compliance: it’s everybody’s job protecting the investment and ensuring fiscal and program...
TRANSCRIPT
Compliance: It’s Everybody’s Job
Protecting the Investment and Ensuring Fiscal and Program Compliance at your Program
Does Your Program PoP?
A Little Story…
This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. Nobody talked to Everybody. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have.
Program and Fiscal Joint
Responsibilities
Alignment of Spending
Criminal History Checks
Allocation of Staff Time and Expense/Match
Spending Down the Grant
15-16 Budget
Enrollment Period
8/15/15
Members Enroll in Portal1/30/16
Spending/Reporting Match
60 Days Prior to Members Begin
Service
Staff Turnover
15-16 Members Exit Including FT Member-
Spending/Match not on Track
Spending/Reporting Match
Staff Turnover
Enrollment Period
8/14/16
Enrollment Period
8/15/16
Full Time Member
Begins Service
16-17 Members
Begin Service
Final ARR 15-16 Grant Year
16-17Budget
Every successful individual knows that his or her achievement depends on a community of persons working together.
~Paul Ryan~
Alignment of Spending
Enrollment Period
8/15/15
Enrollment Period
8/14/16
Important Communication: Members enrolled and members exited
Criminal History Checks
Personnel in Approved Budget Staff Turnover Full time Members
15-16 Members Exit Including FT Member-
Spending/Match not on Track
Spending/Reporting Match
Enrollment Period
8/14/16
Enrollment Period
8/15/16
16-17 Members
Begin Service
Final ARR 15-16 Grant Year
Allocation of Staff Time and Expenses/Match
15-16 Members Exit Including FT Member-
Spending/Match not on Track
Spending/Reporting Match
Enrollment Period
8/14/16
Enrollment Period
8/15/16
16-17 Members
Begin Service
Final ARR 15-16 Grant Year
Spending Down the Grant
Checklist
Program and Fiscal Joint Responsibilities
Checklist
Program and Fiscal Joint Responsibilities
General Practices:Set up regular bi-weekly, monthly or quarterly meetings with
fiscal or program staff responsible for implementation of the AmeriCorps grant
Appropriate program staff is made aware of the AmeriCorps budget
Fiscal staff is made aware of program calendar for the year
Checklist
Program and Fiscal Joint Responsibilities
Alignment of Spending:Program staff provides fiscal staff with information on the program enrollment
cycle Member actual AmeriCorps starts dates; Upcoming expected member exit dates Member actual exit dates
Program informs fiscal staff if there are Full-time or Half-time members on the budget that have been suspended or reinstated.
Program staff updates fiscal staff on status of previous year’s members still
active .
Checklist
Program and Fiscal Joint Responsibilities
Criminal History ChecksProgram staff communicates any staff turnover to fiscal
staff immediately so the program for budget purposes.
Program informs fiscal staff if/when they bring on a Full-time member that will be included on the budget.
Program or other staff responsible for running background checks on staff ensures CHCs are run on current or new staff on the budget, and approved by YBUSA for reimbursement purposes.
Checklist
Program and Fiscal Joint Responsibilities
Allocation of Staff Time, Match and Spending down the Grant
Program staff keeps fiscal informed on upcoming exits dates for the last member in service for the relevant grant year for final ARR request.
Fiscal checks in with program whether the program is on track for meeting match requirements in terms of activities, staff time and spending
Both parties have an understanding of the grant member enrollment period, member service terms, and spending period for the actual grant
We’re All In It Together
The Story…
This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have. Nobody talked to Everybody, and well, Nobody got paid…