2014 YouthBuild Peer to Peer Training

2 Today’s Presenters: Jane Yoon, Region 6 Materials You Should Have: Handout 1 – ETA 9130 report form Handout 2 – Annotated ETA 9130 report form Handout 3 – Definitions exercise Evaluation Form ETA-9130 Financial Reporting

What will you learn today? ETA-9130: Facts You Need to Know Key Definitions ETA-9130 Analysis Simulator

20 CFR Part – Workforce Investment Act 29 CFR Part or Part Uniform Administrative Requirements OMB Approval Extended to 12/31/2015 4

There are some basic facts about the ETA-9130 that are important to know when preparing and analyzing your report. 5 Accruals reflected Due quarterly no later than 45 days after the end of each quarter Data is cumulative from grant inception Report must include cash and financial status information

ETA-9130 Report Sections 1-9

ETA-9130 Report Section 10, parts a-i

L.L. ETA-9130 Report Section 10, parts j-n

Local Youth Report Breakout (11.a – 11.e) ETA-9130 Report Section 10, parts o-q and Section 11

ETA-9130 Report Sections 12-13

ETA-9130 Report Remarks Section

What will you learn today? ETA-9130: Facts You Need to Know Key Definitions ETA-9130 Analysis Simulator

13 Understanding ETA’s definitions of financial terms is a key ingredient in producing an accurate ETA-9130 report. Disbursement Expenditures Outlays Accruals Cash Based Accounting Obligation (ETA-9130 Line 10H) Unliquidated Obligation

Disbursement means the transfer of cash from the Payment Management System to the grantee. 14 At the grantee level, disbursement means the transfer of cash from the grantee to a subgrantee or other payee

15 In general, expenditures (“outlays”) means charges made to the program in support of authorized activities.

16 ETA requires all grantees to report all financial transactions on a full accrual basis. Accrued Expenditures Components During a Given Period Goods and other property received Services performed by employees, contractors, and others Other amounts becoming owed

17 When working with Cash Based accounting systems, be sure to track the timing of activity to find accrual expenditures. What are some examples of accrued expenditures?

18 For the purposes of the ETA-9130, Line 10H, obligation includes Federal share of expenditures (cash outlays plus accrued expenditures) and any unliquidated obligations. Note, the commonly held GAAP definition of “obligation” is a term that references actions where a legal binding contract or purchase order to pay exists and differs from the use on the ETA-9130.

19 Unliquidated Obligations means obligations incurred for which an expenditure has not been recorded.

20 How would you classify these types of cost situations? Assumption: all activities / charges below are allocable to a DOL-ETA grant A - Accrual B – Unliquidated Obligation 1. You received delivery of a partial order for goods but the invoice has not been paid. 2. A contractor has started training participants but has not sent the invoice. C – Obligation D – Disbursement

21 How would you classify these types of cost situations? Assumption: all activities / charges below are allocable to a DOL-ETA grant A - Accrual B – Unliquidated Obligation 3. Of a total contract of $50,000, there is $40,000 unspent and for which no goods or services have been provided. 4. Staff travel was completed but no travel re- imbursement was submitted or paid before the end of the quarter. C – Obligation D – Disbursement

22 How would you classify these types of cost situations? Assumption: all activities / charges below are allocable to a DOL-ETA grant A - Accrual B – Unliquidated Obligation 5. You order, pick up, and pay for supplies all in the same day. 6. At the end of the month, you complete the monthly indirect costs calculation. C – Obligation D – Disbursement

What will you learn today? ETA-9130: Facts You Need to Know Key Definitions ETA-9130 Analysis Simulator

Are you smarter than a 5 th grader?

True or False? 1. Should Cash on hand always be zero? a. True b. False 2. The amount reported on the total federal expenditures is higher than the cash disbursed. Is that an indicator that the organization is reporting accruals? a. True b. False

What is a potential area of concern on this report? What would you do?

27 What are potential areas of concern on this report? What would you do?

Homework Assignments

Review online tutorials and other resources on ETA-9130 reporting available at etareporting.workforce3one.org. Introduction to Financial Reporting Basic 9130 Reporting

Review key guidance and resource documents at Forms and Instructions

31 Also be sure to review closely Training and Employment Guidance Letter and available at

32 See the One-Stop Comprehensive Financial Management Technical Assistance Guide, Chapter II-9 located at

Share with others supporting this grant.

Thank You for Attending. Please fill out the evaluation form.

Mute your phone line during the presentation. 35

36 Instead, either mute your phone or hang up and dial back in later. Please, Do Not Put This Call On Hold.

Chat Using the Chat Feature