Today’s Objectives Increased accountability and scrutiny How can we help you! ?!
If your name was above the door of your program…. What would the community say regarding your fiscal responsibility as you utilize THEIR money? “It takes less time to do a thing right, than it does to explain why you did it wrong.” ~Henry Wadsworth Longfellow “Live in such a way that you would not be ashamed to sell your parrot to the town gossip.” ~Will Rogers
Lack of Accountability or Mismanagement Effectiveness
Remember your resources EDGAR Your manual Your website Your Technical Advisor One another Mark Me, Chris or Jess Your CSFO (more to come on that!)
We’ve got the money ~ Now what?!?! Complete familiarity and awareness of the initial stipulations and parameters of the grant Decisions cannot be made outside the intent of the purpose for which the grant was obtained. Do not rely on the competency of others (CSFO’s, Superintendents, etc.) to navigate through the financial matters of the grant. You are responsible!!!!
Allowable Non - Allowable
Basis for Allowable Costs According to the law, all costs must be – Necessary Reasonable Allocable Legal under all federal, state and local laws
Just because it’s allowable doesn’t mean it’s prudent nor approvable!
Necessary ☼A cost is necessary if – Needed for the performance or administration of your grant Follows sound business practices Reflects fair market prices for comparable goods or services Do I really need this to administer the program? Is this the minimum/maximum amount needed to meet the needs of the students?
Reasonable Is this cost targeted to valid programmatic/administrative considerations? Does our program have the sustainable capacity to use what we are purchasing for this program? Did we pay a fair market rate and can we prove it? If this expense were in the local newspaper ‘HEADLINES,’ would I be comfortable or completely embarrassed?
Allocable What does that mean?!?!? Is everything properly allocated and accounted for, and can we prove the program benefited accordingly? Are we within the appropriate % parameters for Administrative functions, Indirect Costs, Travel, External Evaluator, Professional Development? Services Rendered(Contracts and Compensation) Are all expenditures (supplies, materials, hardware, software, etc.) correctly recorded and trackable?
Allocable Nuts and Bolts Salaries Timekeeping Records Equipment/Inventory Management Tuition/Programmatic Income Services Rendered (Contracts and Compensation) Transportation Field Trips External Evaluator Revisions
Allocable Collaboration and Cooperation Can we prove through thorough documentation how we are effectively supporting the program with the cooperation of funding? Narrative explanation ensuring the co- existing and coordination of funds, authorized usage, incidental benefits, etc. AVOID at all cost….the appearance of impropriety, conflict of interest, and lack of accountability!
Help?!?!?!?!?!?!?!?!?!?!?!?!?! Your assigned consultant Mark Yolanda Chris / Me (Paul) / CBO’s/FBO’s – Tina Heartsill at
CBO’s For the purposes of budgetary and financial accountability of Community Based Organizations (CBO's), all expenses incurred with the utilization of 21 st CCLC funding must be well documented and maintained. The following are examples of documentation which must be maintained and submitted to the Alabama State Department of Education (ALSDE): Invoices Receipts Purchase Orders Inventory Records Copies of all Payroll records Travel claims and expenses Sub-contract Agreements and payments **Anything purchased or paid out 21 st CCLC funding must be documentable and traceable.**