2. Tennessee Highway Safety Office FFY19 Grant Orientation Workshop
Monitoring
Tennessee Highway Safety Office
FFY19 Grant Orientation Workshop

3. You have a Program Manager

4. Why Monitor? Required by federal and state regulations
Detects critical problems
Measures progress
Transparency, proper usage, and timeliness of expenditures

5. TYPES OF THSO MONITORING
Regular communication
Phone
Reports
On Site
Desk

6. On Site Visit Conducted by your Program Manager 10K and above
Annual (minimum)
Scheduled/Unscheduled
NHTSA Regional Program Manager may attend
Small % of HVE grants

7. Desk Conducted by your Program Manager
Mostly program grants
Most conducted by TDOSHS Auditors
Mostly HVE grants
Less than 10K
Annual (minimum)

8. TDOSHS Independent Audit
TDOSHS Fiscal Services
Sonya Hadley, Director
Fontaenia Finney and Michelle Dixon, Auditors
Similar types of questions
HVE grants
On Site (advance notice)
Desk audit ( )
Will occur once every three years (minimum)
Added layer of accountability

9. What to Expect From the THSO On-Site Visit
Prior to:
Notified minimum two weeks in advance
Prep sheet
Provide a copy of link to the Title VI Assessment
Day of:
Meeting of grant staff
File review

10. During the Visit Review progress on… Job descriptions
Goals
Objectives
Tasks
Job descriptions
Timeliness of reporting
3rd Party Contracts
Equipment
Personnel
Bids
Fiscal file
Title VI
Overtime

11. Title VI The THSO looks for… Completion of Title VI Assessment
Title VI poster
Prominent placement for public to view
English/Spanish version
Must include local Title VI contact
Non compliance can lead to loss of funds

12. Post Visit Follow-up Letter
Within 2 – 3 weeks
Reviewed by:
Program Manager
Program Administrator
Director
Types
Without Required Actions - 
With Required Actions (Non-finding related)
Findings (misuse of funds, equipment/supplies, falsifying of documents, etc.)

13. Red flags

14. Red Flags Failure to respond Late project start Low activity
Slow expenditure rate
Late reports
Discrepancies on reports
Frequent personnel changes
Frequent revisions
No records/sloppy records
Evasive answers
Low morale/poor attitude

15. Questions?