first 5 la grantee/contractor webinar

First 5 LA Grantee/Contractor Webinar

Thank you for joining us

• Submit any questions you may have via the chat feature

• First 5 Staff will address your questions during the presentation or may follow up afterwards if your question is specific to your program.

• Please refer to your handouts provided

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Agenda

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• Compliance Overview

• Program Reporting

• First 5 LA Website

• NEW Fiscal Policies

Compliance

Contracts

• Board Approval

• Revisions to Grant Agreement

• Compliance Guidelines

• Insurance

• Memorandum of Understanding

• Q & A

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Board Approval

As a public agency, First 5 LA is seeking to

provide greater transparency by requesting

Commission approval of all contracts and grant

agreements totaling $25,000 or more prior to

execution.

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Board Approval

First 5 LA staff will place items for consent for Board

review and approval. Please work with your

Program Officer well in advance in order for your

agency’s request to be processed in a timely

manner.

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Items that need final Board Approval

• New Contracts

• New Grants

• Renewals

• Amendments

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• Amendments: changes in the budget

amount or contract period No Cost Extensions (amendments that extend

the end date)

Additional Funding (amendments that add

funding)

Reduction of Funding (amendments that

reduce funding)

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Types of Amendments

Exceptions

Exceptions:

• Formal Budget Modifications and Informal Budget

Modifications do not go on the Consent Calendar if

there is no change in the budget amount.

• Scope of Work Modification

The information above is subject to change at any time. Please

contact your program officer for more information

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Grant Agreement and Contract Revisions

Grant Agreements and Contracts have been revised. Please

review carefully and contact your Program Officer if you have

any questions.

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Compliance Guidelines

First 5 LA’s Compliance Guidelines will be

incorporated as an Exhibit to your agreement. This

document outlines criteria for which a grantee or

contractor may be deemed noncompliant. Sanctions may

include withholding of payment, termination of the

contract, debarment, and recovery of funds.

Please review this document carefully and notify your

Program Officer if you have any questions or concerns.

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Certificates of Insurance

Certificate Holder to reference Commission as:

Los Angeles County Children and Los Angeles County Children and Families First – Proposition 10 Families First – Proposition 10

Commission, its officers, agents, Commission, its officers, agents, consultants and employeesconsultants and employees

Or abbreviated as:

LA Cty Prop 10 Commn. LA Cty Prop 10 Commn.

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For grantees participating in Medi-Cal Administrative Activities, include the following endorsement under Commercial General Liability:

County of Los Angeles, its Special Districts, its officials, officers, and

employees

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Certificates of Insurance

Insurance: Coverages/Endorsements

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Commercial General Liability

Additional Insured Endorsement

Workers Compensation

Professional Liability Auto Liability

Loss Payee Endorsement

CrimeLoss Payee Endorsement

Property InsuranceLoss Payee Endorsement

Self Insurance

Certificate of Insurance

• Must be maintained throughout the Must be maintained throughout the agreement periodagreement period

• Must have correct endorsementsMust have correct endorsements

• Must have correct limitsMust have correct limits

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Memorandum of Understanding

MOU’s are required for all collaborative partners, subcontractors, and/or contracted services listed on Budget under the Contracted Services and Evaluation Sections

Memorandum of Understanding

• MOU must be signed by authorized

signatories from both parties

• Submit copies of MOUs to your Program

Officer within 30 days of MOU execution.

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Contracts Department Contacts

Jennifer EckhartSenior Contracts Compliance

Officer(213) 482-7528

jeckhart@first5la.org

Monica Benitez-AndradeContracts Compliance Officer

(213) 482-7836mbenitez@first5la.org

Rommel HilarioContracts Compliance Officer

(213) 482-7830rhilario@first5la.org

Martha DominguezContracts Compliance Officer

(213) 482-7511mdominguez@first5la.org

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Q & A

Program Reporting

• New system of grantee and contractor reporting

• Timeline: implemented by mid-year FY 12-13.

– June 22: overview of data required for reporting

– October/November: orientation with grantees and

contractors on how to access and complete new report

• Web-page fill-in

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First 5 LA’s website

• What’s New and Differento Research and Evaluation

o Dashboard

o Commission Meeting Documents

o Press Room (First 5 LA logos)

• Style Guide for Grantees

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Performance Based ContractsThank you for your participation today

Your Program Officer will contact you regarding fiscal reporting updates

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Organization Project Name

East Los Angeles College FCC Higher Education Academy

LA Care Healthy Kids

LAUP ECE Workforce Consortium

LACOE ECE Career Development Policy Project

211 LA County Information, Resource, Referral

Department Public Health Substance Abuse Treatment Services for High Risk Parents

LAC-USC Violence Intervention

AltamedAntelope Valley Community ClinicClinica RomeroSt John’s Well Child & Family CenterNortheast Valley Health Corporation

Oral Health Capital Improvement

Invoicing & Budget Modifications

Financial Overview

• Invoice Reporting

• Informal Budget Modification/Budget Changes

• Formal Budget Modification Process

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Invoice Template (Refer to handout)

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First 5 LA750 North Alameda Street, Suite 300

Los Angeles, CA 90012(213) 482-5902

Initiative:  

Grant Agreement Number:  

Grant Agreement Period:  

Report Period:  

Agency Name:

Program Name:  

Address:  

Contact Name & Phone #:  

YTD Approved    

Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Actual Budget Budget Matching

Cost Categories Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Total Total Balance Funds

(1) Personnel Cost                         - - - -

(2) Contracted Services                         - - - -

(3) Equipment                         - - - -

(4) Printing/Copying                         - - - -

(5) Space                         - - - -

(6) Telephone                         - - - -

(7) Postage                         - - - -

(8) Supplies                         - - - -

(9) Employee Mileage & Travel                         - - - -

(10) Training Expenses                         - - - -

(11) Evaluation                         - - -

(12) Capital Cost/Renovation                         - - - -

(13) Other Expenses                         - - - -

(14) Indirect Costs *                         - - - -

Total Agency Expenses - - - - - - - - - - - - - - - -

Total First 5 LA Payments                         -

Payments (over) under Expenses - - - - - - - - - - - - -

* Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits.

I CERTIFY THAT THIS CLAIM IS IN ALL RESPECTS TRUE, CORRECT, SUPPORTABLE BY AVAILABLE DOCUMENTATION, AND IN COMPLIANCE WITH ALL TERMS/CONDITIONS, LAW AND REGULATIONS GOVERNING ITS PAYMENT.

          Submit Invoice to: First 5 LA

Signature of Authorized Representative Date Attn: Finance Dept.

750 N. Alameda St., Suite 300

Los Angeles, CA 90012

      Phone: (213) 482-5902

Print Name & Title

Invoice Reporting

Contact Name & Phone Number

Please provide the name and phone number of the individual who is familiar with the expenses

reported on the invoice form

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Invoice Reporting

• Must be based on actual expenses

• Must be according to the approved budget cost categories

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Invoice Reporting

• Once an invoice has been

paid, Grantee/Contractor

CANNOT make adjustments

to prior month’s expenses.

• Prior months’ adjustments

can be made only on the

current month being

invoiced with justification

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Invoice Reporting

• Justification of adjustments in current invoice should be in a memo on agency’s letterhead.

• Justification of previous months’ adjustments should be listed one by one if applicable (do not change amounts in previous months paid).

• If budget changes have been made, please make sure to revise the “Approved Budget Total” column on the invoice form

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Invoice Reporting

Invoice Reporting

• Invoices are to be submitted on a monthly basis. Due the 20th business day of each month for the previous month

• Must be signed by the agency authorized representative listed on the Signature Authorization Form

• Payments are processed within 20 workings days of the receipt of the grantee’s invoice, if invoice is properly completed

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Personnel Cost Allocation(refer to handout)

Grantee Number:Grantee Name:

Position Employee Name

Approved Monthly

Gross Salary

Approved Budget % Time on

F5LA Project Pay DateActual Gross

Salary

Actual % of Time on

F5LA

Actual Charge to

F5LA

MatchingFunds

(if applicable)FICA

00.00 %SUI

00.00%Health00.00%

WorkersComp.00.00%

Total For the Pay Period (Jan-xx-2012 - xx-xx-2012) - - - - - -

-

Total For the Pay Period (Jan-xx-2012 - xx-xx-2012) - - - - - -

Total Personnel Cost for the Month of January 2012 - -

NOTE:

*** This template is for supporting documentation use only.

*** Please submit the filled Salary & Benefits worksheet together with your invoice to support Personnel Cost.

SALARY & BENEFITS BILLED TO FIRST 5 LA

Tamika Austin:This is the amount to be billed to First 5 LA for Personnel Cost for the month.

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Invoice Reporting

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Invoice forms can be downloaded from our website: www.first5la.org/Grantee-Documents

All invoices must be mailed to:

First 5 LA c/o Finance

Dept.

750 N Alameda St., Suite

300

Los Angeles, CA 90012

Grantee must submit the following:

• Informal budget modification justification should be on agency’s letterhead and signed by the authorized signatory

• Informal budget modification Summary signed by authorized signatory

• Revised Statement/Scope of Work if activities are impacted

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Informal Budget Modification Process

Informal Budget Modification Summary(refer to handout)

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         Agreement #    

Informal Budget Modification Summary  

Agency:            

Project Name:        Agreement Period:   

Cost CategoryMost Current "Approved"                           First 5 

LA FundsAmendment Amount Total Modified Amount  Matching Funds

1 Personnel                                                              -                                                                 -                                                                -                           -   

2 Contracted Svcs (Excluding Evaluation)                                                            -                                                                 -                                                                -                           -   

3 Equipment                                                            -                                                                 -                                                                -                           -   

4 Printing/Copying                                                            -                                                                 -                                                                -                           -   

5 Space                                                            -                                                                 -                                                                -                           -   

6 Telephone                                                            -                                                                 -                                                                -                           -   

7 Postage                                                            -                                                                 -                                                                -                           -   

8 Supplies                                                            -                                                                 -                                                                -                           -   

9 Employee Mileage and Travel                                                            -                                                                 -                                                                -                           -   

10 Training Expenses                                                            -                                                                 -                                                                -                           -   

11 Evaluation                                                            -                                                                 -                                                                -                           -   

12 Capital Cost/Renovation                                                             -                                                                -                                                                -                           -   

13 Other Expenses (Excluding Evaluation)                                                            -                                                                 -                                                                -                           -   

14 *Indirect Costs                                                            -                                                                 -                                                                -                           -   

   TOTAL:  $0  $0  $0  $0 

Fiscal Contact Person Date        

Agency Authorized Signature Date         

Phone #             

*Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits.        

Additional supporting documents may be requested         

Budget Modification Justification(refer to handout)

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[AGENCY LETTERHEAD] Budget Modification Justification

Memo Template

Grant Agreement #: (please check one): Formal Informal Agency Name: Date Effective: Initiative: Agreement Period: Date Dear [Program Officer], [AGENCY NAME AS IT APPEARS ON GRANT AGREEMENT] would like to request to move [TOTAL MODIFIED BUDGET AMOUNT] $XX [Insert brief narrative summarizing request and justification.]

Section 1: Personnel No changes or modifications to this section OR We are requesting to modify $XX Title, Name of Staff Person, Decrease/Increase and Amount The total modified amount for Personnel is $XX. (A decrease /increase of XX) Section 2: Contracted Services No changes or modifications to this section OR We are requesting to modify $XX The total modified amount for Contracted Services is $XX. (A decrease/increase of $XX) Section 3: Equipment No changes or modifications to this section OR We are requesting to modify $XX Total modified amount for equipment is $XX. (A decrease /increase of XX) Section 4: Printing/Copying No changes or modifications to this section OR We are requesting to modify $XX Total modified amount for Printing/Copying is $XX. (A decrease /increase of XX)

• Can be used for both Formal and Informal modifications

Changes to budget cost categories of more than $5,000

You may move up to 10% from any budget cost category to an existing cost category or multiple cost categories.

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Informal Budget Modification

Rule 1: 10%

Informal Budget Modification

Rule 2: $5,000 or less

Changes for cost category budget of $5000 or less

You may move up to the total amount from any budget cost

category to an existing budget cost category or multiple cost

categories.

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Informal Budget Modification

Rule 1: 10% Example:

Budget Cost Category Amount Change New Amount1. Personnel $250,000 -$25,000 $225,0002. Contracted Services $75,000 +$15,000 $90,0003. Supplies $3,000 + $10,000 $13,000

Rule 2: $5,000 or less:

Budget Cost Category Amount Change New Amount 1. Supplies $4,000 -$4,000

$02. Telephone $1,500 +$3,000

$4,500 3. Postage $ 100 +$1,000 $1,100

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Informal Budget Modification

• Only two (2) Informal Budget Modifications/Budget

Changes will be accepted per contract period.

• If Grantee/Contractor exceeds two (2) informal

budget modifications, a Formal Budget

Modification will be required.

• Informal budget modifications are accepted at any

time during the contract period.

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Formal Budget Modification Process

Grantee must submit the following:

• Budget Modification Form • Budget Modification Justification Memo• Revised Statement/Scope of Work (if

modification impacts program activities)

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If the original cost category is greater than

$5000 and the change is greater is than 10%

of the cost category, grantee/contractor must

obtain prior written approval before incurring

any expenses requested in the modification.

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Formal Budget Modification Rule

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SAMPLE

Formal Budget Modification(refer to handout)

          Agreement #    

          Page :  1 of  10  Formal Budget Modification Summary  

Agency:            

Project Name:       Agreement 

Period:                  

Cost CategoryMost Current "Approved"               

            First 5 LA FundsAmendment Amount Total Modified Amount 

Matching

Funds

1 Personnel   0 0 0 02 Contracted Svcs (Excluding Evaluation) 0 0 0 03 Equipment 0 0 0 04 Printing/Copying 0 0 0 0

5 Space 0 0 0 0

6 Telephone 0 0 0 0

7 Postage 0 0 0 0

8 Supplies 0 0 0 0

9 Employee Mileage and Travel 0 0 0 0

10 Training Expenses 0 0 0 0

11 Evaluation 0 0 0 0

12 Capital Cost/Renovatoin  0 0 0 0

13 Other Expenses (Excluding Evaluation) 0 0 0 0

14 *Indirect Costs 0 0 0 0

   TOTAL:  $0  $0  $0  $0 

         First 5 LA Authorized Staff Only

Fiscal Contact Person Date        

Agency Authorized Signature Date     Program Officer

Phone #        Finance

               *Indirect Costs MAY NOT exceed 10% of Personnel cost, excluding Fringe Benefits.        

Additional supporting documents may be requested         

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SAMPLE

Formal Budget Modification(refer to handout)

Formal Budget Modification Process

• Formal Budget Modification draft due by the 1st of the month – to be effective the 1st of the following month, if approved.

• First 5 LA will NOT process final budget modifications via e-mail/fax.

• Formal Budget Modifications will not be processed during the first two months and the last quarter of the contract year .

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Formal Budget Modification Process

Formal Budget

Modifications

ARE NOT

retroactive

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Formal Budget Modification Process

Example: Your agency plans to hire a Case

Manager position with savings from the

Equipment line item and the Formal Budget

Modification is submitted to First 5 LA November

1st. The Formal Budget Modification will be

effective, if approved, December 1st. Therefore,

the Case Manager position should be budgeted

for only 7 months (December – June).

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Plan the Formal Budget Modification with the understanding that the requested changes will be effective one month

after submission, if approved.

Information Sheets

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• Invoices

• Formal Budget Modifications

• Informal Budget Modifications

Q & A

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Finance Department Contacts

Kristina DixonSRI Staff Accountant

(213) 482-7549kdixon@first5la.org

Camille DonnellMAA Staff Accountant

(213) 482-7513cdonnell@first5la.org

Tamika AustinStaff Accountant II

(213) 482-7532taustin@first5la.org

Faustino GenioStaff Accountant II

(213) 482-9399fgenio@first5la.org

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