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Updates and Changes for the Small Business Development Center Program US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS1.

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Presentation on theme: "Updates and Changes for the Small Business Development Center Program US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS1."— Presentation transcript:

1 Updates and Changes for the Small Business Development Center Program US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS1

2  Welcome!  Presentation and questions are being recorded  Training session will be available online  Presenters: ◦ Nick Walker, Financial Examiner ◦ Aaron Matthew Arnwine, Grants Management Specialist ◦ Brian McDonald, Program Manager ◦ Nancy Gilbert, Program Manager US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS2

3  Topics ◦ Documentation, Crosswalks ◦ Notice of Award Changes ◦ Policy Changes ◦ Definition Changes ◦ Uniform Administrative Requirements Changes ◦ Cost Principles Changes ◦ Audit Requirements Changes  Website:  address for OMNI Circular questions: US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS3

4  [ ˌintərˈlinēər ]  adjective  written or printed between the lines of a text  having the same text in different languages printed on alternate lines. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS4

5  2015 Notice of Award (Cooperative Agreement) ◦ The Notice of Award (NOA) is the legal document issued to notify the grantee that an award has been made and that funds may be requested from the designated SBA payment system or office. ◦ The NOA will include the amount of funds authorized for obligation by the grantee, the applicable terms and conditions of the award, and any restrictions on the use of funds, as well as other details of the award. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS5

6  The Council on Financial Assistance Reform (https://cfo.gov/cofar/) issues guidance on Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.https://cfo.gov/cofar/ ◦ Uniform Guidance Crosswalk from Existing Guidance to Final Guidance (highlights policy changes, clarifications and updates to policy provisions) ◦ Definitions Comparison Chart ◦ Administrative Requirements Comparison Chart ◦ Cost Principles Comparison Chart ◦ Audit Requirements Comparison Chart US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS6

7  Only one NOA for the program year  NOTICE (NOA page 5): details changes to NOA that occur after December 26, 2014 US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS7

8  Circular citations include both old and new circular; new circular parenthetically (NOA page 8, example)  Payment (NOA page 18): SBA will not process payment requests submitted after 90 days of the end of the award period US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS8

9  Certifications ◦ All annual financial reporting and each payment requests must be certified by official who can legally bind the organization ◦ The certification must read as follows: “By signing this report, I certify to the best of my knowledge and believe that the report is true, complete, and accurate, and the expenditures, disbursements, and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal Award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims, or otherwise (U.S. Code Title 18, Section 1001 and Title 31, Sections and ).” US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS9

10 ◦ Expectation is that OMB will incorporate this certification language in future versions of required forms ◦ Until then, certification can be done on separate sheet of paper accompanying each payment request and annual financial reporting (no payments will be made without this certification) ◦ Existing certification lines on forms are insufficient, this new language must accompany annual financial reports and payment requests US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS10

11  Sidebar: changes in NOA not resulting from OMNI Circular ◦ Revised SBA monitoring provisions that include a OSBDC mid-year financial reconciliation (NOA page 11) incorporating a demonstration of 1-to-1 match on the SBDC’s Request for Advance or Reimbursement (SF 270 line f) when requesting payment (NOA pages18 and 19). ◦ New Section: Financial Examinations, Program Reviews and Accreditation on NOA page 23. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS11

12  No more multi-year proposals  Certifications and Representations requires all certifications and representations be submitted at least annually, thus negating the purpose of multi-year proposals US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS12

13  Transfer of Funds among Cost Categories ◦ Portable Assistance Grants only ◦ Where the Federal share of an award exceeds the Simplified Acquisition Threshold, currently $150,000, a Federal awarding agency may require prior approval for transfers of funds among direct cost categories where the cumulative amount of such transfers exceeds 10% of the total approved budget. ◦ This creates an inference that Federal awarding agencies may not require prior approval for transfers of funds among direct cost categories where the Federal share of the award is less than $150,000. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS13

14  Contracting with Small Businesses 2 CFR Section now requires that recipients must take all necessary affirmative steps to assure that small businesses, minority-owned businesses, women-owned businesses, and businesses located in high unemployment areas are used as contractors when possible. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS14

15  Prior Approval ◦ 2 CFR Section lists situations that require recipients to obtain prior written approval before taking certain actions. ◦ SBA specific prior approval supplements this list.  Membership Costs ◦ Costs of membership in civic or community organizations are expressly allowable under 2 CFR Section ◦ Previously, claims for such costs were subject to prior approval. ◦ Still must provide statement on why membership is necessary to program. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS15

16  Reporting 2 CFR Sections and now give agencies authority to require recipients to report more frequently that quarterly in those circumstances where it is necessary for the effective monitoring of an award or where program outcomes could be significantly affected. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS16

17  COFAR Definitions Comparison Chart – OMB Final Uniform Guidance Appendix I shows cross reference to definitions in: ◦ 2 CFR Part 215 (A-110) ◦ 45 CFR Part 92 (A-102) ◦ 2 CFR Part 220 (A-21) ◦ 2 CFR Part 230 (A-122) ◦ 2 CFR Part 225 (A-87), A-89, and A-133 US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS17

18  Find COFAR Definitions Crosswalk on OMB website at: s/omb/fedreg/2013/uniform-guidance- definitions-text-comparison.pdf s/omb/fedreg/2013/uniform-guidance- definitions-text-comparison.pdf ◦ Alphabetical cross reference to definition in prior circular or CFR parts. ◦ 76 pages, electronic, searchable ( 476 kb) US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS18

19  Definitions are specific to OMNI Circular.  Different definitions may be found in Federal statutes or regulations that apply more specifically to particular programs or activities.  These definitions could be supplemented by additional instructional information provided in government-wide standard information collections. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS19

20  Definitions specific to SBDC Program can still be found in program regulations at 2 CFR 13 § , e.g. ◦ Cash Match ◦ Program Income ◦ Program Manager & Project Officer ◦ SBDC Director ◦ SBDC Service Providers US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS20

21  In some cases, SBA offers supplemental guidance for application of OMB definitions in 2 CFR §200.1 to specific programs. See: ◦ 2 CFR Part 2701 (Administrative Requirements, Cost Principles and Audit Requirements for SBA Awards), Subpart A ◦ Regulations governing the operation of SBA’s individual programs, such as for the SBDC program at 13 CFR Part US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS21

22  Supplies – clarified (example) ◦ Supplies – definition clarified to specifically INCLUDE computing devices as tangible personal property to be treated as supplies. ◦ SBDCs should not include costs for computers, peripherals or software whose acquisition cost is less than $5,000 under Equipment. If we see these costs in the wrong place, we will ask you to revise the budget documents. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS22

23  For any section of OMB guidance in Subpart A of 2 CFR part 200 that has no corresponding part in SBA’s general regulations at 2 CFR Part 2701, or specific program regulations, then SBA policies and procedures are those in the OMB guidance. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS23

24  Administrative Requirements Comparison Chart – 2 CFR Part 215, Circular A-102, and the Final Uniform Guidance Subchapters A-E  Found online: s/omb/fedreg/2013/uniform_guidance_admi nistrative_requirements_text_comparison.pdf s/omb/fedreg/2013/uniform_guidance_admi nistrative_requirements_text_comparison.pdf  Interlinear Crosswalk, 127 pages, 1.09MB US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS24

25  Unifies administrative requirements for Higher Education and State Government  All SBDC program hosts will now operate under same guidance US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS25

26 US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS26

27  Notable changes: ◦ Notice of Funding Opportunities – program announcement will be open on grants.gov for at least 60 days ◦ Certifications and Representations – again, no more multi-year proposals ◦ Closeout Unless the Federal awarding agency or pass-through entity authorizes an extension, a non-Federal entity must liquidate all obligations incurred under the Federal award not later than 90 calendar days after the end date of the period of performance as specified in the terms and conditions of the Federal award. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS27

28  2 CFR C HAPTER II P ART “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards,” S UBPART E - Cost Principles A PPENDICES III-VIII: Cost Principles, Reforms to Cost Principles (Circulars A-21, A-87, and A-122)  Found online: mb/fedreg/2013/uniform-guidance-cost- principles-requirements-text-comparison.pdf mb/fedreg/2013/uniform-guidance-cost- principles-requirements-text-comparison.pdf  Interlinear Crosswalk, 174 pages, 1.62MB US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS28

29  The Cost Principles comparison chart is very similar to the others. The New OMNI Circular is in the last column.  Appendix A in the old circulars was the section on Cost principles is now Subpart E  The section you were most familiar with was Appendix B Selected Items of Cost is part  This is where the format changes. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS29

30  Significant Changes in the Cost Principles ◦ Indirect Cost Rates ◦ Compensation – Personal Services (time & attendance) ◦ Family Friendly Policies ◦ Support for Shared Services US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS30

31  Required Certifications ◦ Presented earlier ◦ Signed by official who can legally bind organization ◦ Penalties under the False Claims Act US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS31

32  Indirect (F&A) Costs ◦ Federal acceptance of approved IDC rate(s) ◦ New de minimis rate of 10% for institutions without a cognizant agency and has never had a rate agreement ◦ One time extension of up to 4 years  Prior Written Approval Provides a one-stop comprehensive list of the circumstances under which non-Federal entities should seek prior approval from the Federal awarding agency. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS32

33  Selected Items of Cost ◦ Begins on page 41 ◦ Provides list of types of costs and whether they are allowable ◦ Changes that apply to the SBDC program:  – Compensation – Personal Services  Strengthen Internal Controls  Removed Examples  Previously time and effort reporting US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS33

34  Changes that apply to the SBDC program (cont):  Contributions and Donations No major changes – language is strengthened to align with Cost Sharing Section  – Entertainment Costs  Unallowable unless  Those costs have a programmatic purpose and are authorized in the approved budget for the federal award, or  Those costs have prior written approval from the federal awarding agency  – Fines, Penalties, Damages and Other Settlements  Includes Tribal law violations  Includes “alleged violations” and not just “violations” are unallowable except when they result directly from complying with the terms of a Federal award or are approved in advance by the Federal awarding agency. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS34

35 ◦ Changes that apply to the SBDC program (cont)  – Materials and Supplies Costs, Including Costs of Computing Devices  Paragraph (c) May be charged direct  Definition of Computing Devices  Definition of Supplies  Organization Costs - Now unallowable to all organizations unless specific approval by the awarding federal agency  – Recruiting Costs Paragraph (b) of Section – Recruiting Costs, makes clear that “special emoluments [fees], fringe benefits, and salary allowances” that do not meet the test of reasonableness or do not conform with established practices of the entity are unallowable. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS35

36 ◦ Changes that apply to the SBDC program (cont)  – Relocation Costs of Employees Limits the previously unlimited amount of time for which a Federal award may be charged for the costs of an employee’s vacant home to up to six months  – Travel Costs Provides that temporary dependent care costs that result directly from travel to conferences and meet specified standards are allowable. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS36

37  Audit Requirements Comparison Chart ◦ 2 Columns: A-133 and New Omni-circular  Found online: s/omb/fedreg/2013/uniform-guidance- audit-requirements-text-comparison.pdf s/omb/fedreg/2013/uniform-guidance- audit-requirements-text-comparison.pdf  Interlinear Crosswalk, 46 pages, 731kb US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS37

38  Audit Threshold ◦ Increases A-133 audit threshold from $500,000 to $750,000. ◦ Maintains oversight over 99.7% of the dollars currently subject Single Audit and reduces audit burden for approximately 5,000 entities. 38 US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS

39  Risk Assessment – Under 2 CFR § 205, Federal awarding agencies are required to have a framework for assessing the risk posed by each grant applicant. This risk assessment may take into account each applicant’s: ◦ Financial stability ◦ Quality of management systems ◦ History of performance ◦ Reports and audit findings ◦ Ability to effectively implement the applicable statutory, regulatory, and other requirements  There is no action required by each SBDC to develop the risk assessment. SBA will provide details of the risk assessment in the next Program Announcement. US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS39

40  Advances  SBA’s request for exceptions from OMB US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS40

41  Dedicated mailbox for questions:  This presentation will be made available online for future reference  Professional training is available and can be charged against the grant  OSBDC will continue training with future presentations  Questions? US SBA OFFICE OF SMALL BUSINESS DEVELOPMENT CENTERS41


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