Centralized Grant Training For Brown County Departments June 8-9, 2010

Agenda Definition of a “grant” vs. allocations, donations, agreements/contracts Grant approval process Two ways to obtain approval to apply Centralized grant tracking (in Administration) Reasons, history, Administration/department roles, housekeeping ARRA/Stimulus funding Project Accounting module (Logos) Questions

What is a Grant? Grants competitive application process (usually); specific purpose/specific period of time; written agreement enforceable by law; detailed financial reports, invoices and/or technical reports; documented in the County’s annual audit Procedure: Follow Admin Policy A-2 “Grant Approval Process”

Other Funding Sources Allocations come from state or federal government awarded year after year, normally without any competitive application process still require some type of financial reporting Procedure: Usually follow the same process as grants

Other Funding Sources Donations (or “Gifts”) transfer of assets (including cash) by a donor no expectation of direct benefit/compensation usually unrestricted, but could also be restricted no contractual requirements/minimum reporting irrevocable Procedure: If not budgeted, budget adjustment is required

Other Funding Sources Cooperative Agreements/Contracts NOT necessarily a grant (funding source), but an agreement for services If a grant, can come in the form of: Cooperative agreement Contract Consortium agreement Sub grant Subcontract

Grant Approval Process Per County Code and administrative policy A-2 “Grant Approval Process,” two different ways: Budget process  Complete grant form in budget packet; include exp/rev in budget accounts Grant Application Review form  Submit completed form to Admin  Once Admin OKs, department may apply; however, still goes through oversight committee for final approval  NOTE: Budget adjustment required if awarded

Budget Detail FormGrant Application Review Form (in budget packet)(on Intranet and V: drive)

Grant Approval Process

Centralized Grant Tracking Why needed? Annual Federal Awards and State Financial Assistance Report (aka “Single Audit”)  Annual filing of Form SF-SAC Internal controls Code requires Admin approval to apply; also on various grant reports History Started with new Accountant (Dawn) in 2007 as result of “finding” from WI DOA Moved Grant Coordinator position from HS to Admin in 2009

Centralized Grant Tracking (cont’d) Current team : Administrative/Grants Coordinator – Molly o Assists departments as needed w/funding identification and proposal development o Point of contact for central grant website reporting info o Maintains master grants log Grant Accountant – Connie o Oversees annual reporting for all federal/state grant awards o Records/substantiates proper recording of grant revenues, expenditures, receivables and deferrals o Maintains centralized grant files

Centralized Grant Tracking

Departments’ Role in Process Send required paperwork to Administration on a timely basis Track/report grant expenditures Understand grant financial “housekeeping” Ne w Too l New Grant Checklists

Required Paperwork to Admin Award/approval letter or paperwork Budget information CFDA # for federal; State Funding ID for state HELPFUL: payment notifications, addendums or extension notifications; financial/ reimbursement/close-out reports

Grant Expenditure Tracking Forward grant spreadsheets or copy of reimbursement request by 10 th day of month

Grant Tracking Spreadsheet

Grant Expenditure Tracking Forward grant spreadsheets or copy of reimbursement request by 10 th day of month Ensure grant funds are spent in compliance with grant budget and guidelines Make sure adequate documentation is maintained in department files

Grant Financial “Housekeeping” Budget adjustments When grant funds received but not budgeted; OR When received but not spent by end of year End-of-year carryover Effective 2010, carryover requests no longer completed for grant funds not spent by year end  Unspent funds deferred to next fiscal year

Grant Financial “Housekeeping” (cont’d) Deferred revenue

When grant funds have been received in advance of being earned (i.e., the required service has not been performed and/or the expenses have not been incurred) the revenue is “unearned” or “deferred.” When you receive grant money but don’t spend all of it by the end of the year, the remaining money must be recorded on our financial books as “unearned” or “deferred” to comply with our financial reporting requirements. Deferred Revenue

Grant Financial “Housekeeping” (cont’d) Deferred revenue “Unearned” grants funds will be deferred at year end Funds will be recorded as revenue in subsequent year when expenditures are incurred Departments will be notified to process necessary budget adjustment for next fiscal year In-kind contributions May be used to fulfill grant matching requirement  Service contributions Make sure Admin aware; in certain circumstances may need to be recorded on County’s financial books

For Departments (on Intranet and V: drive) For Administration

ARRA/Stimulus Funding Make sure Admin is aware Additional reporting and compliance requirements federalreporting.gov Central Contractor Registration (CCR) Paperwork even more important Work in process

Project Accounting (Logos) Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations)

Project Accounting (Logos) Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations) Can assign a project to a PO, an invoice, journal entry or receipt at time of entry, and it will update project appropriately

Project Accounting (Logos) Will allow tracking of expenses and revenues for specific projects (grants, CIP, donations) Can assign a project to a PO, an invoice, journal entry or receipt at time of entry, and it will update project appropriately Each project can be budgeted and reports/ inquires can be generated

QUIZ Name the two ways to obtain approval to apply for a grant. Budget process or Grant Application Review Name the #1 reason centralized grant tracking is needed. Annual Federal Awards and State Financial Assistance Report Name the three pieces of information Admin needs (minimum) when a grant is awarded. Award letter; budget; and CFDA#/State ID

QUIZ (cont’d) Name the other term for Deferred Revenue. Unearned revenue BONUS: Name the Logos module that will make all of our lives easier in the future. Project Accounting! BONUS: Name your favorite Administrative/Grants Coordinator and Grant Accountant. Molly and Connie!

Questions? Contact information: Molly Hillmann Administrative/Grants Coordinator Erica Bendickson Grant Accountant