AB 86: Adult Education Consortia Planning 2013-2015 4-4-14 - Grant Management Reporting System Webinar Series http://ab

1. AB 86: Adult Education Consortia Planning 2013-20154-4-14 - Grant Management Reporting SystemWebinar Serieshttp://ab86.cccco.edu

2. 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

3. 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.

4. Existing AB 86 Titles • Primary Contact • Fiscal Agent • District Chief Business Officer • Superintendent /Chief Executive Officer

5. 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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7. 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.

8. 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

9. 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

10. 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

11. 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.

12. Payment % for Expenditure Reporting (cont.) • Advance payment – 50% up front • 1stQuarter 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 31st2015 – 10% - new • End of grant June 30, 2015 • Final Report Due – August 31, 2015

13. 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.

14. On-Line Reporting System • Budget Input • Expenditure Input • Budget Changes • Activity Reporting • Budget Narrative • Restricted Object Codes

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16. On Line System Processes • Quarterly & Expenditure Reports • Subcontracting Approval • Budget Changes • Personnel Changes • Modifications

17. 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.

18. 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)

19. 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.

20. Indirect Costs • Limited to 4% of the total grant.

21. 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.

22. 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 consortia leadership

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

24. 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?

25. 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.