Managing Your 2010 Grant Administered by the West Virginia Department of Environmental Protection.

Managing Your 2010 Grant

Administered by the West Virginia Department of Environmental Protection

West Virginia Recycling Assistance Grant

Fund

Section I. Forms and DocumentsGrant AgreementReporting FormsBudget Analysis FormRequest For Budget Modification (RG-5)

Section II. Getting Started Receiving Your First AllotmentAccounting for Purchases

Section III. PurchasesBidding RequirementsLien PurchasesInsurance

Understanding Your Grant

Section IV. ReportingQuarterly ReportsFinal Comprehensive Report

Section V. Accounting For Grant FundsPreparing for On Site VisitsGrant ExtensionsBudget AdjustmentsPost Grant RequirementsThings to Remember

Understanding Your Grant

Grant Agreement Form Electronic Award.docxAgreement between your organization and the Department of Environmental ProtectionGives a brief description of how funds are to be spentShows how much money has been awarded and quarterly allotment amountsIdentifies certain requirements you must follow to remain in compliance

Forms and Documents

Budget Analysis Form BudgetAnalysisForm.xlsLists items requested in the original budgetAmounts approved for each line items

Forms and Documents

Receiving Your First AllotmentLegislative Rule 33-10-12.7. “The grant recipient shall deposit the grant immediately upon receipt in a separate checking account….”Account may be interest bearing or non-interest bearingThe department may waive this requirement if the grant recipient meets certain criteria:

1. Minimal grant expenditures, AND2. Maintains high level of accountability and

internal controlsNote: Get the waiver in WRITING, otherwise recipient will be in violation of §33-10-12.7 of the legislative rule.

Getting Started

Purchases Over $5,000.00Legislative Rule §33-10-12.9. “The grant recipient shall solicit sealed bids for all purchases which have an estimated value of five thousand dollars ($5,000) or more. Any attempts to segregate the project into sections having and estimated value of less than $5,000 may be cause for termination of grant.”This includes but is not limited to equipment purchases and contracted services.

Bidding Requirements

Purchases Over $5,000.00 Continued…Class II legal ad must be placed in a newspaper with the largest circulation serving your general areaState Code 59-3-2.a. “…a class II legal advertisement shall be published once a week for two successive weeks…”All advertising and bid information must be faxed or e-mailed to WVDEP for review and approval prior to purchase

Bidding Requirements

Lien ProcessA lien will be placed on all equipment exceeding $1,000 regardless of whether such equipment needs a titleThe Department of Environmental Protection shall hold title on equipment as the first lien holder. The lien shall apply to equipment purchased with grant funds in whole or partUpon receipt of equipment a security agreement will be signed by the grantee, notarized and mailed to WVDEP immediatelyLien will be perfected through the Secretary of State’s OfficeLien will be attached for a period of no less than five years

Equipment Purchases

Insurance All grant recipients must carry insurance on all equipment purchased with grant fundsWest Virginia Department of Environmental Protection must be listed as loss payee with address included

Equipment Purchases

Quarterly ReportsReporting Schedule

Quarter Ending Report DeadlineMarch 31, 2010 April 30, 2010June 30, 2010 July 31, 2010September 30, 2010 October 31, 2010December 31, 2010 January 31, 2011

Reporting

Quarterly ReportsEach report must contain the following:

Report Cover Sheet ReportCoverSheet.xlsFill this form out last

Your organizations nameQuarter ending dateCheck-off list

Reporting


Report Cover SheetRG-3 RG-3.xls

Contains organization and contact informationBrief summary of your accomplishments during the last 3 monthsBrief summary of your projections and plans for the next 3 months

Reporting


Report Cover SheetRG-3RG-3A RG-3A.xls

Collection totals during the quarterList of equipment purchased during the quarter

Reporting

Quarterly ReportsEach report must contain the following :

Report Cover SheetRG-3RG-3ARG-3B RG-3B.xls

Lists your original budget amounts and line itemsBreakdown of expenditures made during the quarter

Reporting


Report Cover SheetRG-3RG-3ARG-3BRG-3C RG-3C.xls

Breakdown of hours worked and tasks completedUsed only when wages are paid with grant funds

Reporting


Report Cover SheetRG-3RG-3ARG-3BRG-3CExpenditure Cover Sheets ExpenditureCoverSheet.xls

Information about each purchase, contains a copy of the check along with an itemized invoice

Reporting


Report Cover SheetRG-3RG-3ARG-3BRG-3CExpenditure Cover SheetsSupporting Documents

Bank statements from Each Month in the quarterSolid Waste Authority’s monthly meeting minutes (applicable to SWA’s only)

Reporting


Report Cover SheetRG-3RG-3ARG-3BRG-3CExpenditure Cover SheetsSupporting Documents

Failure to comply with these reporting requirements will cause future

grant allotments to be held until you are in compliance.

Reporting

Final Comprehensive ReportUsed to evaluate your recycling program during the entire grant periodAny grant funds remaining in the grant account as of March 1, 2011 must be returned to the Department of Environmental Protection.A check must be attached to the Final Comprehensive Report.Report deadline: on or before March 31, 2011

Reporting

Preparing for On Site VisitsSome items you will want to have on hand are:

Expenditure LedgersMinutes of the Organization’s MeetingsBids and Related InformationOriginal Invoices / TitlesPayroll Sheets and Work LogsCancelled Checks / Deposit Tickets and Bank StatementsCheck BookEquipment Made Available for InspectionsRecords of Recyclable Materials Collected and Marketed (weight tickets)Last Independent Auditor’s Report

Accounting For Grant Funds

Grant ExtensionsExtensions to spend grant funds or to file reports after deadlines are no longer available.


Budget AdjustmentsLegislative Rule 33-10-12.8. “The department shall consider requests for a change in budget only if the change does not materially alter the original grant proposal approved by the grant review committee and the adjustment is a result of conservative spending allowing any excess to be rebudgeted. All requests shall be made in writing on or before December 31 of the grant period.”Must be submitted on an RG-5 form and include a letter of justification requesting the change RG-5 Budget Modification Form.xls


Post Grant RequirementsRecord Retention and Reporting

All financial records, supporting documents, statistical records, and all other records relating to the grant shall be retained for a period of five yearsAll grant records shall be made available to DEP upon request at any time during the retention period.Provisions of WV Code §12-4-14 require nongovernmental grant recipients to submit to the granting agency a copy of the recipient’s independent audit report or a sworn statement of expenditures, whichever may apply.

REAP StaffSandy Rogers, State Recycling Coordinator

Phone (304) 926-0499 ext. 1004

********, Environmental Resources SpecialistPhone (304) 926-0499 ext.

Lisa Facemyer, Office AssistantPhone: (304) 926-0499 ext. 1002 or 1-800-322-5530

Sub Grants Unit StaffGary Rogers, Environmental Resources Specialist

Phone: (304) 926-0499 ext. 1115

Patrick Park, Sub Grants ManagerPhone: (304) 926-0499 ext. 1479

Recycling Grant Contacts

Questions?

Managing Your 2010 Grant Administered by the West Virginia Department of Environmental Protection.

Documents

Transcript of Managing Your 2010 Grant Administered by the West Virginia Department of Environmental Protection.