Federal Grants Catalog ( sabr s reporting)

1. September 2013 Grant Brown Bag Session Federal Grants Catalog (sabrs reporting) By: Tracy Morkunas, CPA September 17, 2013

2. New Reporting On Federal Grants • On July 31, 2013, a memo from the Dept. of Administration, Office of Management & Budget (Peter Marino) was sent to all State Agency Directors • State Agencies asked to enter information about all Federal awards including budget amounts • The information was to improve federal fund transparency and will assist both OMB & agencies in responding to federal policy changes & directives • Data to be entered into the SABRs system • Updated Quarterly – first submission due October 1, 2013

3. Where Did This Request Come From? • Due to Sequestration (Effective March 1, 2013) • RI Governor’s Office was requested to demonstrate the impact of the cuts • Found they did not have a good handle on Federally Funded Grants • New reporting intended to streamline any future information requests

4. Which CCRI Grants are Impacted? CCRI Reports On: • EOC • ETS • ACCESS • ACCESS Newport • TAACCCT (PACE) • Electric Power • Geology Textbook May Receive Questions On: • EPSCoR • AST • RIECE • DLT Trade • Connect2College • STEM Plus • Career Pathways • GED to College • Transition to College • REACH

5. Reporting Requirements • Must upload all Grant Award Notifications, Terms & Conditions, any subsequent changes • Identify each Direct Federal Grant & provide: • Award # / Amendment # (if applicable) • Federal Awarding Agency • Begin Date, End Date, Liquidation Date • Current Award Amount, Cumulative Award Amount • Amount of Award Budgeted for current State FY • Amount of Award Budgeted for next State FY

6. Reporting Requirements, continued • Program Purpose • Brief description of the program purpose (700 character max) • Match required (if applicable) • Administrative Set Aside Percent/Amount (if applicable) • Indirect cost rate assessed to the Award

7. Screen Print of SABRS Reporting

8. What do Grant Directors Need to DO? • Send Program Purpose to Chief Accountant (Tracy) • Brief description of the program (700 character max) simple enough to be understood by the taxpayer • CANNOT use any abbreviations, i.e. Dept. or CCRI • Write out Department and Community College of Rhode Island • Copy of the Terms & Conditions • Also send to Tracy • Anytime you receive a new Grant Award Notification or Amendment/modification  Send to Tracy

9. GD’s Responsibilities, continued • Help determine the Amount of Funds to be Budgeted in Current and Next STATE Fiscal Year • For this round, we (Controller’s and Business Office) are using the Budget Projections that were prepared in August 2013 • Communicate any major changes within the grant to the Chief Accountant (Tracy) • Be ready to answer any questions that may arise from this reporting

10. What Questions will they ask? • We’re not entirely sure yet! • Only 1 example was given: • If spending is far from the budget provided, they may ask why • They might ask questions if: • Budgeted spend is much higher/lower than the current year’s grant award • If a cut/increase in grant funding, may want to know the employment & participant’s impact

11. Reporting Frequency • SABRs reporting is updated quarterly • First report is due October 1, 2013 • After the initial report, maintenance should be minimal • Primary changes will be at the close of the State’s Fiscal Year (June 30) and when Amendments, Modifications, and new grant years are initiated

12. Summary • Dept. of Administration (OMB) is requesting information on Direct Federal Grants • First reporting due 10/1/13 & quarterly updates • Grant Directors need to prepare: • Brief Program Purpose statements • Forward Copies of Terms & Conditions • Send all new materials to Chief Accountant • Help with current & future grant budget (State’s FY) • Be ready to answer OMB’s questions

13. Question & Commentary Period