RFF Process Training Finance Departmentresources.csi.state.co.us/wp-content/uploads/2018/... ·...
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RFF Process Training Finance Department FY19 Marcie Robidart
Transcript of RFF Process Training Finance Departmentresources.csi.state.co.us/wp-content/uploads/2018/... ·...
RFF Process Training
Finance Department
FY19
Marcie Robidart
CSI Finance Department Contacts
Amanda Karger / Director of Finance
303.866.2856
Marcie Robidart / Grants Fiscal Coordinator
Request for Funds; Grants; School Payment Reports
303.866.6841
Allegra Matus / Human Resources and Accounts Payable Manager
Human Resources/MSEC; Financial Transparency Act; Oversee Accounts Payable
303.866.6972
Cassie Walgren / Controller
PPR payments; Year-end reporting
303.579.1040
See the contact list in the Guidebook or on the CSI website for all staff contact information
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Agenda
▷ Request for Funds Summary○ *Includes New Requirement
▷ ESSA RFF Process
▷ IDEA RFF Process○ *Includes New Requirement
▷ CCSP, CCLC & General Competitive RFF Process○ *Includes New Requirement
▷ Q & A
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Request for Funds Summary
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Submission Deadline Overview
RFF Submission Timeline
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Grant CSI Deadline Funds Expectation
ESSA (Title) 23rd of every month 4 weeks
IDEA 9th of every month 4 weeks
CCSP, CCLC & General Federal Competitive 9th of every month 4 weeks
Perkins *through CCCS 4 annual dates (11/09, 02/08,05/10 & 07/15) 6-12 weeks
**NEW** RFF Submission Requirement
CSI has implemented a deadline for drawing down reimbursements based on expenditure dates.
Expenses will not be reimbursed if they are requested outside of the windows listed below.
Expenditures for July - November
Due on or before the natural due date in January of 2019
Expenditures for December – April
Due on or before the natural due date in May of 2019
Expenditures for May
Due on or before the natural due date in June of 2019
Universal RFF Requirements
▷ All RFF submissions go to [email protected]
▷ Grant RFF’s submitted in separate emails
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Signed Request for Funds Form*Authorized Representative and person filling out RFF must be two different people
*Form supplied by CSI
Budget-to-Actual Workbook (ESSA, IDEA and Perkins)*Workbook provided by CSI
Request for Funds Summary (other competitive grants)*Found on the CSI finance resource page
Back-up Documentation
Request for Funds Form
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▷ Must be signed by the school leader, Chief
Financial Officer, or a board member as the
authorized representative
▷ Someone other than the authorized representative
must prepare the report
▷ CSI will provide Request for Funds forms as
allocations are finalized
▷ CSI requires that all federal grants to be drawn
down quarterly, at minimum
Total program expenditures
to-date are entered here
Previously requested Funds here
Signature area
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Time & Effort Reporting
You must have
the daily hours
filled-in
You must include the objective and
percentage of time worked on objective
The Time & Effort must be signed by employee and supervisor
Proof of payment for salary requires payroll register and
the relevant time and effort report.
For employees paid with federal funds, the report must
show that the employee worked on that specific federal
program cost objective and reflect the total activity for
which the employee is compensated
Because practices vary as to the activity constituting a full
workload, records may reflect categories of activity
expressed as a percentage distribution of total activities.
Time and effort template may be found in the finance
section of the CSI resource website
https://resources.csi.state.co.us/financial-services-library/
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Federal Program Employee Certification Form
The Employee Certification must be signed by employee and supervisor
Employees working entirely on a single cost objective
during the reporting period may complete this certification
form prior to reimbursement.
This certification must be signed by the employee and a
supervisor. The form must be made available to state and
federal auditors upon request.
Employees who are compensated by federal grant dollars
and work solely on a single award or cost objective to
submit a certification that the employee worked solely on
that program for the period covered by the certification.
https://resources.csi.state.co.us/financial-services-library
/
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Back-up Documentation Check Payment
Invoices required for ALL purchases for all schools
Proof of payment for check requires invoice and a
copy of cleared check.
Proof of payment required for schools
In first year of operation
Schools with new finance staff
All CCSP recipients
If otherwise notified
Schools are required to keep proof of payment for all
purchases made with federal grants on school grounds
Schools not required to submit proof of payment to CSI
will be randomly asked to submit proof of payment for
one random RFF during the fiscal year
School that do not meet the requirements above may be
asked to provide proof of payment with CSI staff
discretion
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Back-up Documentation Debit/Credit Cards
Proof of payment required for schools
In first year of operation
Schools with new finance staff
All CCSP recipients
If otherwise notified
Schools are required to keep proof of payment for all
purchases made with federal grants on school grounds
Schools not required to submit proof of payment to CSI
will be randomly asked to submit proof of payment for
one random RFF during the fiscal year
School that do not meet the requirements above may be
asked to provide proof of payment with CSI staff
discretion
Proof of payment for credit card requires invoice, statement showing charge, and proof of credit card statement balance paid in full.
Proof of payment for debit card requires bank statement showing charge.
ESSA RFF Submissions
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ESSA Budget Workbook
Must not request
over FTE amount
Pre-approved
budget tabsSchool Input for
Request Area
RFF Form Tab
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ESSA Budget Workbook II
Amount remaining to
spend on line item
RFF 1 Request
RFF 1 Request
A 10% Variance is allowed per line item so long as the overall allocation does not exceed 10%
Do not edit cells within a column after that RFF has been submitted to CSI
Workbook must be complete when emailed to CSI with your backup documentation
Percentage/Amount of line
item budget spent to date
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ESSA Budget Workbook III A complete submission to [email protected] includes
1. Signed RFF Form
2. Completed Budget Workbook
3. Back-up documentation to support your request
1 – RFF Form
2 – Workbook
3 – Invoice
3 – Invoice Proof of
payment
3 – Payroll
Summary
3 - Time and Eff-ort
ESSA RFF submissions are due to CSI by the 23rd of any month
• CDE process them on the 1st
• 4 – 6 week turnaround for cash from the CDE due date
CSI processing window is the 23rd – 1st
• You may submit RFFs at anytime, but they will not be processed until the
next window
You will receive a confirmation email once your RFF has been reviewed
IDEA RFF Submissions
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IDEA Budget Workbook
Budget tab
RFF Form Tab
Pre-approved
Instructors
You must submit an HR form to add any additional instructors to your data validation tab
**NEW** IDEA Submission Requirement
FY19 IDEA workbooks will include an extra budget tab for pilot allocations. Only CSI
approved coordinators may be reimbursed for the pilot portion of the school allocation.
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IDEA Budget Workbook II
RFFs Represented
by Row
School Entry
Areas
Pre-approved
Instructors
You must submit an HR form to add any additional instructors to your data validation tab
Once an instructor has been used in a column, they will be the only instruction reported in that column
Do not edit cells within a row after that RFF has been submitted to CSI
Workbook must be complete when emailed to CSI with your backup documentation
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IDEA Budget Workbook IIIA complete submission to [email protected] includes
1. Signed RFF Form
2. Completed Budget Workbook
3. Back-up documentation to support your request
1 – RFF Form 3 - Time and Eff-ort
IDEA RFF submissions are due to CSI by the 9th of any month
• CDE process them on the 15th
• 4 – 6 week turnaround for cash from the CDE due date
CSI processing window is the 9th – 15th
• You may submit RFFs at anytime, but they will not be processed
until the window
You will receive a confirmation email once your RFF has been reviewed
2 – Workbook
3 – Payroll Summary
CCSP & CCLC
RFF Submissions
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CCSP and CCLC Requirements
Invoice Date
You must submit an HR form to add any additional instructors to your data validation tab
Once an instructor has been used in a column, they will be the only instruction reported in that column
Do not edit cells within a row after that RFF has been submitted to CSI
Workbook must be complete when emailed to CSI with your backup documentation
Program & object code must
match your CDE budget
workbook
Refers to the budget line in CDE workbook that shows the purchase is approved
**NEW** CCSP & CCLC Submission Requirement
You will be required to submit your CDE budget workbook with completed
expenditure tabs quarterly.
https://resources.csi.state.co.us/financial-services-library/
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CCSP and CCLC Requirements IIA complete submission to [email protected] includes
1. Signed RFF Form
2. Completed RFF Summary (in excel format)
3. Back-up documentation to support your request
1 – RFF Form 3 – Invoice
3 – Invoice Proof of
payment
3 – Payroll
Summary
3 - Time and Eff-ort
All of RFF submissions are due to CSI by the 9th of any month
• CDE process them on the 15th
• 4 – 6 week turnaround for cash from the CDE due date
CSI processing window is the 9th – 15th
• You may submit RFFs at anytime, but they will not be processed
until the window
You will receive a confirmation email once your RFF has been reviewed
2 – RFF Invoice Summary
Thanks!
For questions please contact me at:[email protected]
CSI Finance Resource Center:https://resources.csi.state.co.us/financial-services-library/
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