Compliance: It’s Everybody’s Job Protecting the Investment and Ensuring Fiscal and Program Compliance at your Program

Does Your Program PoP?

A Little Story… This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. Nobody talked to Everybody. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have.

Program and Fiscal Joint Responsibilities  Alignment of Spending  Criminal History Checks  Allocation of Staff Time and Expense/Match  Spending Down the Grant

15-16 Budget Enrollment Period 8/15/15 Members Enroll in Portal 1/30/16 Spending/Reporting Match 60 Days Prior to Members Begin Service Staff Turnover

15-16 Members Exit Including FT Member- Spending/Match not on Track Spending/Reporting Match Staff Turnover Enrollment Period 8/14/16 Enrollment Period 8/15/16 Full Time Member Begins Service Members Begin Service Final ARR Grant Year Budget

Every successful individual knows that his or her achievement depends on a community of persons working together. ~Paul Ryan~

Alignment of Spending Enrollment Period 8/15/15 Enrollment Period 8/14/16 Important Communication: Members enrolled and members exited

Criminal History Checks  Personnel in Approved Budget  Staff Turnover  Full time Members

15-16 Members Exit Including FT Member- Spending/Match not on Track Spending/Reporting Match Enrollment Period 8/14/16 Enrollment Period 8/15/ Members Begin Service Final ARR Grant Year Allocation of Staff Time and Expenses/Match

15-16 Members Exit Including FT Member- Spending/Match not on Track Spending/Reporting Match Enrollment Period 8/14/16 Enrollment Period 8/15/ Members Begin Service Final ARR Grant Year Spending Down the Grant

Checklist Program and Fiscal Joint Responsibilities

Checklist Program and Fiscal Joint Responsibilities General Practices: Set up regular bi-weekly, monthly or quarterly meetings with fiscal or program staff responsible for implementation of the AmeriCorps grant Appropriate program staff is made aware of the AmeriCorps budget Fiscal staff is made aware of program calendar for the year

Checklist Program and Fiscal Joint Responsibilities Alignment of Spending: Program staff provides fiscal staff with information on the program enrollment cycle Member actual AmeriCorps starts dates; Upcoming expected member exit dates Member actual exit dates Program informs fiscal staff if there are Full-time or Half-time members on the budget that have been suspended or reinstated. Program staff updates fiscal staff on status of previous year’s members still active.

Checklist Program and Fiscal Joint Responsibilities Criminal History Checks Program staff communicates any staff turnover to fiscal staff immediately so the program for budget purposes. Program informs fiscal staff if/when they bring on a Full- time member that will be included on the budget. Program or other staff responsible for running background checks on staff ensures CHCs are run on current or new staff on the budget, and approved by YBUSA for reimbursement purposes.

Checklist Program and Fiscal Joint Responsibilities Allocation of Staff Time, Match and Spending down the Grant Program staff keeps fiscal informed on upcoming exits dates for the last member in service for the relevant grant year for final ARR request. Fiscal checks in with program whether the program is on track for meeting match requirements in terms of activities, staff time and spending Both parties have an understanding of the grant member enrollment period, member service terms, and spending period for the actual grant

We’re All In It Together

The Story… This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have. Nobody talked to Everybody, and well, Nobody got paid…