Stay on Top of Your Perkins Grant: Surviving Monitoring Visits and Audits May 2009 Renee Kuharski,...
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Transcript of Stay on Top of Your Perkins Grant: Surviving Monitoring Visits and Audits May 2009 Renee Kuharski,...
Stay on Top of Your Perkins Grant:
Surviving Monitoring Visits and Audits
May 2009Renee Kuharski, Ph.D.
Colorado Mountain College
Goal of Session is to:
Provide information and details on how to organize your Perkins grant.
What is an audit?
What is the monitoring objective?
Get & Stay Organized!
Develop a system that works for you and your institution or school
Ask yourself, how does my state reimburse? Start there.
Keep EVERYTHING!
Award documents
All emails, memos etc. [example; requests for out of state travel]
Back up of all expenditures [order form, Purchase Order, packing slip, invoice, copy of check sent]
Any additional backup data
Develop a system…
Perkins Program Campus Request Form
Campus Perkins Request & Prioritization Form
CMC Perkins Grant Ordering Instructions
Perkins Grant Order Form
Perkins Tracking Form
Secondary Consortium Process
Schools meet to determine how they – as a group will allocate their funds.
Representatives come prepared to meeting with their schools prioritize requests from their approved CTE programs
» Determine Objectives based on the 5 and 1 year plans
» Estimate of cost of each activity
Secondary process
Each school follows their individual
purchasing policies
Tracking is key in this process!
Reconciliation is similar to the college process.
Lessons learned from an audit
Track not only the financial
Keep documentation of professional development activities
Time and Effort (time sheets)
Monitoring Objective
To provide reasonable assurance that proper records are maintained for equipment
acquired with Federal awards, equipment is adequately safeguarded and maintained, disposition or encumbrance of property is in accordance with Federal requirements,
and the Federal awarding agency is appropriately compensated for its share of any property sold or converted to
non-Federal use.
Colorado’s Perkins Monitoring Criteria
Institutions Policies and Procedures
Financials
Career & Technical Education Opportunities
Student Employment and Training
Facilities
Institutional Employment Opportunities
Policies and Procedures
Items required:Organizational chart
How we track our expenditures
Procurement policies
Equipment inventory
Job Descriptions for all employees who deal with the Perkins grant
Local Plan and year end analysis
Financial exhibits
Items required:Time and Effort reports
A-133 audit
Vouchers for reimbursement
Documentation of expenditures less than $5,000
Documentation of expenditures over $5,000
Career & Technical Education Opportunities
Items required:Examples of professional development.
Post-Secondary sponsored staff development.
Professional Development plans for CTE teachers
Strategic plan of institution
Student Employment and Training
Items required:Work-based learning
Roster of participants in Cooperative or work based learning
Facilities
Items required:
Physical facility layout (Map) specifically where CTE programs are located.
Construction
Remodel and expansion
Employment Opportunities
Items required:Human Resources Policies and procedures
Criteria used to evaluate employees for promotion and or tenure.
Salary scaleCTE staff development planInstitution staff development planCopies of 4 individuals professional growth plan ~ faculty
Edgar Part 80 (80.20 b6)Standards for Financial Management Systems
Fiscal Control: (6) source documentation
Edgar Part 76, (76.304) (76.730) Sub-grantee shall make sub-grant application (local plan) available to the public
EDGAR (Education Department General Administrative Regulations)
OMB (OFFICE OF MANAGEMENT AND BUDGET) http://www.whitehouse.gov/omb/assets/omb/circulars/a133_compliance/08/toc.doc
Circulars OMB A-21 (Colleges)
Cost Principles for Educational Institutions
OMB A-87 (school districts and Colleges) Cost Principles for State, Local and Indian Tribal Governments
OMB A-133 Part 6 A/BAllowable and Unallowable activities
OMB A-133 Part 6 F Equipment and Real Property Management
OMB A-133 Part 6 I Procurement and Suspension and Debarment
OMB A-133 Part 6 LReporting
Plan ahead and prepare
This begins with the award letter!
Track everything you do!
Stay organized through documentation!
Communicate with your business office, grants office, etc.
Communicate your program and student successes internally and externally.
Resources
http://coloradomtn.edu/sponsored-programs
http://www.gpoaccess.gov/cfr/index.html
http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html
https://www.epls.gov
Questions???
Renee Kuharski, Ph.D.Dean of Career & Technical Education
Colorado Mountain [email protected]
www.coloradomtn.edu