Centralized Grant Training

For Brown County DepartmentsJune 8-9, 2010

Agenda

• Definition of a “grant” vs. allocations, donations,

agreements/contracts

• Grant approval process Two ways to obtain approval to apply

• Centralized grant tracking (in Administration) Reasons, history, Administration/department

roles, housekeeping

• ARRA/Stimulus funding

• Project Accounting module (Logos)

• Questions

What is a Grant?

Grants

•competitive application process (usually);

•specific purpose/specific period of time;

•written agreement enforceable by law;

•detailed financial reports, invoices and/or technical reports;

•documented in the County’s annual audit

Procedure: Follow Admin Policy A-2 “Grant Approval Process”

Other Funding Sources

Allocations

• come from state or federal government

• awarded year after year, normally without any competitive application process

• still require some type of financial reporting

Procedure: Usually follow the same process as grants

Other Funding Sources

Donations (or “Gifts”)

• transfer of assets (including cash) by a donor

• no expectation of direct benefit/compensation

• usually unrestricted, but could also be restricted

• no contractual requirements/minimum reporting

• irrevocable

Procedure: If not budgeted, budget adjustment is required

Other Funding Sources

Cooperative Agreements/Contracts

• NOT necessarily a grant (funding source), but an agreement for services

• If a grant, can come in the form of: Cooperative agreement Contract Consortium agreement Sub grant Subcontract

Grant Approval Process

• Per County Code and administrative policy A-2 “Grant Approval Process,” two different ways:

Budget process Complete grant form in budget packet;

include exp/rev in budget accounts

Grant Application Review form Submit completed form to Admin Once Admin OKs, department may apply;

however, still goes through oversight committee for final approval

NOTE: Budget adjustment required if awarded

Budget Detail Form Grant Application Review Form

(in budget packet) (on Intranet and V: drive)

Grant opportunity becomes available

to department

Is grant approved through budget?

Department fills out Grant

Application Review form and submits to Administration

Grant Coordinator reviews, DOA

signs if approved

Does DOA approve applying

for grant?

Department applies for grant (with

assistance fromGC if needed)

End

No50%

No 5%

Yes95%

GC places Grant Application Review

on oversight committee

Is grant awarded?

Dept. sends award paperwork to GC (see Centralized Grant

Tracking Process)

Department manages grant, submits financial

reports as req’d by grant, etc.

End

End

No50%

Yes 50%

No 50%

Yes50%

Start

Is grant approved through budget?

Department submits budget adjustment to

Admin

Yes50%

Grant Approval Process

Centralized Grant Tracking

• Why needed? Annual Federal Awards and State

Financial Assistance Report (aka “Single Audit”)

Annual filing of Form SF-SAC Internal controls Code requires Admin approval to apply;

also on various grant reports

• History Started with new Accountant (Dawn) in

2007 as result of “finding” from WI DOA Moved Grant Coordinator position from

HS to Admin in 2009

Centralized Grant Tracking (cont’d)

• Current team:

Administrative/Grants Coordinator – Mollyo Assists departments as needed w/funding

identification and proposal developmento Point of contact for central grant website

reporting infoo Maintains master grants log

Grant Accountant – Connieo Oversees annual reporting for all federal/state

grant awards o Records/substantiates proper recording of grant

revenues, expenditures, receivables and deferrals

o Maintains centralized grant files

Grant is awarded to department

Grant Coordinator reviews, attaches other grant paperwork, and

forwards to Grant Accountant

StartDoes dept. send award paperwork

to Admin?

Grant Accountant runs detailed GL report on state/ federal grant aid monthly; contacts department for

paperwork if sees activity

No 30%

GA reviews, creates file, logs in shared master grant log and creates Excel grant spreadsheet for department

to update monthly

Does dept. send copies of fin/

reimburse reports to Admin?

Grant Accountant runs detailed GL report on state/ federal grant aid monthly; contacts department for

paperwork if sees activity

No 90%

GA reconciles report to GL and spreadsheet and

places in file

When grant ends (via “LAST REQUEST” on

reports), GA marks spreadsheet “complete”

and places hard copy in file.

Department grant contact manages grant, tracks

exp/rev on grant spreadsheet and sends

to GA monthly

GA receives grant spreadsheets monthly and cuts/pastes new

info into file w/all master spreadsheets

GA runs detailed GL report to verify

information submitted reconciles

Does GL reconcile to department spreadsheet?

Is award paperwork sufficient? (contract &

budget)

Grant Accountant contacts department

for copy of contract and budget (at minimum)

No60%

At end of year, GA pulls information from Excel master spreadsheet file

for single audit.

GA contacts department to

correct discrepancy in spreadsheet

GA records accruals (except for Sheriff –

DH does this)

Yes 80%

No20%

Yes70%

Yes 40%

Yes10%

End

Centralized Grant Tracking

Departments’ Role in Process

• Send required paperwork to Administration on a timely basis

• Track/report grant expenditures

• Understand grant financial “housekeeping”

New Tool

New Grant Checklists

Required Paperwork to Admin

• Award/approval letter or paperwork

• Budget information

• CFDA # for federal; State Funding ID for state

• HELPFUL: payment notifications, addendums or extension notifications; financial/ reimbursement/close-out reports

Grant Expenditure Tracking

• Forward grant spreadsheets or copy of reimbursement request by 10th day of month

Grant Tracking Spreadsheet

Grant Expenditure Tracking

• Forward grant spreadsheets or copy of reimbursement request by 10th day of month

• Ensure grant funds are spent in compliance with grant budget and guidelines

• Make sure adequate documentation is maintained in department files

Grant Financial “Housekeeping”

• Budget adjustments When grant funds received but not

budgeted; OR When received but not spent by end of

year

• End-of-year carryover Effective 2010, carryover requests no

longer completed for grant funds not spent by year end

Unspent funds deferred to next fiscal year

Grant Financial “Housekeeping” (cont’d)

• Deferred revenue

When grant funds have been received in advance of being earned (i.e., the required service has not been performed and/or the expenses have not been incurred) the revenue is “unearned” or “deferred.”

When you receive grant money but don’t spend all of it by the end of the year, the remaining money must be recorded on our financial books as “unearned” or “deferred” to comply with our financial reporting requirements.

Deferred Revenue

Grant Financial “Housekeeping” (cont’d)

• Deferred revenue “Unearned” grants funds will be deferred at year

end Funds will be recorded as revenue in subsequent

year when expenditures are incurred Departments will be notified to process

necessary budget adjustment for next fiscal year

• In-kind contributions May be used to fulfill grant matching

requirement Service contributions

Make sure Admin aware; in certain circumstances may need to be recorded on County’s financial books

For Departments(on Intranet and V: drive)

For Administration

ARRA/Stimulus Funding

• Make sure Admin is aware

• Additional reporting and compliance requirements federalreporting.gov Central Contractor Registration

(CCR)

• Paperwork even more important

• Work in process

Project Accounting (Logos)

• Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations)

Project Accounting (Logos)

• Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations)

• Can assign a project to a PO, an invoice, journal entry or receipt at time of entry, and it will update project appropriately

Project Accounting (Logos)

• Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations)

• Can assign a project to a PO, an invoice, journal entry or receipt at time of entry, and it will update project appropriately

• Each project can be budgeted and reports/ inquires can be generated

QUIZ

• Name the two ways to obtain approval to apply for a grant.Budget process or Grant Application Review

• Name the #1 reason centralized grant tracking is needed.Annual Federal Awards and State Financial Assistance Report

• Name the three pieces of information Admin needs (minimum) when a grant is awarded.Award letter; budget; and CFDA#/State ID

QUIZ (cont’d)

• Name the other term for Deferred Revenue.Unearned revenue

• BONUS: Name the Logos module that will make all of our lives easier in the future.Project Accounting!

• BONUS: Name your favorite Administrative/Grants Coordinator and Grant Accountant.Molly and Connie!

Questions?

Contact information:

Molly HillmannAdministrative/Grants Coordinator448-4037hillmann_mm@co.brown.wi.us

Erica BendicksonGrant Accountant448-6249bendickson_el@co.brown.wi.us