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Grants Management Test for State and Local Educational Agencies

Grants Management Test for State and Local Educational Agencies. Tiffany R. Winters, Esq. twinters@bruman.com Erin Auerbach, Esq. eauerbach@bruman.com Brustein & Manasevit, PLLC Fall Forum 2013. Grants Management Test. Welcome Back! Please put all of your books away.

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Grants Management Test for State and Local Educational Agencies

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  1. Grants Management Test for State and Local Educational Agencies Tiffany R. Winters, Esq. twinters@bruman.com Erin Auerbach, Esq. eauerbach@bruman.com Brustein & Manasevit, PLLC Fall Forum 2013

  2. Grants Management Test Welcome Back! Please put all of your books away. You have 10 minutes to complete your 30 question pop quiz! Brustein & Manasevit, PLLC

  3. Question 1 Charter School Program Guidance 2011 (applied A-122) but an OIG Audit in MI 2002 (applied A-87) A charter school is subject to: • OMB Circular A-21 • OMB Circular A-87 • OMB Circular A-122 • I have no idea Brustein & Manasevit, PLLC

  4. Question 2 34 C.F.R. § 76.710 BM Handbook pg. 92 Carryover funds are subject to the laws that existed when the funds were initially granted to the State/school district. • True • False Brustein & Manasevit, PLLC

  5. Question 3 CMIA § 205.12(b)(5) Under a reimbursement system, funds can be drawn down: • Once the obligation is made • Once payment is made to the vendor • When the budget is approved • Not until after the check has been cashed Brustein & Manasevit, PLLC

  6. Question 4 34 C.F.R. §§ 75.707 and 76.707 BM Handbook pg. 63, 91 A teacher’s salary obligates to the grant when he/she signs their employment contract. • True • False Brustein & Manasevit, PLLC

  7. Question 5 34 C.F.R. § 80.20 BM Handbook pg. 112 LEAs must implement a financial management system that: • Can track expenditures down to the school-level • Is able to identify mandatory set-asides and add them, as necessary, to next year’s allocation • Tracks unobligated balances • All of the above Brustein & Manasevit, PLLC

  8. 34 C.F.R. §§ 76.730, 80.20(b)(6) and 80.42 BM Handbook pg. 93, 113, 130 Question 6 What types of source documentation are acceptable? • Hard copies of formal documents • Only formal documents submitted to ED • Both hard copies and electronic copies are required • Electronic or hard copies of final documents Brustein & Manasevit, PLLC

  9. Question 7 34 C.F.R. §§ 75.703, 76.709 and 80.23 BM Handbook pg. 63, 91, 114 An expense obligated on August 1, 2013 may be paid for with funds from: • The grant award that was issued on July 1, 2013 • The grant award that was issued on July 1, 2011 assuming that the Tydings Amendment applies • Either a or b. • Neither. Brustein & Manasevit, PLLC

  10. Question 8 34 C.F.R. § 80.21(i) BM Handbook pg. 114 Grantees and subgrantees must remit to USED any interest earned on cash advances over: • $100 • $500 • No earned interest must be remitted • All earned interest must be remitted to USED Brustein & Manasevit, PLLC

  11. Question 9 34 C.F.R. §§ 76.709 and 80.23(b) BM Handbook pg. 91, 114 In a State-administered program, is an SEA permitted to shorten the 27-month obligation period? • Yes, but only so that the dates align with the State’s fiscal year • Yes, but only so that the grant can be closed out by September 30th • No, unless the State has a good reason • Never Brustein & Manasevit, PLLC

  12. Question 10 34 C.F.R. § 80.25(g) BM Handbook pg. 116 The default rule is that program income may be added to the total amount of the grant. • True • False Brustein & Manasevit, PLLC

  13. Question 11 34 C.F.R. § 80.30(d)(3) BM Handbook pg. 118 A State must get prior approval from USED when employing a project director who is different than the director named in the grant application. • True • False Brustein & Manasevit, PLLC

  14. 34 C.F.R. § 80.32(d)(1) BM Handbook pg. 120 Question 12 Property records must include the following information: • Condition of the item • Vendor where item was purchased • Color of the item • Whether the item has helped increased performance • All of the above must be included Brustein & Manasevit, PLLC

  15. Question 13 34 C.F.R. § 80.35 BM Handbook pg. 121 An SEA/LEA can contract with a debarred or suspended contractor if the contract is below $25,000. • True • False Brustein & Manasevit, PLLC

  16. 34 C.F.R. § 80.36(b)(3) BM Handbook pg. 121 Question 14 A conflict of interest arises when any member of an employee’s family works for a vendor applying for a contract. • True • False • It depends Brustein & Manasevit, PLLC

  17. Question 15 OMB Circular A-87 Pre-award Costs and 34 C.F.R. §§ 76.708 BM Handbook pg. 241, 91 In a State-administered program, pre-award costs are reimbursable once a grant has final approval. • True • True, but only with prior approval • False, pre-award costs are reimbursable once the application is deemed “substantially approvable” • False Brustein & Manasevit, PLLC

  18. 34 C.F.R. § 80.36(c) BM Handbook pg. 122 Question 16 If there is a tie between two vendors responding to a RFP, preference is given to the vendor located in the district, which is a reasonable way to select the winner. • True • False Brustein & Manasevit, PLLC

  19. Question 17 34 C.F.R. § 80.36(d)(4) BM Handbook pg. 124 If you name a vendor in your application and the application is granted, then the agency can use sole sourcing and simply contract with that vendor. • True • False • It depends Brustein & Manasevit, PLLC

  20. 34 C.F.R. § 81.31(c) BM Handbook pg. 140 Question 18 Grantees and subgrantees should retain their records for: • Until the program director retires • 3 years from the date of the final expenditure report • 5 years from the date of obligation • Indefinitely Brustein & Manasevit, PLLC

  21. 34 C.F.R. § 80.3 Acquisition Cost BM Handbook pg. 107 Question 19 When determining the acquisition cost of an item, which of the following could be excluded from the calculation. • Property (i.e., laptop, printer) • Accessories (i.e., speakers) • Attachments (i.e., cords, cables) • Installation (i.e., set-up costs) Brustein & Manasevit, PLLC

  22. Question 20 34 C.F.R. § 80.32(c)(1) BM Handbook pg. 119 Federal equipment can stay at a private school as long as its needed even if the school is no longer eligible under the Federal program. • True • False Brustein & Manasevit, PLLC

  23. Question 21 OMB Circular A-87 BM Handbook pg. 227 GAAP stands for: • The Generally Accepted Accounting Principles • The General Acquisition and Accounting Procedures • A really wide space • None of the above Brustein & Manasevit, PLLC

  24. OMB Circular A-87 BM Handbook pg. 227 Question 22 An LEA uses a computer lab during the school day for the Perkins program and after school for its 21st CCLC program. The LEA wants to pay for the cost of new computers for the lab entirely with Perkins funds since that program uses it more than 50% of the time. This is unallowable because the cost is not: • Necessary • Reasonable • Allocable • Adequately documented Brustein & Manasevit, PLLC

  25. OMB Circular A-87 BM Handbook pg. 227, 231 Question 23 Federal funds can be used to pay for a federally funded employee’s sick leave. • True, but only if it is specified in the grant • True, but only if charged consistently with State funded employees’ sick leave • Never • Wait, people get sick? Brustein & Manasevit, PLLC

  26. Question 24 OMB Circular A-87 BM Handbook pg. 228 If purchased with federal funds, the following items must be credited back to the federal grant: • Rebates and discounts • Overpayments • End of the year “cash back” refunds • Travel rewards (miles, points, etc.) • All of the above. • It depends Brustein & Manasevit, PLLC

  27. Question 25 OMB Circular A-87 BM Handbook pg. 228 Generally, overhead costs such as utilities, space, and electricity may be allocated to grants as direct costs as long as there is some minimal benefit to the federal program. • True • False Brustein & Manasevit, PLLC

  28. Question 26 OMB Circular A-87 Composition of Cost BM Handbook pg. 228 An administrative set-aside or cap must include any applicable indirect cost recovery. • True • False Brustein & Manasevit, PLLC

  29. Question 27 OMB Circular A-87 BM Handbook pg. 231 If an employee is paid less than 5% with Federal funds, the employee does not have to fill out a time and effort certification. • True • False Brustein & Manasevit, PLLC

  30. Question 28 OMB Circular A-87 BM Handbook pg. 227, 241 Assuming all costs are reasonable, which of the following costs incurred for a conference is unallowable: • Rental of facilities • Speaker fees • Transportation • Photographer Brustein & Manasevit, PLLC

  31. OMB Circular A-133 § __.210(b)(5) BM Handbook pg. 294 Question 29 A subgrantee is different from a subcontractor because: • They are the same, both must follow EDGAR and OMB Circulars • They are the same, neither have to follow EDGAR or the Circulars unless its in the agreement. • Only the subgrantee has to meet the program requirements. • Only the subcontractor has to meet the program requirements. Brustein & Manasevit, PLLC

  32. OMB Circular A-87 BM Handbook pg. 234 Question 30 Semi-annual certifications and PARs must be used to reconcile an agency’s budget: • Monthly, if the budget is off by more than 10%, otherwise by the end of the year. • Quarterly, if the budget is off by more than 10%, otherwise by the end of the year. • Before the final expenditure report is filed. • When we remember. Brustein & Manasevit, PLLC

  33. The End!What Grade Did You Get?? Disclaimer This presentation is intended solely to provide general information and does not constitute legal advice. Attendance at the presentation or later review of these printed materials does not create an attorney-client relationship with Brustein & Manasevit, PLLC. You should not take any action based upon any information in this presentation without first consulting legal counsel familiar with your particular circumstances. Brustein & Manasevit, PLLC

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