COVID-19 and You
HB-481 Relief • Late June 2020 – Received $2,022,475.68 total • Cares Act grant fund distribution is pursuant to HB-481 • Considered and audited as a federal grant • Administered through the Ohio Office of Budget & Management • $823,466.24 is allocated to the County for COVID-19 Expenses
HB-481 Relief • On October 15, 2020 any money not encumbered shall be returned to the County for redistribution • On October 22, 2020 Auditor shall redistribute all money as follows: • - 25% to County if eligible • - balance to qualifying entities based on population • Money not expended (spent) by December 28, 2020 shall be returned directly to the State Treasury
HB-481 Relief • County money is deposited in Auditor Fund 2097 - Local Coronavirus Relief Fund • Prosecutor & Auditor working in cooperation with the Commissioners to properly utilize the grant funds • Departments & Electeds are encouraged to consider using grant funds • This IS a grant, so federal grant rules apply, so does the ORC
Eligibility • All departments under the County (All Elected Offices) • Departments under the Commissioners’ hiring authority • Other County Agencies Require Subgrant agreement: – Board of Elections – Veterans Service Commission – Public Health Commission – Board of Developmental Disabilities – Board of Mental Health – Family First Council (JFS) – Soil and Water Conservation District – Solid Waste Management District – Park Districts – School Districts
HB-481 Relief Scenarios • Purchases using your Fund(s) • Purchases directly from the Relief Fund
Purchases Using Your Funds • After Mar 1, 2020 thru Dec 28, 2020 • Must be SPENT by Dec 28 th NOT just encumbered (our cutoff is Dec 15 th ) • Can NOT have been already budgeted • Submit the following to COVID@GCAuditor.com: – warrant # of previously paid voucher if all COVID eligible or voucher with COVID item(s) highlighted – category of COVID19 expenditure(s) – Assertion of Necessity memo(s) from the highest level of authority • Auditor’s office will: – validate submission to voucher – consult with Prosecutor’s office on atypical item(s) – if ok, submit to Commissioners for Resolution of Acceptance – perform a cash transfer reimbursement before Dec 28 th
Purchases Directly From Relief Fund • After Mar 1, 2020 thru Dec 28, 2020 • Must be SPENT by Dec 28 th NOT just encumbered (our cutoff is Nov 30 th ) • Can NOT have been already budgeted • Submit the following to COVID@GCAuditor.com: – quote and/or information regarding item(s) to be purchased (contracts, bids, etc. are your responsibility to provide) – properly completed new vendor form (if needed) – category of COVID19 expenditure – Assertion of Necessity memo from the highest level of authority • Auditor’s office will: – consult with Prosecutor’s office on atypical items – if ok, submit to Commissioners for Resolution of Acceptance – place order for item(s) on your behalf and notify you – process payment once we receive invoice(s) and acknowledgement of receipt(s)
Assertion of Necessity Memo • Items were incurred after March 1, 2020 and through December 28, 2020 • Necessary expenditures incurred due to the public health emergency (COVID-19) • Purchases were not accounted for in the most recent budget as of March 27, 2020 • Signed by the highest level of authority (Electeds or Directors & Electeds)
Assertion of Necessity Memo
Potential Expenditures • PPE (masks, gloves, face shields, etc) – Category = Materials and Supplies • Disinfectant sprays, wipes, hand sanitizer, etc – Category = Materials and Supplies • Office shielding, barriers, signage, etc – Category = Contract Services Building Maintenance, or – Category = Materials and Supplies and also Salaries, etc • Work from home (computers, peripherals, etc) – Category = Equipment • Furniture (chairs, etc) – Category = Equipment • Cleaning of workspace (outside services, etc) – Category = Contract Services Cleaning Services • Virtual meetings (Webex/Zoom licenses, cameras, microphones, etc) – Category = Contract Services (until 12/28/2020) and also Equipment
Thank You Questions?
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