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July 31, 2013 FY 2014 CTF General Prevention Compliance Seminar.

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Presentation on theme: "July 31, 2013 FY 2014 CTF General Prevention Compliance Seminar."— Presentation transcript:

1 July 31, 2013 FY 2014 CTF General Prevention Compliance Seminar

2 Introduction Staff  Kirk Schreiber, Executive Director   Laura Malzner, Program Coordinator   Paula Cunningham, Public Affairs Coordinator   Alicia Whitson, Executive I/Office Manager 

3 CTF Contact Information Website Address: Email Address: For submitting invoices: Phone: 573-751-6511 Address Information: P.O. Box 1641301 W. High, Room 860 Jefferson City, MO 65102Jefferson City, MO 65101

4 Today’s Topics Financial and Policy Information Program and budget revisions Monitoring Performance Reporting

5 FY 2014 CTF General Prevention Grant Contract Period July 1, 2013 through June 30, 2014

6 Financial Requirements Accurate financial records Record retention (5 years from termination date) Audit requirements

7 Procurement Policies Allowable costs Competitive bids Sole Source procurement

8 Local Match Year 1 = 0% of total project cost Year 2 = 0% of total project cost Year 3 = 25% of total project cost Year 4 = 50% of total project cost Year 5 = 75% of total project cost

9 Local Match Local match restrictions – Same use as state funds – Expended/obtained during contract period – Records of match maintained Source Amount Period used – Reporting match

10 Printing/Media Acknowledge funding source EXAMPLE: “Funding for this project made available through Missouri’s Children’s Trust Fund” CTF logo graphics are available

11 Monthly Invoice CTF invoice form must be used to request reimbursement for grant- related expenditures


13 Monthly Invoice Form 1 st Column = Approved budget 2 nd Column = Expenditures for the month 3 rd Column = Year-to-date totals (including the amounts being requested on the current invoice) 4 th Column = Balance remaining after subtracting column 3 from column 1

14 GENERAL Actual expenses must be claimed Expenses must be incurred during the contract period Match requirement depends on year of funding.

15 Back-Up Documentation Back-up documentation (i.e. payroll records, timesheets, receipts, mileage logs, etc.) for expenses reimbursed through the CTF grant must be maintained on-site. It is not necessary to send in the documentation when requesting reimbursement.

16 Salaries & Fringe Benefits Maintain timesheets to verify time attributed to project-related activities; Maintain documentation supporting any fringe benefit costs reimbursed through the contract: – Invoice for group medical insurance; – Verification that payroll taxes are paid; – Workers Comp & Unemployment

17 Contractual/Consultant Expenses Written contract (maintained on file) – Services to be performed – Rate of compensation – Length of time services will be provided Payment for services rendered Services provided during contract period

18 Equipment & Supplies Copy of invoice for equipment must be attached to the Invoice Receipts/invoices for supplies must be maintained on-site, but do not need to be submitted with the monthly invoice/request for reimbursement

19 Travel & Training State mileage rate is capped at 37 cents/mile (maintain mileage logs); Maintain receipts/invoices for any lodging, meals &/or registrations reimbursed through the CTF contract; Any training not specifically approved in your contract’s budget must be approved by CTF prior to registration.

20 Completing the Monthly Invoice Do not combine budget line items Double check your figures

21 When Are The Invoices Due? Postmarked by the 15 th of every month or emailed to: 15 th on weekend or Holiday? Next business day. Faxes are not accepted, except in extenuating circumstances. Grantee’s responsibility to ensure we receive it on time

22 What Happens if the Invoices are Late? Report may not be processed until the next month If contract-related expenses are more than three months in arrears in terms of requesting reimbursement, payment will not be issued

23 Why is My Reimbursement Check Less Than I Requested? Mathematical Errors Unapproved expenses claimed Monitoring findings Requested amount exceeds line-item balance or balance available

24 Program Revisions Change in program activities Change in project site Change in Project Director or AO Change in Project Staff

25 Budget Revisions Submit a formal request when requesting to: – Move more than 10% of grant funds from one approved budget category to another or when proposing to add a new budget item. Requests may be submitted via email.

26 SF Protective Factors All applicants will be asked to explain how their proposed services promotes/integrates one or more of the five protective factors: Parental Resilience Social Connections Concrete Support in Times of Need Knowledge of Parenting and Child Development Social and Emotional Competence of Children Attachment 1 in the application packet National Alliance of Children’s Trust Funds on-line Protective Factor Training – opportunity for bonus points…


28 Monitoring Within 18 months for first-year programs. At least once during years 2-5 for continuation projects : – On-site monitoring – Desk-top monitoring

29 Purpose of Monitoring Provide technical assistance Ensure compliance with state and, if applicable, federal guidelines Verify costs reimbursed through the contract Opportunity to meet with grantee program staff

30 On-Site Monitoring Contacted by CTF to set up date Confirmation e-mail of date and time Info/documentation needed

31 What if Compliance Issues are found? While on-site After the visit is completed Notification Special Conditions

32 Outcome Information Required as part of application process for continuation projects (entering years 2-5) Start keeping track now! The annual report form was emailed to the contact on file and is available on the CTF website (

33 Mid-Year Report All first-year programs are required to submit a mid-year progress report. The mid-year report covers the six months (July 1 st – December 31 st ) and is due January 31 st. This report will be emailed to contact on file and is available on CTF’s website (

34 CTF Annual Report Due July 31, 2014 Project goals, objectives and outcomes Numerical and Anecdotal info

35 Forms Mid and Annual Report forms will be available on our website: Invoice form also available on website Program Coordinator will email the mid and annual report forms along with a reminder 4-6 weeks prior to due date. Invoice form has been emailed to the primary contact

36 Forms, Con’t… Vendor Input Form: Vendor ACH/EFT Application:

37 Questions?

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