only:

#3 Recipient Organization Info: Sub-awardee organizational information.

#4 Employer ID Number: Provided to organization by the federal government

#6 Final Report: Check “Yes”

#7 Basis: Check “Cash”

SF 269 Report (cont’d)

#10 Transactions: Complete line “c. Federal Share of outlays (Grant)” columns “II

and III only” This figure will be the amount of the Opportunity Grant awarded to

your organization.

Complete line “h. Total Federal funds authorized for this funding period” column “III only.”

This will be the same figure as the amount of the Opportunity Grant awarded to your organization.

Signatures/Name: Print, sign, telephone number and date where requested. Must be signed by the Executive Director/Ecclesiastical Leader.

Final Program Report (handout)

Complete one report for each type of grant received (Technology & Other Capacity Building Grants).

Due by September 5, 2008 Access, complete and submit report on MI NOW! website:

www.mnaonline.org/michigan_now.asp Before pressing the “Submit” button print out a copy for your

records. After you press the “Submit” button the report will go directly to

Deborah Foster, Administrative Assistant. MI NOW! Program.

Final Program Report (cont’d)

This report provides information related to the capacity building project facilitated by the Opportunity Grant that MNA is required to report to the U.S. Department of Health & Human Services, Compassion Capital Fund.

Complete all the information requested at the top of the form. Priority Content Area: Check the same box(es) you checked on

your original Opportunity Grant Application. Question #1: Type in the “Purpose” listed on the Memorandum of

Understanding (MOU) Agreement. Question #2: Check all those that apply to the purpose of your

grant award. In addition, all Sub-Awardees should check both boxes under bullet #3 “Proposed” and “Realized.”

Final Program Report (cont’d)

Question #3: Go through the list thoroughly and check off those capacity building activities that you actually accomplished with your grant.

Question #4: Respond to this question regarding Revenue Development, even if your Opportunity Grant did not focus on this content area. A negative response does not represent failure related to the goals of this program. In part (d) Remember, only to include amounts attributable to

Michigan NOW! supported capacity building activities. Enter zero “0” if there was no increase in funding.

Final Program Report (cont’d)

Question #5: Respond to this question regarding Program Development, even if your Opportunity Grant did not focus on this content area. A negative response does not represent failure related to the goals of this program. In part (c) Remember to include only the number of

additional people served when the improvement or expansion could be attributed to the Michigan NOW! Opportunity Grant. Enter zero “0” if there were no additional people served.

Final Program Report (cont’d)

Question #6: Describe any lessons your organization learned from the capacity building project in paragraph format.

Question #7: Describe your organization’s future plans for capacity building over the next two years in paragraph format.

Question #8: Share a human interest story that describes how the capacity building project has helped your organization better serve your clients directly or indirectly (be specific).

Question #9: If you have any printed materials that were developed as a result of your capacity building project list them and mail them to the address provided.

Final Program Report (cont’d)

Question #10: Reminder if you have unspent grant monies to return a check with your report.

Signatures: Insert electronically using instructions provided on the Michigan NOW! website “Instructions for Electronic Signatures”: www.mnaonline.org/michigan_now.asp

Media Press Release MNA will issue a statewide Press Release by the end of May 2008.

We will send you a copy via email. MSO’ partners will also issue a Press Release in their regions as

well. If your organization is contacted by any media representative(s)

regarding your grant award you can respond as follows: Give information regarding amount & purpose of your grant award from the Michigan

Nonprofit Association. Give information regarding your involvement with Michigan NOW! i.e. Group

Trainings attended, any Technical Assistance you were awarded if applicable; and any other information that supports how your organization is benefiting from the capacity building resources provided through the MI NOW! Program.

You should not release any copies of your Original Proposal or Memorandum of Understanding. If they request to see any of these documents please direct them to contact Michelle D. Dunlap, Program Manager, MI NOW! Program, Michigan Nonprofit Association, 517-492-2441 or via email: mdunlap@mnaonline.org

Questions & Answers

This power-point presentation and all reporting forms will be posted on the Michigan NOW! website: www.mnaonline.org/michigan_now.asp