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New Mexico Youth Conservation Corps

Calendar Year 2020 Administrative

Handbook

811 St. Michaels Drive Ste 206 Santa Fe, NM 87505

Phone: 505-988-9599 Fax: 505-988-7313 http://www.emnrd.state.nm.us/YCC

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Table of Contents INTRODUCTION .......................................................................................................................... 3 PROJECT INITIATION ................................................................................................................. 3 CHANGES TO THE SERVICE AGREEMENT ........................................................................... 3 HIRING and MANAGING CORPS MEMBERS .......................................................................... 5

Federal and YCC Employment Documentation Requirements ................................................... 5 How to Enter the YCC Corps Members in the Reporting Database ........................................... 6

REQUESTS FOR REIMBURSEMENT ...................................................................................... 12 Preparing the Reimbursement Packet ........................................................................................ 13

Invoice for Reimbursement .................................................................................................... 13 In-Kind Contributions ............................................................................................................ 15 Project Status Report .............................................................................................................. 16

JUNE 30 - FY END REIMBURSEMENT PACKET .................................................................. 18 PROJECT COMPLETION ........................................................................................................... 19

Corps Member Online Skills Survey ......................................................................................... 20 Evaluating and Releasing the Corps Members .......................................................................... 22 Accessing the Final Report ........................................................................................................ 25

SITE INSPECTION and FILE AUDIT ........................................................................................ 27 CORPS MEMBER BENEFITS .................................................................................................... 28

Cash reimbursement .................................................................................................................. 28 Educational tuition voucher ....................................................................................................... 28

APPENDIX A: New Mexico Proof of Residency Documents ..................................................... 31 APPENDIX B: Examples of Forms ............................................................................................. 32

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INTRODUCTION This handbook has been designed to assist the Project Sponsors in administering its YCC project. The YCC is here to help in the successful completion of your project. Communication between the Project Sponsor and the YCC office is key to a successful project and prompt reimbursements. Contacts: Kristine Sanchez - 505.988.9599 kristine.sanchez@state.nm.us Sarah Wood - 505.470.3710 sarah.wood@state.nm.us PROJECT INITIATION The sponsor will receive a Letter to Proceed and a finalized Service Agreement with the approved proposal as an attachment. Once you receive these items, you may proceed to start incurring expenses as outlined in the approved proposal. Please keep the Service Agreement and the approved proposal handy - it is your guide to how you are authorized to spend your funds. Non-profits and tribes must provide the YCC office a Certificate of Insurance documenting that workers compensation and general liability policies are in place for the duration of the project. YCC does NOT need to be named as additional insured on these policies, however, if insurance expires mid-contract, the sponsor must send an updated certificate to the YCC. The project begins when the first corps member is hired and ends when the last corps member is released. PLEASE NOTIFY THE YCC when you start the first corps member and again when you release the last corps member. We understand start dates and end dates may be different than the proposal due to various factors. CHANGES TO THE SERVICE AGREEMENT Minor or non-substantive changes may be made to the Service Agreement due to changes in expenses, access to property, emergencies or other unforeseen circumstances. The YCC understands costs and work plans may change between submitting a proposal and implementing a project and will work with Project Sponsors to make adjustments. Two examples of non-substantive changes and how to request a change are below: Budget example: Your worker’s compensation percentage has increased and there is not enough money in the Workers Compensation Line Item to cover the additional cost. The procedure to handle this situation is:

• The Project Sponsor reviews the budget to determine if there are available funds in another line item (Training Line Item or Supplies/Equipment/ Misc. Line Item);

• The Project Sponsor sends an email to sarah.wood@state.nm.us , cc Kristine.sanchez@state.nm.us making the request to move X number of dollars from X

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line item with a justification of why this is necessary. Include a budget table with the proposed changes.

• Sarah Wood responds by email allowing/disallowing the request. Keep the e-mail in your files.

Work project example: The public land agency where you had planned to do a project closes, and the alternative work plan also falls through.

• The Project Sponsor develops a new work plan on an alternative site that incorporates similar work elements and equipment as the original plans.

• The Project Sponsor sends an email to sarah.wood@state.nm.us , cc Kristine.sanchez@state.nm.us making the request, along with the necessary permissions from the manager or owner of the new site.

• Sarah Wood responds by email allowing/disallowing the request. Keep the e-mail in your files.

Large, substantive changes may require a Service Agreement amendment, which can take several weeks. Amendments are generally used to:

• Move funds out of the Wages Line Item (unlikely the request will be granted); and • Extend the term date of the contract. • Change the work plans, for example instead of trail work, the crew will work on a farm

project.

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HIRING and MANAGING CORPS MEMBERS Project sponsors shall, at their own expense, comply with all applicable laws, regulations, rules ordinances, and requirements of local, state, and federal authorities, including but not limited to those pertaining to equal opportunity employment, workers compensation benefits, and fair labor standards, as well as following public health and executive orders.

1. Recruitment, selection, supervision, development and dismissal of corps members will be the responsibility of the project sponsors.

2. Sponsors shall verify corps members meet the following eligibility requirements at the time of enrollment and keep records of such: • Are unemployed at the time of hire. There is no minimum time a corps member has

to be unemployed. For example, a corps member could leave a job on Friday and be hired by a YCC project sponsor on Saturday.

• Are New Mexico residents (see Appendix A for a complete list of proof of residency); • May be in-school or out-of-school youth; • Are between the ages of 14 and 25 years of age at the time of enrollment; • Have a work permit if under the age of 16.

3. Sponsors shall enforce all labor laws and shall be familiar with child labor laws as they apply to employees under the age of 18.

4. Corps members shall be compensated as provided by law following the state or municipality established minimum wage.

5. Corps members shall be individuals who meet the eligibility requirements and are at least 14 years of age at the beginning of the project.

6. Corps crew leaders or corps crew trainers shall be individuals who meet the eligibility requirements, are at least 18 years of age at the beginning of the project, and serve in a leadership, trainer or mentor position.

7. Project sponsors may request wage increases of no more than ten percent of starting wage for corps members based on promotion, performance or additional responsibilities; and if there are sufficient funds in the budget to complete the project as planned.

8. If your personnel policy allows holiday pay, YCC will support that policy. 9. Project sponsors may not budget overtime pay into the cost proposal, and under no

circumstances will the commission reimburse project sponsors for overtime. The YCC will not reimburse the project sponsor for hazard pay.

10. Project sponsors shall follow their established personnel policies for dismissal of corps members. Sponsors are encouraged to provide opportunities for improvement prior to dismissal.

Federal and YCC Employment Documentation Requirements The YCC staff will visit the project to do a personnel file audit. Personnel files must include:

• W-4; • I-9;

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• Proof of New Mexico Residency - See Appendix B for full list of acceptable proof. Please note passports, baptismal certificates or birth certificates are not proofs of residency.

• Proof of Age (14 to 25) – Driver license; birth certificate; school record. • Work permit for those under the age of 16. • The Certificate of Eligibility which when properly filled out documents that the Corps

member is unemployed at the time of hire. The certificate also lists the project key assigned to each Corps members which will be needed to sign in and fill out their survey.

Please remember that all labor laws must be enforced. Anyone under the age of 18 is subject to Child Labor Laws; the younger the Corps member, the more restrictive the law. To obtain a copy of Child Labor Laws, visit https://www.youthrules.gov/know-the-limits/index.htmc (federal) and https://www.dws.state.nm.us/Labor-Relations/Labor-Information/Child-Labor (state). Violations of Child Labor Laws may be expensive and could result in jail time.

How to Enter the YCC Corps Members in the Reporting Database PLEASE NOTIFY THE YCC THE DAY WHEN YOU HIRE THE FIRST CORPS MEMBER and DISMISS THE LAST CORPS MEMBER. Enter the corps members information into the YCC project reporting app https://wwwapps.emnrd.state.nm.us/YCC/YCCPTS/Sponsor/Login.aspx at the time of hire. YCC will then send you a t-shirt, an iron-on patch and YCC decals for each crew member plus staff if requested. Please ensure YCC crew members are wearing something that has the YCC logo on it while working. Below is a walk-through of the on-line Project Reporting app that shows you how to enter corps members.

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1. Go to http://www.emnrd.state.nm.us/YCC/ and click on Project Reporting

2. Then click on the Project Reporting link.

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3. This takes you to the log-in page

4. Click on your project to enter information.

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5. Scroll down until you see the section where corps member positions can be added, click on the Add button.

6. Enter in corps member information. If you know the corps member has been in

YCC before, click Next and their information should automatically come up. If the corps member has NOT been in YCC before, click the Add button at the bottom.

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7. The next screen will ask you for more information. If the corps member is already in the system, the information will populate automatically. Change only those fields that may be different. Then press the Add button.

8. On the next screen, choose the "Certificate of Eligibility" option. The project key

is also listed here and on the Certificate of Eligibility. Make sure you keep a record of these; the Corps members will need them to log on and complete their survey.

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9. The Certificate of Eligibility will fill in the Corps member's information and the Corps member's project key. Keep this information on file. Press the blue Return link at the top right.

10. This will take you back to the screen below; press "Project Details" to go back

and add another corps member.

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REQUESTS FOR REIMBURSEMENT Project Sponsors must use their own funds to pay for expenses, following the costs in their approved proposal, and then submit a request for reimbursement to the YCC office. The Service Agreement requires that monthly reimbursements are submitted to the YCC office. Reimbursements may take several weeks to process, especially at the end of the Fiscal Year on June 30. Submitting an accurate reimbursement packet will help expedite the process. Each Project Sponsor receives the following forms. Spreadsheets are protected to preserve the formulas, however, if you need to unprotect a worksheet, press the spacebar three times when it asks you for the password.

1. Invoice for Reimbursement, with your project budget pre-loaded. This invoice must be filled in and submitted to receive your reimbursement.

2. Invoice Worksheets This workbook contains five worksheets that correspond to the line items on the Invoice: Corps Member Wages; Workers' Comp; Training & Education; Staff Trainer Wages; and Supplies, Equipment and Miscellaneous. Appendix B contains examples of the worksheets. These worksheets are optional and you may use your own. The worksheets have formulas which total items up automatically and can help reduce errors that cause reimbursement delays.

3. Vehicle usage form. Use this form if you have requested mileage reimbursement in your approved proposal. If you have requested to be reimbursed for gas instead of mileage, you do not need to use this form.

4. In-Kind Contributions, with your project in-kind budget pre-loaded. This "invoice" tracks your in-kind contributions. This invoice must be filled in and submitted to receive your reimbursement.

5. In-Kind Supporting documentation. This workbook contains four worksheets: In-kind Wages, in-kind Workers' Comp, in-kind Training and in-kind Supplies, Equipment and Miscellaneous. Use these worksheets to help fill in the In-Kind Contribution invoice.

When submitting a reimbursement, please use paper clips to attach documents, not staples. Tape smaller invoices to an 8 ½” x 11” sheet of paper. If your organization does not have direct deposit with the State, we highly recommend that you obtain it. Request and complete a State of New Mexico W-9 form and send to the YCC office along with a voided check. If you change your remittance address, you will need to submit a new W-9. The W-9 form is on the YCC website at http://www.emnrd.state.nm.us/YCC/yccforms.html

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Preparing the Reimbursement Packet Below is a detailed outline of how a reimbursement packet should be organized. . Invoice for Reimbursement The Invoice for Reimbursement has four budget line items that correspond to your cost response forms in your approved proposal. The spreadsheet has 10 invoices, and formulas are in place that calculate the amounts remaining. Please start with Invoice 1 and use them sequentially to ensure budget amounts are deducted correctly. All invoices must be signed and dated, and the reporting period filled in. Section 1. Wages/FICA/Unemployment (Worksheet: Wages)

Corps member wages are equal to GROSS PAY + FICA + UNEMPLOYMENT (if requested). FICA (Federal Insurance Contributions Act) is Social Security and Medicare combined. Include the following supporting documentation. Please arrange timesheets and paystubs in alphabetical order.

a) Time sheets for each crew member, signed by the crew member(s) and a supervisor.

b) Copies of Corps members’ cancelled checks or pay stubs OR the direct deposit print-out attached to the timesheet.

c) The Wages worksheet or a payroll register are helpful summaries and should be included. However, they are not proof of payment by themselves.

Section 2. Worker's Comp (Worksheet: Workers Comp) If you requested worker's comp in your proposal, submit the worker's comp worksheet, on a single sheet of paper, using the approved rate in your proposal. Example:

Section 3. Training and Education (Worksheets: Training/Education and Trainer Wages)

A. Training/Education line items

Enter the class, session or training expenses or items on the Training/Education or a similar worksheet. For each item include the following supporting documentation:

a) Invoices or receipts for each item. Make sure these are • Legible • Contain descriptions and quantities of each item • Are dated

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• Have the business name and address printed on them • Are taped to a sheet of 8 1/2" x 11" paper if they are smaller than this size. More

than one receipt may be taped to one piece of paper. b). Proof of payment for each item which may include

• purchase order (for government entities) • copy of a payment voucher or check register (for government entities) • copy of a cancelled check or check register • copy of a credit card statement

B. Trainer Wages/FICA/Unemployment

If you are claiming just a portion of a trainer's paycheck, please enter those calculations in the Staff Trainer or similar worksheet and include this worksheet with the following supporting documentation: a) Time sheets for each trainer, signed by the trainer & a supervisor b) Copies of trainers' checks or pay stubs OR the direct deposit print-out attached to

the timesheet. Section 4. Supplies, Equipment and Miscellaneous (Worksheets: Supplies, Eqpt, Misc and Vehicle Usage)

A. Use the Supplies, Eqpt, Misc worksheet or similar to enter any items you purchased or admin costs you spent in accordance with your approved proposal. Include the following supporting documentation: a) Copies of invoices or receipts for each item. Make sure these • Legible • Contain descriptions and quantities of each item • Are dated • Have the business name and address printed on them • Are taped to a sheet of 8 1/2" x 11" paper if they are smaller than this size. More

than one receipt may be taped to one piece of paper. b). Proof of payment for each item which may include • purchase order (for government entities) • copy of a payment voucher or check register (for government entities) • copy of a cancelled check or check register • copy of a credit card statement

B. Mileage Reimbursement (Vehicle Usage Form) This is a supplementary form if you have requested mileage reimbursement in your proposal. For Calendar year 2020, the rate is $0.46/mile. and this rate is calculated automatically in the worksheet. You may not request reimbursement for both gas and mileage for the same vehicle. Add the totals from the Vehicle Usage form to the Supplies, Equipment and Materials line item.

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If the vehicle is private, the form must be signed and dated by the driver (Payee) and the Supervisor. The Project Sponsor reimburses the driver for the mileage, and submits the form along with proof of payment. Print copies of this form so drivers can mark down the trips as they occur. If you are using a company vehicle, there is no need to include proof of payment, but the form must be submitted.

In-Kind Contributions The In-Kind Contributions form is identical to the Invoice for Reimbursement, but these are the expenses you are paying for as contributions to the project.. There are the same four budget line items that correspond to your cost response forms in your approved proposal. The spreadsheet has 10 invoices, and formulas are in place that calculate the amounts remaining. Please start with Invoice 1 and use them sequentially to ensure budget amounts are deducted correctly. All invoices must be signed and dated, and the reporting period filled in. Follow the directions for the Invoice for Reimbursement to complete your In-Kind Contributions section of the reimbursement. Project Sponsors are expected to meet their match, or an amount proportional to the amount spent.

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Project Status Report A Project Status Report must accompany every reimbursement. The Report is found on the Project Sponsor Reporting Site: http://www.emnrd.state.nm.us/YCC/yccprojectreporting.html INSTRUCTIONS: 1. Log onto the Project Reporting Site from

http://www.emnrd.state.nm.us/YCC/yccprojectreporting.html 2. Scroll down to the "Projects" section and select the current project. 3. Scroll down to the "Projects Status Reports" section and click Add Status

Report 4. Enter the data asked for, scroll to the bottom and press the blue

Submit/Print button:

5. You will be able to print the report, sign it, and include it with your reimbursement packet:

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6. Press "Return" in the upper right hand corner of the screen to return to the Project Details page.

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JUNE 30 - FY END REIMBURSEMENT PACKET The State of New Mexico's fiscal year (FY) ends each year on June 30. YCC recommends that the Project Sponsor has enough cash to cover two months of Corps member wages in June and July. All Project Sponsors should plan an "FY End" reimbursement packet that includes all expenses up to and including June 30. The reimbursement packet needs to arrive at the YCC office by JULY 15. To be reimbursed for wages in June, the Project Sponsor MUST submit timesheets and payroll expenses for June by July 15. If a pay period straddles June 30, submit timesheets and wage calculations for days worked up to June 30, even though you may not have paid the Corps member for those days of work. Proof of payment may be included with the next reimbursement. If requisitions or purchase orders for services and supplies are created before June 30, these services and supplies must be delivered, invoiced and paid for before June 30. The invoices must be included with the FY End reimbursement. We cannot accept invoices dated before or on June 30 past the July 15 deadline.

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PROJECT COMPLETION The YCC project ends when the last corps member is released from employment. Please notify the YCC when you have released the last corps member. There are four steps to completing the project.

1. Corps members must complete the online skills survey. 2. Project sponsor then evaluates and releases the Corps member in the Project Reporting

app. https://wwwapps.emnrd.state.nm.us/YCC/YCCPTS/Sponsor/Login.aspx 3. Project sponsor is then able to access the Final Project Report in the Project Reporting

app. 4. The Project Sponsor prepares and submits the final reimbursement packet within 45

days after completion of the Project. This packet is prepared in the same manner as the previous reimbursement packets except that both a Status Report and a Final Project Report is submitted.

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Corps Member Online Skills Survey Each Corps member is assigned a project key that enables them to access the website. The project key is printed on the Certificate of Eligibility Form. Please make sure the Corps members understand the importance of completing the Skills Survey. If a Corps member receives an Unsatisfactory performance evaluation, the time they have worked will not count for the cash bonus/tuition voucher benefit. 1. Corps members should go to

http://www.emnrd.state.nm.us/YCC/yccprojectreporting.html and click on "Corps Member Survey":

2. The log-in page prompts the corps member to enter their Project Key,

which can be found on the Certificate of Eligibility.

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3.The corps member completes the survey and presses Submit/Print Survey. The screenshots below show the beginning and the end of the survey.

4. Project Sponsors should ensure corps members fill out the surveys.

However, if for some reason a Corps member fails to do so, the Project Sponsor can contact the YCC staff and they will help you release the Corps member.

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Evaluating and Releasing the Corps Members Project Sponsors must complete a work performance evaluation on each Corps member. The evaluation form is found on the Project Sponsor Reporting Site (YCC webpage). Once the evaluation is completed, the Corps member can be released from the on-line roster. 1. Log onto the Project Reporting Site from

http://www.emnrd.state.nm.us/YCC/yccprojectreporting.html 2. Scroll down to the "Projects" section and select the current project. 3. Scroll down the Corps Member section; select the Edit/Release option:

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4. You will then see a screen like this. Scroll down.

5. Complete these three sections to release the corps member:

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6. If you try to release a corps member before they have done their survey, you will get an error:

7. Repeat this process until all corps members are released. Call the YCC if a corps

member cannot be release due to an uncompleted survey.

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Accessing the Final Report After all corps members are released, the Final Project link will appear at the bottom of the Project Details page when you log on to http://www.emnrd.state.nm.us/YCC/yccprojectreporting.html:

2. Fill in all areas of the report

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3. Print, sign and submit with the Final Reimbursement

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SITE INSPECTION and FILE AUDIT YCC staff may do project visits during the course of a project. At the conclusion of a project, a YCC staff member will conduct a site inspection and files audit. This consists of visiting work project locations and reviewing project files. In both cases, YCC will notify the Project Sponsor prior to the visit and set up times and locations. Project Sponsors should keep the following information in a YCC project file:

• YCC job announcements and advertisements • Corps member applications and resumes • Interview Information and selection criteria • YCC Service Agreement

• Correspondence • Reimbursement paperwork • Personnel Files

o YCC Certificate of Eligibility o I-9 o W-4 o Proof of New Mexico Residency o Proof of age o Work permit if corps member is age 14 or 15.

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CORPS MEMBER BENEFITS The Youth Conservation Corps (YCC) Commission offers a $1,500 educational tuition voucher OR a $500 cash compensation to YCC corps members who have worked on a YCC project for 12 months (48 weeks) within a 48 month period (4 years). The YCC Commission may offer a prorated amount based on a minimum of 32 weeks worked.

The YCC will contact corps members and their project sponsors at the conclusion of every project to inform them of their eligibility. The list will be cc'd to the Project Sponsor. If you don't receive this in a timely manner, let YCC staff know. All corps members will need to fill out and send a signed substitute State of New Mexico W-9 form which will be sent to them with the notice of their eligibility.

Cash reimbursement Corps members who opt to receive the cash compensation will receive one lump-sum payment. Educational tuition voucher The educational voucher is good for reimbursement of expenses at a New Mexico institution of higher education, including on-line education, associated with an accredited New Mexico institution of higher education. A list of institutions is below. Please contact us if your school is not on this list. The voucher is valid for two years and expenses will be reimbursed upon when valid receipts are sent to us.

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Expenses the YCC will reimburse include: tuition, fees, textbooks, calculators, lab supplies and classroom supplies such as paper, toner cartridges, and other similar items. Your tuition bill is likely to be more than $1,500. However, if you would like to use all or some of your voucher for tuition, please send us the tuition invoice and tell us how much of your voucher you would like to apply towards tuition. Expenses the YCC will NOT reimburse include: personal expenses, transportation, computers, residential rent, and food. With each request for reimbursement, you will send in: 1. Receipts

• Keep your original receipts and send us copies.

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• All receipts need to be itemized. This includes a description of what is purchased, the price per unit, the quantity and the total dollar amount. Always ask for an itemized receipt when purchasing items you want to be reimbursed for.

• The receipt also should note how the purchase was paid for - cash, check or credit card • If receipts are smaller than 8 1/2" x 11", please tape receipts to an 8 1/2" x 11" sheet of

paper.

2. A cover sheet with the corps member's name and address, signature, and the total amount requested.

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APPENDIX A: New Mexico Proof of Residency Documents Reference: 18.19.5.16 New Mexico Administrative Code Please note passports, birth certificates and baptism certificates are not proof of New Mexico residency.

1. A valid New Mexico driver's license 2. A valid New Mexico ID card or 3. A current real property rental agreement or purchase agreement 4. A utility bill dated within 60 days, such as water, gas, electric, waste, telephone, cable or

satellite bill, but not a bill for a cell phone 5. An insurance bill, card or binder, dated within the past 6 months 6. A bank or credit card statement dated within 60 days that contains the corps member’s

name and address 7. An employment pay stub, dated within 60 days that contains the corps member’s name

and address 8. A current, local property tax statement or mortgage documents 9. A document from an education institution, such as a transcript, report card or

enrollment confirmation, that contains the corps member’s name and address and is dated within 60 days

10. Original documents from a city, county, state, tribal or federal government organization attesting to the fact that the corps member is a New Mexico resident

11. A New Mexico medical assistance card with address on card, letter from issuing agency that came with card showing name and address, or profile printout from issuing agency

12. A New Mexico public assistance card with address on card, letter from issuing agency that came with card showing name and address, or profile printout from issuing agency

13. Documents acceptable for corps members less than 18 years of age: a) Documents indicating membership in a New Mexico religious organization b) Documents indicating membership in a New Mexico sports organization, c) Two proofs of New Mexico residency of the parent/guardian and an affidavit from

the corps member’s parent or guardian stating that the corps member lives with that person

14. A New Mexico medical or public assistance card, profile printout or a letter from the issuing agency

15. A document evidencing eligibility and proof that the corps member's parent or guardian is currently receiving services from a non-profit organization qualified pursuant to Section 501(c)(3) of the Federal Internal Revenue Code of 1986 provided the document displays the corps member’s address.

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APPENDIX B: Examples of Forms

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