Centralized Grant Training For Brown County Departments June 8-9, 2010
Dec 25, 2015
Centralized Grant Training
For Brown County DepartmentsJune 8-9, 2010
Agenda
• Definition of a “grant” vs. allocations, donations,
agreements/contracts
• Grant approval process Two ways to obtain approval to apply
• Centralized grant tracking (in Administration) Reasons, history, Administration/department
roles, housekeeping
• ARRA/Stimulus funding
• Project Accounting module (Logos)
• Questions
What is a Grant?
Grants
•competitive application process (usually);
•specific purpose/specific period of time;
•written agreement enforceable by law;
•detailed financial reports, invoices and/or technical reports;
•documented in the County’s annual audit
Procedure: Follow Admin Policy A-2 “Grant Approval Process”
Other Funding Sources
Allocations
• come from state or federal government
• awarded year after year, normally without any competitive application process
• still require some type of financial reporting
Procedure: Usually follow the same process as grants
Other Funding Sources
Donations (or “Gifts”)
• transfer of assets (including cash) by a donor
• no expectation of direct benefit/compensation
• usually unrestricted, but could also be restricted
• no contractual requirements/minimum reporting
• irrevocable
Procedure: If not budgeted, budget adjustment is required
Other Funding Sources
Cooperative Agreements/Contracts
• NOT necessarily a grant (funding source), but an agreement for services
• If a grant, can come in the form of: Cooperative agreement Contract Consortium agreement Sub grant Subcontract
Grant Approval Process
• Per County Code and administrative policy A-2 “Grant Approval Process,” two different ways:
Budget process Complete grant form in budget packet;
include exp/rev in budget accounts
Grant Application Review form Submit completed form to Admin Once Admin OKs, department may apply;
however, still goes through oversight committee for final approval
NOTE: Budget adjustment required if awarded
Budget Detail Form Grant Application Review Form
(in budget packet) (on Intranet and V: drive)
Grant opportunity becomes available
to department
Is grant approved through budget?
Department fills out Grant
Application Review form and submits to Administration
Grant Coordinator reviews, DOA
signs if approved
Does DOA approve applying
for grant?
Department applies for grant (with
assistance fromGC if needed)
End
No50%
No 5%
Yes95%
GC places Grant Application Review
on oversight committee
Is grant awarded?
Dept. sends award paperwork to GC (see Centralized Grant
Tracking Process)
Department manages grant, submits financial
reports as req’d by grant, etc.
End
End
No50%
Yes 50%
No 50%
Yes50%
Start
Is grant approved through budget?
Department submits budget adjustment to
Admin
Yes50%
Grant Approval Process
Centralized Grant Tracking
• Why needed? Annual Federal Awards and State
Financial Assistance Report (aka “Single Audit”)
Annual filing of Form SF-SAC Internal controls Code requires Admin approval to apply;
also on various grant reports
• History Started with new Accountant (Dawn) in
2007 as result of “finding” from WI DOA Moved Grant Coordinator position from
HS to Admin in 2009
Centralized Grant Tracking (cont’d)
• Current team:
Administrative/Grants Coordinator – Mollyo Assists departments as needed w/funding
identification and proposal developmento Point of contact for central grant website
reporting infoo Maintains master grants log
Grant Accountant – Connieo Oversees annual reporting for all federal/state
grant awards o Records/substantiates proper recording of grant
revenues, expenditures, receivables and deferrals
o Maintains centralized grant files
Grant is awarded to department
Grant Coordinator reviews, attaches other grant paperwork, and
forwards to Grant Accountant
StartDoes dept. send award paperwork
to Admin?
Grant Accountant runs detailed GL report on state/ federal grant aid monthly; contacts department for
paperwork if sees activity
No 30%
GA reviews, creates file, logs in shared master grant log and creates Excel grant spreadsheet for department
to update monthly
Does dept. send copies of fin/
reimburse reports to Admin?
Grant Accountant runs detailed GL report on state/ federal grant aid monthly; contacts department for
paperwork if sees activity
No 90%
GA reconciles report to GL and spreadsheet and
places in file
When grant ends (via “LAST REQUEST” on
reports), GA marks spreadsheet “complete”
and places hard copy in file.
Department grant contact manages grant, tracks
exp/rev on grant spreadsheet and sends
to GA monthly
GA receives grant spreadsheets monthly and cuts/pastes new
info into file w/all master spreadsheets
GA runs detailed GL report to verify
information submitted reconciles
Does GL reconcile to department spreadsheet?
Is award paperwork sufficient? (contract &
budget)
Grant Accountant contacts department
for copy of contract and budget (at minimum)
No60%
At end of year, GA pulls information from Excel master spreadsheet file
for single audit.
GA contacts department to
correct discrepancy in spreadsheet
GA records accruals (except for Sheriff –
DH does this)
Yes 80%
No20%
Yes70%
Yes 40%
Yes10%
End
Centralized Grant Tracking
Departments’ Role in Process
• Send required paperwork to Administration on a timely basis
• Track/report grant expenditures
• Understand grant financial “housekeeping”
New Tool
New Grant Checklists
Required Paperwork to Admin
• Award/approval letter or paperwork
• Budget information
• CFDA # for federal; State Funding ID for state
• HELPFUL: payment notifications, addendums or extension notifications; financial/ reimbursement/close-out reports
Grant Expenditure Tracking
• Forward grant spreadsheets or copy of reimbursement request by 10th day of month
Grant Tracking Spreadsheet
Grant Expenditure Tracking
• Forward grant spreadsheets or copy of reimbursement request by 10th day of month
• Ensure grant funds are spent in compliance with grant budget and guidelines
• Make sure adequate documentation is maintained in department files
Grant Financial “Housekeeping”
• Budget adjustments When grant funds received but not
budgeted; OR When received but not spent by end of
year
• End-of-year carryover Effective 2010, carryover requests no
longer completed for grant funds not spent by year end
Unspent funds deferred to next fiscal year
Grant Financial “Housekeeping” (cont’d)
• Deferred revenue
When grant funds have been received in advance of being earned (i.e., the required service has not been performed and/or the expenses have not been incurred) the revenue is “unearned” or “deferred.”
When you receive grant money but don’t spend all of it by the end of the year, the remaining money must be recorded on our financial books as “unearned” or “deferred” to comply with our financial reporting requirements.
Deferred Revenue
Grant Financial “Housekeeping” (cont’d)
• Deferred revenue “Unearned” grants funds will be deferred at year
end Funds will be recorded as revenue in subsequent
year when expenditures are incurred Departments will be notified to process
necessary budget adjustment for next fiscal year
• In-kind contributions May be used to fulfill grant matching
requirement Service contributions
Make sure Admin aware; in certain circumstances may need to be recorded on County’s financial books
For Departments(on Intranet and V: drive)
For Administration
ARRA/Stimulus Funding
• Make sure Admin is aware
• Additional reporting and compliance requirements federalreporting.gov Central Contractor Registration
(CCR)
• Paperwork even more important
• Work in process
Project Accounting (Logos)
• Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations)
Project Accounting (Logos)
• Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations)
• Can assign a project to a PO, an invoice, journal entry or receipt at time of entry, and it will update project appropriately
Project Accounting (Logos)
• Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations)
• Can assign a project to a PO, an invoice, journal entry or receipt at time of entry, and it will update project appropriately
• Each project can be budgeted and reports/ inquires can be generated
QUIZ
• Name the two ways to obtain approval to apply for a grant.Budget process or Grant Application Review
• Name the #1 reason centralized grant tracking is needed.Annual Federal Awards and State Financial Assistance Report
• Name the three pieces of information Admin needs (minimum) when a grant is awarded.Award letter; budget; and CFDA#/State ID
QUIZ (cont’d)
• Name the other term for Deferred Revenue.Unearned revenue
• BONUS: Name the Logos module that will make all of our lives easier in the future.Project Accounting!
• BONUS: Name your favorite Administrative/Grants Coordinator and Grant Accountant.Molly and Connie!
Questions?
Contact information:
Molly HillmannAdministrative/Grants [email protected]
Erica BendicksonGrant [email protected]