FY 2014 CTF General Prevention Compliance Seminar

1. FY 2014 CTF General PreventionCompliance Seminar July 31, 2013

2. 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

3. 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 860 • Jefferson City, MO 65102 Jefferson City, MO 65101

4. Today’s Topics • Financial and Policy Information • Program and budget revisions • Monitoring • Performance Reporting

5. FY 2014 CTF General PreventionGrant Contract Period • July 1, 2013 through June 30, 2014

6. Financial Requirements • Accurate financial records • Record retention (5 years from termination date) • Audit requirements

7. Procurement Policies • Allowable costs • Competitive bids • Sole Source procurement

8. 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

9. 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

10. Printing/Media • Acknowledge funding source EXAMPLE: “Funding for this project made available through Missouri’s Children’s Trust Fund” • CTF logo graphics are available

11. Monthly Invoice • CTF invoice form must be used to request reimbursement for grant- related expenditures

13. 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

14. GENERAL • Actual expenses must be claimed • Expenses must be incurred during the contract period • Match requirement depends on year of funding.

15. 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.

16. 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

17. 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

18. 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

19. 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.

20. Completing the Monthly Invoice • Do not combine budget line items • Double check your figures

21. 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

22. 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

23. Why is My Reimbursement Check Less Than I Requested? • Mathematical Errors • Unapproved expenses claimed • Monitoring findings • Requested amount exceeds line-item balance or balance available

24. Program Revisions • Change in program activities • Change in project site • Change in Project Director or AO • Change in Project Staff

25. Budget Revisions • Submit a formal request when requesting to: • Move more than 10% of grant funds from one approved budget category to another or when proposing to add a new budget item. Requests may be submitted via email.

26. SF Protective Factors All applicants will be asked to explain how their proposed services promotes/integrates one or more of the five protective factors: Parental Resilience Social Connections Concrete Support in Times of Need Knowledge of Parenting and Child Development Social and Emotional Competence of Children • http://www.cssp.org/reform/strengthening-families • Attachment 1 in the application packet • National Alliance of Children’s Trust Funds on-line Protective Factor Training – opportunity for bonus points…

28. Monitoring • Within 18 months for first-year programs. • At least once during years 2-5 for continuation projects : • On-site monitoring • Desk-top monitoring

29. Purpose of Monitoring • Provide technical assistance • Ensure compliance with state and, if applicable, federal guidelines • Verify costs reimbursed through the contract • Opportunity to meet with grantee program staff

30. On-Site Monitoring • Contacted by CTF to set up date • Confirmation e-mail of date and time • Info/documentation needed

31. What if Compliance Issues are found? • While on-site • After the visit is completed • Notification • Special Conditions

32. Outcome Information • Required as part of application process for continuation projects (entering years 2-5) • Start keeping track now! The annual report form was emailed to the contact on file and is available on the CTF website (ctf4kids.org)

33. 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 (ctf4kids.org)

34. CTF Annual Report • Due July 31, 2014 • Project goals, objectives and outcomes • Numerical and Anecdotal info

35. Forms • Mid and Annual Report forms will be available on our website: ctf4kids.org • 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

36. Forms, Con’t… • Vendor Input Form: http://www.oa.mo.gov/acct/pdffiles/vendor_input_form.pdf • Vendor ACH/EFT Application: http://www.oa.mo.gov/acct/vendor_ach_eftd.pdf

37. Questions?