GRANT MANAGEMENT WORKSHOPresources.ca.gov/CNRALegacyFiles/grants/wp-content/...payment of previous...
Transcript of GRANT MANAGEMENT WORKSHOPresources.ca.gov/CNRALegacyFiles/grants/wp-content/...payment of previous...
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GRANT MANAGEMENT
WORKSHOPHow to process payments and
other tasks for project managers
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Diane
Brad
Melissa
Craig
Larelle
Evelyn
Polly
Stacey
Your TeamCarol
Cristelle
Jocelyn Teresa
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Agenda
◦Payments
◦Amendments
◦Quarterly Reports
◦Closeout
◦Post-Closeout
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Using what is learned here today should:
◦Assist grantee’s preparation of payment requests
◦Speed up the processing time
◦Prepare grantee for an audit
◦Help the grantee know what to expect throughout the life of the project
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BEFORE SUBMITTING PAYMENT REQUESTS
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Grant Agreement◦No funds can be expended until the grant agreement is fully executed
◦Work with your Grants Administrator to finalize your Grant Agreement
◦Requires 3 signatures: Individual authorized in your resolution, Agency, and our accounting department
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Project Types
◦Development – reimbursing for eligible costs incurred and paid
◦Acquisition – advancing funds into escrow, as well as reimbursing for eligible costs incurred and paid
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Check your Grant AgreementTo be eligible, costs must be:
◦ Incurred within the Project Performance Period
◦ Compliant with requisite Special Provisions
◦ Identified in the Project Scope (Exhibit A)
◦ Listed on Cost Estimate (Exhibit A1)
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No cost may be incurred outside of the project performance period.
December 1
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Special Provisions of the Grant Agreement
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Special Provision Examples: Development
◦NO FUNDS WILL BE RELEASED until the Grantee has:• site control• an executed Operations and Maintenance Agreement
◦NO CONSTRUCTION FUNDS WILL BE RELEASED until the Grantee has:• the requisite funding signage (http://resources.ca.gov/grants/logo-art/)
• final designs reviewed by grants administrator
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Signage Requirements
1. A funding acknowledgment sign is required during construction
2. A sign must be posted upon completion. (1 & 2 can be the same if sign is durable)
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Additional Museum Program Special Provision Examples◦Match ◦Secretary of the Interior’s Standards for the Treatment of Historic Properties
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Basic Match RequirementsFor Museum Program Only◦ 1:1 match requirement
• No more than 50% can be in-kind• Expend at the same rate or faster than the grant funds
◦All in-kind match must be for eligible costs per grant requirements
◦Cash match can also be used for technology components of projects
◦Match is to be expended within the project performance period. • Exception: Planning documents from as early as
August 15, 2016 may be used as match.
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Special Provision Examples: Acquisition
◦NO FUNDS WILL BE ADVANCED INTO ESCROW until:
•CA Dept. of General Services (DGS) has reviewed the appraisal and confirmed the Fair Market Value (FMV)
•DGS has been paid by the Grantee for their review
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Project Scope/ Deliverables/Timeline
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Cost Estimate:Development projects• 25% cap on
non-construction
• 10% cap on contingency
• Restrictions on use of contingency funds
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◦ Non-Construction• Project Management• Personnel or Employee Services• Contracted Services• Community Engagement• Permitting• Environmental Compliance• Design/planning
◦ Construction• Signs and Interpretive Aids• Construction Management• Labor• Equipment• Supplies and Materials• Contracted Services
◦ Match (for museum grants)• Same as Grant items• Technology (for cash match)
Eligible Costs
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Eligible Costs-Acquisition◦ Fair Market Value of Property
◦Appraisal, title, escrow, recording fees, and boundary line adjustments
◦Direct staff and consultant costs capped at $10,000 per escrow
◦Department of General Services (DGS) review fees are paid directly by the Grantee, and are eligible for reimbursement from the grant
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Ineligible Costs◦Overhead/Indirect Costs◦Costs not included in the scope/cost estimate◦Non-Construction Costs exceeding the 25% cap◦Ongoing Operation and Maintenance Costs◦ Programming ◦Consumables: Food, Doggie Waste Bags, etc.
◦ Staff Training/Education◦Ceremonies, receptions, or entertainment◦Costs without proper backup documentation◦ Trees larger than 15 gallons◦Active Transportation or Active Recreation ◦Acquisition NOT purchased at fair market value
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PAYMENT REQUEST PACKAGEPayment Request Form
Payment Tracking Spreadsheet Itemized List of Project Expenditures
Grantee Labor CostsEquipment Costs Form
Match Certification Form
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Sample Forms
The most up to date forms can be downloaded from our website:
http://resources.ca.gov/grants/project-administration-forms/
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Payment Package Instructions/ Checklist
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Payment Request FormAccurate, complete and signed by authorized representative
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Payment Tracking Spreadsheet
Clearly identifies which line items each invoice represents (with a separate column for each Payment Request). Aids in tracking eligible costs.
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Payment Tracking Sheet for Museum Program
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Error Messages
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Itemized List of Project ExpendituresContractors, consultants, supplies, miscellaneous expenditures such as photocopies, mileage, etc.
Back up to this form includes:• Evidence of expense
(invoices or receipts)• Evidence of
payment• For mileage:
mileage log and rate
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Evidence of Expense Examples
◦Invoices from contractors◦Receipts for materials ◦Mileage: log and rate
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Evidence of Payment Examples◦ Copy of both sides of a posted
check (and breakdown if check is for multiple invoices)
◦ Copy of bank statement with cleared checks and/or EFTs highlighted
◦ Contractor invoice showing payment of previous invoice
◦ Credit card Statement, original credit card receipt, documentation that the credit card was paid.
◦ Copy of Electronic Funds Transfer (EFT) or Wire Transfer from a Bank
◦ Pre-paid card Statement showing credit remaining after particular project charge e.g., pre-paid photo copier card
◦ For purchase of real property: copy of Final Buyer’s Closing Statement
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Grantee Labor Costs Form
Evidence of Expense• Time sheets • Hourly Rate Computation
Chart • Payroll stubs or payroll
service printout Evidence of Payment / Payment Documentation• CFOs signature on the
certification on the Grantee Labor Cost Form OR
• Payroll stubs or payroll service printout OR
• Signed acknowledgement from employees regarding receipt of paychecks for a specific time-period
OVERHEAD CHARGES MAY NOT BE INCLUDED.
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Hourly Rate Computation Chart
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Equipment Costs Form Back up to this form includes:• Evidence of
Expense, e.g., equipment time logs, including dates and hours of use
• Evidence of hourly/daily rates for said equipment
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Advancing Funds into Escrow◦ Payment Request Form◦ Letter requesting funds be deposited to escrow:
• Grantee/Grant Information• Dollar amount of disbursement requested• Title Company/Escrow account information• Statement that all funds have been secured and have been
or will be deposited into escrow at or about the same date as the requested grant funds
◦ Payee Data Record for the escrow company
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Match Certification Formfor Museum Program Only
• Save up and submit at the same time as a payment request
• Do not need to submit back-up, but should keep these documents in own files
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HELPFUL HINTS◦Organize documentation and make clarifying notes.◦Request reimbursement for the eligible cost and Agency will deduct the 10% retention.◦Ensure numbers match and that they are accurately calculated.
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PAYMENT PROCESS
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Approving Payment Requests ◦All payment requests reviewed by two Resources staff to ensure:
• Accurate – calculations and totals are correct• Eligible – line items comply with approved Cost Estimate• Complete – All forms and back up are included
◦ Retention• 10% of each payment is withheld until the project is complete and closeout
documents are received.
Note on Timeframe: Once the approved payment request has been submitted to accounting, the Grantee should receive the check within 6-8 weeks.
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AMENDMENTS
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What if something changes?◦Costs, schedule, scope◦Contact your grants administrator BEFORE moving forward with the change◦Informal or formal amendment
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QUARTERLY REPORTS
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Quarterly ReportsA BRIEF status update is to be submitted to your Grants Administrator at the beginning of each quarter regarding progress made in the previous quarter.
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CLOSEOUT
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Final PaymentsRetention will not be released until all special provisions have been met and all closeout documents submitted. This includes: ◦ Summary of Expenditures
from all Project Funding Sources◦ Certification of Completion
Form◦ Notice of Completion (if
applicable)◦ Recorded Deed Restriction
◦ Evidence of Compliance with Signage (if not yet received)◦ For acquisitions only, also
required are:• Buyer's Closing Statement• Copy of the Grant Deed• Policy of Title Insurance
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Closeout Visit◦Agency staff will visit the project to ensure all scope items are in place.◦This must occur before the release of the retention.
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POST-CLOSEOUT
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Preparing for an audit
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Monitoring and Reporting◦ Within the time of the land tenure indicated in the grant
agreement, Agency staff may check in on the project via written communication or drop-in visits. ◦ For Urban Greening Program Only: Select Grantees will be
required to submit GHG and other data for three years after the project is complete.
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Questions?Contact your grants administrator directly
http://resources.ca.gov/grants/
California Natural Resources Agency –Bonds and Grants Unit1416 Ninth Street, Suite 1311 Sacramento, CA 95814(916) 653-2812
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THANK YOU!