2015 Technical WorkshopFebruary 23, 2015

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NYGEAR UP Staff

• Raymond Cummings, Jr., Ed.D. – Director

• Cynthia F. Farmer – Coordinator

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NYGEAR UP Objectives

• Increase the academic performance and preparation for postsecondary education of participating students, with an emphasis on career readiness and college fit

• Increase the rate of high school graduation, with an emphasis on college and career readiness

• Increase participation in postsecondary education of participating students with an emphasis on college fit and alignment with high-demand fields and sectors of the economy

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NYGEAR UP Objectives

• Increase participation in postsecondary education of participating students without need for remedial coursework

• Increase the rate of college persistence and completion of participating students

• Increase student and family knowledge of postsecondary education options, preparation and financing

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NYGEAR UP OutcomesA. Students drop out at lower

rates

B. Students graduate at higher rates

C. Students graduate with an Advanced Designation diploma at higher rates

D. Students enter college or vocational training at higher rates

E. Students have increased knowledge of postsecondary education options, preparation, and financing

F. Families have increased knowledge of postsecondary education options, preparation, and financing

G. Students enter college with less need for remedial coursework

H. Students achieve greater college success

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Project Requirements• Participation Contract• Orientation• Tutoring/Homework

Assistance• Mentoring• Counseling• College Tours• SAT

• PSAT 8/9• PSAT/NMSQT• Non-cognitive Skills

Curriculum• Parental Engagement

Workshops• Professional

Development

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P-TECH• NYS P-TECH model: six-year program that

combines high school, college, and career training targeted to students in low-income communities

• September 2014: 16 partnership programs launched

• November 2014: 10 second-round winners announced

• NYGEAR UP schools given priority consideration to participate in third round of P-TECH programs

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HESC Resources

NYGEAR UP website• nygearup.org

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HESC Resources

At-risk students• GoCollegeNY.org

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HESC Resources

HESC’s high school counselor portal• hesc.ny.gov/partner

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HESC Resources

• Financial Aid Presentations– High school juniors and parents– High school seniors and parents

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HESC Resources

College Application Week • GoCollegeNY.org/apply

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HESC Resources

FAFSA completion• StartHereGetThere.org

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HESC Resources

Resources for your students, starting with planning for college• hesc.ny.gov/prepare

Partners

Responsibilities & Reporting

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Primary Sub-Grantee Responsibilities

• Perform proposed activities.• Ensure all activities are adequately documented.

– Event Reports & Sign-in Sheets

• Spend according to the budget.– Compare expenditures to approved categories– Any deviations from the budget require prior HESC approval via

the Budget Modification Request Form

• Provide timely and accurate reports.• Send all media releases and publications to HESC for

approval before use.

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Reporting Schedule

REPORT NAME REPORTING PERIOD DUE DATE

Mid-Year ReportSubmitted to HESC

2/2/15 -- 3/1/15 3/31/15

Annual Site ReportSubmitted to Measurement, Inc.

2/2/15 – 3/1/15 3/16/15

Renewal ApplicationSubmitted to HESC

9/1/15 – 8/31/16 6/1/15

Final Expenditure ReportSubmitted to HESC

2/2/15 – 8/31/15 10/1/15

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Mid-Year Expenditure Report

• Due 3/31/15• Template available on website• Complete and submit to HESC via mail, fax or email• Report components

– Cover Page - requires signature– Request for Payment - requires signature– Expenditure Report

• Professional Staff Salaries

– Budget Modification/Carry Over Request Form

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Professional Staff Salaries Table

NYGEAR UP Matching TOTALPosition Title Name

Full-time equivalent

assigned to NYGEAR UP

Annualized Rate of Pay

Period of Employment

Salary Assignable to NYGEAR UP

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Budget Modification Sample

NYGEAR UP Program Director Approval

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NYGEAR UP Annual Performance Report

Available from Measurement Incorporated (MI)• Will provide a link to

the electronic report • You submit directly to

MI• Due March 16

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Renewal Application & Final Expenditure Reports

• Samples are included in your Workshop Binder

• More information will be made available on the website

Understanding NYGEAR UP Match Requirements

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NYGEAR UP Match Requirements

• NY GEAR UP – 2015-16 Annual cost share is $3.5 million

• Match is dollar-for-dollar• Grantee responsibility

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Match Definitions

• “Match” is the non GEAR UP share of program costs

• "In-Kind” are contributions made by third parties that count towards a match

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NYGEAR UP Cost Principles

• Allocable -- necessary for project success • Allowable -- either permitted or not

specifically prohibited • Reasonable -- cost that would be incurred by

a prudent person

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Indirect Costs

• Indirect costs: 8% • Indirect costs cannot be charged for any

scholarship or equipment components of a grant

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What is Considered Match?

• Financial assistance• Waivers: tuition, fees, room and board

waived or reduced • Amount expended on mentoring and

counseling • Other recognized resources: Just ask!

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Matching Contributions

• Matching contributions can only be counted once• Matching contributions must be spent solely on

NYGEAR UP students• Matching contributions cannot be shifted from

one project to another• Matching contributions must be obligated during

the grant period

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Teacher / Counselor Salaries

• Existing teachers’ salaries and benefits cannot count as match

• Exceptions: activities outside normal duties may count as match

• Remember: counselors MUST be contracted as administrators to count towards match

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Match Documentation

• Capture the cost sharing identified with a particular project

• Contain adequate source documentation for claimed cost sharing

• Provide clear valuation of in-kind documentation • Provide support of cost sharing by grant

partners

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Cash Expenditures

Sub-grantee must maintain records regarding cash contributions• Evidence of cash received

– documentation of sources, including copies of deposited checks, deposit slips, receipts provided to donors, etc.

• Evidence of cash expenditures or outlays– Invoices, purchase orders, canceled checks, receiving receipts,

etc.

• Services by personnel of the grantee– Time and effort reports

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In-Kind Match Record Keeping

Sub-grantee should maintain records regarding in-kind contributions • Description of item received, including manufacturer’s serial

number and model number, if applicable • Name of person or entity that donated it• Date of donation• Method Sub-grantee used to determine value of item or service

(See EDGAR, 34 CFR 74.23 and 80.24 for information on valuing volunteer services and donated supplies, equipment, buildings and land)

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Budget Modifications

• Sub-grantee must request prior approval for certain post-award changes to the Federal grant budget

• Same prior approval rules apply if Sub-grantee wants to make certain changes to the non-Federal (matching/cost-sharing) budget

• Sub-grantee should notify ED if:– Partners contributing to the match/cost-share change during the budget

period or if major sources of planned matching/cost-sharing contributions do not materialize

– Sub-grantee is having difficulty meeting required level or amount of match/cost-share specified in the Grant Award Notification

Avoiding Common Reporting Findings and the Role of Audit

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Monitor Your Expenditures

• Expenditures must not exceeded budget by more than 10%, or $1,000, whichever is greater

• Maintain communication with staff and finance

• Review accounting records regularly

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Budget Changes

• Must be submitted as soon as possible

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Avoid Errors on Timesheets

• Signed and dated• Correct hours• Calculations on timesheets and payroll agree

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Cost Allocation

• Must be reasonable, consistent, and equitable

• Predetermined budget estimates are not allowed

• For effort and salaries allocation based on after-the-fact principle

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Cost Center/Account Codes

• Use correct codes• Set up cost center or assign account for

NYGEAR UP expenditures

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Use Correct Cost Category

• Travel: student transportation and staff travel between sites

• Supplies & Materials: t-shirts

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Engaging Contractors/Vendors

• Cost or price analysis needed or solicit price quotes

• Briefly document reason for selecting one contractor over another

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Written Contract for Contractors

• A must, in the interest of both parties• Contract should include:

– Cost of service– Scope of service– Payment method– Period of service

• Monitor performance and cost

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Inventory Control

• Maintain control of Equipment/Supplies & Materials items

• Federal Threshold: $5,000• Maintain updated inventory list

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Entertainment Costs

• Tickets for movies, amusement parks, ball games may be considered as entertainment costs

• Business meals for staff or vendors are not charged to the program

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Document Matching Costs

• Develop a matching contribution form• Ensure records are verifiable• Ensure matching is not from other federal

sources

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Conduct All Activities

• Notify HESC NYGEAR UP Office if you cannot provide certain services proposed

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Activity Documentation

• Ensure activities are supported by documentation– Attendance records– Tutoring logs– Emails– Letters– Board minutes– Flyers

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Service Cohort

• Ensure that services charged to the program are provided to the program cohort

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Annual Performance Report

• Ensure line items are supported

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Questions: Audit Hints/Match Requirements?

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Audit Report Process

• Exit Conference• Draft Report Issuance• Audit Response• Follow up on Audit Recommendations• Closeout

Thank you