AB 86: Adult Education Consortia Planning 2013-2015 4-4-14 - Grant Management Reporting System Webinar Series http://ab86.cccco.edu
Dec 15, 2015
AB 86: Adult Education Consortia Planning 2013-2015
4-4-14 - Grant Management Reporting SystemWebinar Series
http://ab86.cccco.edu
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
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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.
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Existing AB 86 Titles
• Primary Contact• Fiscal Agent• District Chief Business Officer• Superintendent /Chief Executive Officer
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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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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.
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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
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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
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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
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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.
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Payment % for Expenditure Reporting (cont.)
• Advance payment – 50% up front• 1st Quarter 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 31st 2015 – 10% - new• End of grant June 30, 2015• Final Report Due – August 31, 2015
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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.
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On-Line Reporting System
• Budget Input• Expenditure Input• Budget Changes• Activity Reporting• Budget Narrative• Restricted Object Codes
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On Line System Processes
• Quarterly & Expenditure Reports• Subcontracting Approval• Budget Changes• Personnel Changes• Modifications
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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.
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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)
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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.
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Indirect Costs
• Limited to 4% of the total grant.
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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.
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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
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Unallowable Activities
• Out of Country Travel • Equipment• Capital Outlay (object code 6000)• Other Outgo (object code 7000)
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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?
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Questions and Recommendations
• Email the work group at [email protected]
• 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 [email protected]. 4/4/2014