CANAR Consortia of Administrators for Native American Rehabilitation FISCAL MANAGEMENT FOR PROJECT SUCCESS CANAR 2012

WHERE: Do I start? Begin with the End in Mind ~Stephen Covey~ Review the goal(s) and objectives Review the timeline Review the evaluation plan (what data will be collected) Revisit your work plan every 3-6 months.

The Program Officer is your main contact and direct link to the funding agency It’s important relationship to build with your Program Officer as you implement your proposal.. CANAR 2012

Projects are usually funded in areas of the Project Officer’s expertise. Draw upon your program officer’s expertise They want you to be successful CANAR 2012

Complete and deliver all reports on time. Equally important is your knowledge and familiarity with the format and terminology the funding agency wants you to use. If you are unsure of format, contact the program officer Show integrity when submitting your reports CANAR 2012

Be honest, reliable, and up front about your project’s development, delivery and progress. All paperwork must be accurate and defensible for any audits or inquiries. CANAR 2012

Keep correspondence and/or inquiries clear and concise. Ask questions if they are regulatory and required by the funding source. Outline the issue and propose one to two resolutions Avoid open-ended questions that have no parameters CANAR 2012

Ensure that interactions reflect positively your program. When they are asked about successful and innovative projects, they will mention your organization. Discuss strategies for program growth and/or expansion CANAR 2012

Notify the program officer of accomplishments throughout the year Make sure they have something to brag about to their agency and supervisors Informally share new discoveries with your program officer or liaison, then, as appropriate, formally in your required reports. CANAR 2012

Solve all of your problems at the local level if at all possible. Annual reports should contain NO surprises Inform your program contact of problems as soon as they arise Offer some of your ideas for correcting the problem and get their feedback CANAR 2012

Relationships take time and trust We all have different working styles Empathize with the care about your program officer/liaison, as with any colleague When people’s moods change, so does their receptivity CANAR 2012

Remember that your program officer is every bit as busy and as important as you are to the Project! “Relationships of trust depend on our willingness to look not only to our own interests, but also the interests of others” ~Peter Farquharson~ CANAR 2012

Means you… Know and comply with the terms and conditions of your award and the awarding agency Know and comply with the policies and procedures of your organization Have an accurate record keeping system to account for the expenditures CANAR 2012

Means you… Accurately and actively monitor your project CANAR 2012

Review your award notification document. Pay special attention to: Program contact Award Period(s) Award Amount Performance and Financial Reporting Information and Due Dates CANAR 2012

Review applicable guidelines EDGAR – Education Department General Administrative Regulations eg/edgar.html CANAR 2012

Review applicable guidelines 34 CFR-This is the general guidelines for all Department of Education awards bin/cfrassemble.cgi (Search by part referenced on GAN) Part 80 – Used by State and Local Governments and Indian Tribes CANAR 2012

Review applicable guidelines Office of Management & Budget (OMB) Circulars- Information about cost principles which are used to determine allocable costs /index.html A-87 Cost Principles for State, Local and Indian Tribal Governments CANAR 2012

Your budget is not set in stone! You can make allowable changes based on the EDGAR guidelines, but you must have an internal institutional policy on changes that must be followed. There is flexibility for change, as long as you stay within A-87 and EDGAR guidelines in regards to what needs prior approval. CANAR 2012

Changes that require sponsor approval will need to be submitted in writing to your Program Officer. Changes that can be made internally will need to follow your institutional policies. Keep your Program Officer informed and involved. CANAR 2012

The Project Director is responsible for technical and programmatic reporting. Most awards require reporting on technical progress at least on an annual basis. (Annual and 6-month reports) Significant deviations (program, effort, budget) should be reported. CANAR 2012

Required at the end of the award period (usually annually). Standard Form (SF) 269 or SF2 69A reports the status of funds for all non- construction projects or programs. Federal awarding agency shall prescribe the frequency of submission. CANAR 2012

Review your award terms and conditions and sponsor guidelines Work within the policies and procedures of your organization. Notify your program officer if there are any differences between the plan that was originally written into the grant proposal and your actual once funding has been secured. CANAR 2012

Fiscal Management is essential. Know your expenditures. Stay in touch with your fiscal manager in order to stay informed of your actual expenditures and be certain of your financial status. Quarterly meeting with your financial manager should be sufficient to provide you with a clear understanding of your budget status. CANAR 2012

The accomplishments of your consumers A willingness to lead from a asset oriented perspective Responsible management Corrective evaluation Fiscal accountability Shared outcomes High quality relationships CANAR 2012

In addition to EDGAR §§75.530–75.534, the following are allowable costs— (1) Expenditures for the provision of vocational rehabilitation services and for the administration, including staff development, of a program of vocational rehabilitation services. (2) Expenditures for services reflecting the cultural background of the American Indians being served….to achieve his or her vocational rehabilitation objective. CANAR 2012

Services provided under the VR programs are any services described in an IPE necessary to assist an individual with a disability in preparing for, securing, retaining, or regaining an employment outcome that is consistent with the strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice of the individual. Examples of the types of services that can be provided are in Section 103(a) of the Act CANAR 2012