CARES Act: COVID-19 Response ESG-CV Grant Awards CDBG-CV Grant - - PowerPoint PPT Presentation

CARES Act: COVID-19 Response

ESG-CV Grant Awards ♦ CDBG-CV Grant Awards

CONTRACT TRAINING PART 3 OF 3

Fiscal Requirements

PART I(a): CONTRACTING 101

(in-depth training for agencies which have NOT had a CDBG or ESG contract with SLCo HCD in the past 3 years)

• or-

PART I(b): CONTRACTING 201

(refresher & new info for agencies which HAVE had a CDBG or ESG contract with SLCo HCD in the past 3 years)

PART II: MONITORING PART III: FISCAL REQUIREMENTS

PART III: FISCAL REQUIREMENTS Click HERE to link to recorded training webinar (YouTube)

FISCAL REQUIREMENTS Billings & Documentation

Fiscal Requirements

 Timeliness of billings (Monthly/Quarterly)  Final billing must be submitted within 60 days of the end of the contract period of performance  Documentation needed  Direct Deposit Setup

ZoomGrants™

By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (U.S. Code Title 18,Section 1001 and Title 31, Sections 3729-3730 and 3801-3812).

HCD Contract Billing Documentation Requirements – Billing Cover Sheet

HCD Contract Billing Documentation Requirements

Salaries and/or Benefits:

 Documentation (a spreadsheet or similar – examples follow) needs to include:

• Pay period(s) included in request for reimbursement
• Name(s) of employee(s)
• Number of billable hours each employee spent on the project
• Employee’s hourly rate or salary
• Breakout of benefits, if applicable

 Please DO NOT submit timecards, check stubs, or documentation including employee SSNs and/or home addresses

HCD Contract Billing Documentation Requirements

Operational Expenses:

 Receipts/invoices itemizing charges  No sales tax for nonprofit/government agencies  Direct client assistance should include:

• Name of client (or ID # correlating to on-site file)
• Date of expense
• Amount
• Preparer and Authorization signatures

 Please DO NOT submit bank statements or check copies

HCD Contract Billing Documentation Requirements

Travel Expenses (as permitted by approved contract budget):

Travel must be in approved contract budget Provide justification for travel Include itemized receipts for fuel, lodging, airfare and all associated expenses

HCD Contract Billing Documentation Requirements

HCD Contract Billing Documentation Requirements

Mileage Reimbursements (as permitted by approved contract budget):

 Documentation (a spreadsheet or similar) including:

• Name of employee
• Date(s) and program purpose of travel
• Number of miles traveled- Beginning and ending odometer reading
• Mileage reimbursement rate (2020 IRS mileage rate is .575 per mile)
• https://www.irs.gov/newsroom/irs-issues-standard-mileage-rates-for-2020

Indirect Charges (where applicable):

 Must be listed in contract (percentage)  Federally approved, De Minimis, or County approved  Covers general & administrative costs

HCD Contract Billing Documentation Requirements

Checks or EFT?

HCD FISCAL STAFF

Fiscal Manager Robert Trujillo (385) 468-4897 rtrujillo@slco.org Assistant Fiscal Manager Thomas Steffey (385) 468-4903 tsteffey@slco.org Accountants Kristen Beardall (385) 468-4898 kbeardall@slco.org Bob Whitehead (385) 468-4895 rwhitehead@slco.org Fiscal Coordinators Tiffany Marquez (385) 468-4893 tmarquez@slco.org Susie Sullivan (385) 468-4864 slsullivan@slco.org

Any questions?