GR ANT MANAGE ME NT WOR KSHOP Ho w to pro c e ss pa yme nts a - - PowerPoint PPT Presentation

GR ANT MANAGE ME NT WOR KSHOP

Ho w to pro c e ss pa yme nts a nd

• the r ta sks fo r pro je c t ma na g e rs

Diane Brad Melissa Craig Larelle

Evelyn

Polly Stacey

Your Team

Carol Cristelle

Jocelyn Teresa

Age nda

• Pa yme nts
• Ame ndme nts
• Qua rte rly Re po rts
• Clo se o ut
• Po st-Clo se o ut

Using what is le ar ne d he r e today should:

• Assist g ra nte e ’ s pre pa ra tio n o f

pa yme nt re q ue sts

• Spe e d up the pro c e ssing time
• Pre pa re g ra nte e fo r a n a udit
• He lp the g ra nte e kno w wha t to

e xpe c t thro ug ho ut the life o f the pro je c t

BE F OR E SUBMIT T ING PAYME NT R E QUE ST S

Gr ant Agr e e me nt

• No funds c a n b e e xpe nde d until the g ra nt

a g re e me nt is fully e xe c ute d

• Wo rk with yo ur Gra nts Administra to r to fina lize

yo ur Gra nt Ag re e me nt

• Re q uire s 3 sig na ture s: I

ndividua l a utho rize d in yo ur re so lutio n, Ag e nc y, a nd o ur a c c o unting de pa rtme nt

Pr

• je c t T

ype s

• De ve lopme nt – re imb ursing fo r

e lig ib le c o sts inc urre d a nd pa id

• Ac quisition – a dva nc ing funds

into e sc ro w, a s we ll a s re imb ursing fo r e lig ib le c o sts inc urre d a nd pa id

Che c k your Gr ant Agr e e me nt

T

• be e ligible , c osts must be :
• I

nc urre d within the Pro je c t Pe rfo rma nc e Pe rio d

• Co mplia nt with re q uisite Spe c ia l Pro visio ns
• I

de ntifie d in the Pro je c t Sc o pe (E xhib it A)

• L

iste d o n Co st E stima te (E xhib it A1)

No c ost ma y be inc ur r e d

• utside of the

pr

• je c t

pe r for ma nc e pe r iod.

December 1

Spe c ial Pr

• visions
• f the

Gr ant Agr e e me nt

Spe c ial Pr

• vision E

xample s: De ve lopme nt

• NO F

UNDS WIL L BE RE L E ASE D until the Gra nte e ha s:

• site c o ntro l
• a n e xe c ute d Ope ra tio ns a nd Ma inte na nc e Ag re e me nt
• NO CONST

RUCT ION F UNDS WIL L BE RE L E ASE D until the Gra nte e ha s:

• the re q uisite funding sig na g e

(http:/ / re so urc e s.c a .g o v/ g ra nts/ lo g o -a rt/ )

• fina l de sig ns re vie we d b y g ra nts a dministra to r

Signage Re quir e me nts

• 1. A funding a c kno wle dg me nt sig n is

re q uire d during c o nstruc tio n

• 2. A sig n must b e po ste d upo n c o mple tio n. (1

& 2 c a n b e the sa me if sig n is dura b le )

Additional Muse um Pr

• gr

am Spe c ial Pr

• vision E

xample s

• Ma tc h
• Se c re ta ry of the

Inte rior’s Sta nda rds for the T re a tme nt of Historic Prope rtie s

Basic Matc h Re quir e me nts F

• r

Muse um Pr

• gr

am Only

• 1:1 ma tc h re q uire me nt
• No mo re tha n 50% c a n b e in-kind
• E

xpe nd a t the sa me ra te o r fa ste r tha n the g ra nt funds

• All in-kind ma tc h must b e fo r e lig ib le c o sts pe r g ra nt

re q uire me nts

• Ca sh ma tc h c a n a lso b e use d fo r te c hno lo g y

c o mpo ne nts o f pro je c ts

• Ma tc h is to b e e xpe nde d within the pro je c t

pe rfo rma nc e pe rio d.

• E

xc e ptio n: Pla nning do c ume nts fro m a s e a rly a s Aug ust 15, 2016 ma y b e use d a s ma tc h.

Spe c ial Pr

• vision E

xample s: Ac quisition

• NO F

UNDS WIL L BE ADVANCE D INT O E SCROW until:

• CA De pt. o f Ge ne ra l Se rvic e s (DGS) ha s re vie we d the

a ppra isa l a nd c o nfirme d the F a ir Ma rke t Va lue (F MV)

• DGS ha s b e e n pa id b y the Gra nte e fo r the ir re vie w

Pr

• je c t

Sc ope / De live r able s / T ime line

Cost E stima te : De ve lopme nt proje c ts

• 25% c ap on

non- c onstr uc tion

• 10% c ap on

c ontinge nc y

• Re str

ic tions

• n use of

c ontinge nc y funds

• Non- Construc tion
• Pro je c t Ma na g e me nt
• Pe rso nne l o r E

mplo ye e Se rvic e s

• Co ntra c te d Se rvic e s
• Co mmunity E

ng a g e me nt

• Pe rmitting
• E

nviro nme nta l Co mplia nc e

• De sig n/ pla nning
• Construc tion
• Sig ns a nd I

nte rpre tive Aids

• Co nstruc tio n Ma na g e me nt
• L

a b o r

• E

q uipme nt

• Supplie s a nd Ma te ria ls
• Co ntra c te d Se rvic e s
• Matc h (for

muse um gr ants)

• Sa me a s Gra nt ite ms
• T

e c hno lo g y (fo r c a sh ma tc h)

E lig ible Costs

E lig ible Costs-Ac q uisitio n

• F

a ir Ma rke t Va lue o f Pro pe rty

• Appra isa l, title , e sc ro w, re c o rding fe e s, a nd b o unda ry line

a djustme nts

• Dire c t sta ff a nd c o nsulta nt c o sts c a ppe d a t $10,000 pe r e sc ro w
• De pa rtme nt o f Ge ne ra l Se rvic e s (DGS) re vie w fe e s a re pa id

dire c tly b y the Gra nte e , a nd a re e lig ib le fo r re imb urse me nt fro m the g ra nt

Ine ligible Costs

• Ove rhe a d/ I

ndire c t Co sts

• Co sts no t inc lude d in the

sc o pe / c o st e stima te

• No n-Co nstruc tio n Co sts

e xc e e ding the 25% c a p

• Ong o ing Ope ra tio n a nd

Ma inte na nc e Co sts

• Pro g ra mming
• Co nsuma b le s: F
• o d,

Do g g ie Wa ste Ba g s, e tc .

• Sta ff T

ra ining / E duc a tio n

• Ce re mo nie s, re c e ptio ns, o r

e nte rta inme nt

• Co sts witho ut pro pe r

b a c kup do c ume nta tio n

• T

re e s la rg e r tha n 15 g a llo ns

• Ac tive T

ra nspo rta tio n o r Ac tive Re c re a tio n

• Ac q uisitio n NOT

purc ha se d a t fa ir ma rke t va lue

PAYME NT R E QUE ST PACKAGE

Payme nt Re que st F

• r

m Payme nt T r ac king Spr e adshe e t Ite mize d L ist of Pr

• je c t E

xpe nditur e s Gr ante e L abor Costs E quipme nt Costs F

• r

m Matc h Ce r tific ation F

• r

m

Sample F

• r

ms

T he most up to date for ms c an be downloade d fr

• m our

we bsite : http:/ / r e sour c e s.c a.gov/ gr ants/ pr

• je c t-

administr ation- for ms/

Pa yme nt Pa c ka g e Instruc tions/ Che c klist

Pa yme nt Re que st F

• rm

Ac c ur ate , c omple te and signe d by author ize d r e pr e se ntative

Payme nt T r ac king Spr e adshe e t

Cle a rly ide ntifie s whic h line ite ms e a c h invoic e re pre se nts (with a se pa ra te c olumn for e a c h Pa yme nt Re que st). Aids in tra c king e lig ible c osts.

Pa yme nt T ra c king She e t fo r Muse um Pro g ra m

E rro r Me ssa g e s

Ite mize d L ist

• f Pr
• je c t

E xpe nditur e s

Contr ac tor s, c onsultants, supplie s, misc e llane ous e xpe nditur e s suc h as photoc opie s, mile age , e tc .

Ba c k up to this form inc lude s:

• E

vide nc e of e xpe nse (invoic e s or re c e ipts)

• E

vide nc e of pa yme nt

• F
• r mile a g e :

mile a g e log a nd ra te

E vide nc e of E xpe nse E xample s

• Invoic e s fr
• m c ontr

ac tor s

• Re c e ipts for

mate r ials

• Mile age : log and r

ate

E vide nc e of Payme nt E xample s

• Co py o f b o th side s o f a po ste d

c he c k (a nd b re a kdo wn if c he c k is fo r multiple invo ic e s)

• Co py o f b a nk sta te me nt with

c le a re d c he c ks a nd/ o r E F T s hig hlig hte d

• Co ntra c to r invo ic e sho wing

pa yme nt o f pre vio us invo ic e

• Cre dit c a rd Sta te me nt, o rig ina l

c re dit c a rd re c e ipt, do c ume nta tio n tha t the c re dit c a rd wa s pa id.

• Co py o f E

le c tro nic F unds T ra nsfe r (E F T ) o r Wire T ra nsfe r fro m a Ba nk

• Pre -pa id c a rd Sta te me nt sho wing

c re dit re ma ining a fte r pa rtic ula r pro je c t c ha rg e e .g ., pre -pa id pho to c o pie r c a rd

• F
• r purc ha se o f re a l pro pe rty: c o py
• f F

ina l Buye r’ s Clo sing Sta te me nt

Gra nte e L a bor Costs F

• rm

E vide nc e of E xpe nse

• T

ime she e ts

• Hour

ly Rate Computation Char t

• Payr
• ll stubs or

payr

• ll

se r vic e pr intout E vide nc e of Payme nt / Payme nt Doc ume ntation

• CF

Os signatur e on the c e r tific ation on the Gr ante e L abor Cost F

• r

m OR

• Payr
• ll stubs or

payr

• ll

se r vic e pr intout OR

• Signe d ac knowle dge me nt

fr

• m e mploye e s r

e gar ding r e c e ipt of payc he c ks for a spe c ific time - pe r iod

OVE RHE AD CHARGE S MAY NOT BE INCL UDE D.

Ho urly Ra te Co mputa tio n Cha rt

E quipme nt Costs F

• r

m

Bac k up to this for m inc lude s:

• E

vide nc e of E xpe nse , e .g., e quipme nt time logs, inc luding date s and hour s of use

• E

vide nc e of hour ly/ daily r ate s for said e quipme nt

Advanc ing F unds into E sc r

• w
• Payme nt Re que st F
• r

m

• L

e tte r r e que sting funds be de posite d to e sc r

• w:
• Gra nte e / Gra nt I

nfo rma tio n

• Do lla r a mo unt o f disb urse me nt re q ue ste d
• T

itle Co mpa ny/ E sc ro w a c c o unt info rma tio n

• Sta te me nt tha t a ll funds ha ve b e e n se c ure d a nd ha ve b e e n
• r will b e de po site d into e sc ro w a t o r a b o ut the sa me da te a s

the re q ue ste d g ra nt funds

• Paye e Data Re c or

d fo r the e sc ro w c o mpa ny

Matc h Ce r tific ation F

• r

m for Muse um Pr

• gr

am Only

• Sa ve up a nd sub mit a t the sa me time a s a

pa yme nt re q ue st

• Do no t ne e d to sub mit b a c k-up, b ut sho uld

ke e p the se do c ume nts in o wn file s

HE L PF UL HINT S

• Org a nize do c ume nta tio n

a nd ma ke c la rifying no te s.

• Re q ue st re imb urse me nt fo r

the e lig ib le c o st a nd Ag e nc y will de duc t the 10% re te ntio n.

• E

nsure numb e rs ma tc h a nd tha t the y a re a c c ura te ly c a lc ula te d.

PAYME NT PR OCE SS

Appr

• ving Payme nt Re que sts
• All pa yme nt re q ue sts re vie we d b y two Re so urc e s sta ff to e nsure :
• Ac c ura te – c a lc ula tio ns a nd to ta ls a re c o rre c t
• E

lig ib le – line ite ms c o mply with a ppro ve d Co st E stima te

• Co mple te – All fo rms a nd b a c k up a re inc lude d
• Re te ntio n
• 10% o f e a c h pa yme nt is withhe ld until the pro je c t is c o mple te a nd c lo se o ut

do c ume nts a re re c e ive d.

No te o n T ime fr ame : Onc e the appr

• ve d payme nt r

e que st has be e n submitte d to ac c o unting, the Gr ante e sho uld r e c e ive the c he c k within 6-8 we e ks.

AME NDME NT S

Wha t if some thing c hang e s?

• Co sts, sc he dule ,

sc o pe

• Co nta c t yo ur g ra nts

a dministra to r BE F ORE mo ving fo rwa rd with the c ha ng e

• I

nfo rma l o r fo rma l a me ndme nt

QUAR T E R L Y R E POR T S

Quar te r ly Re por ts

A BRI E F sta tus upda te is to b e sub mitte d to yo ur Gra nts Administra to r a t the b e g inning o f e a c h q ua rte r re g a rding pro g re ss ma de in the pre vio us q ua rte r.

CL OSE OUT

F inal Payme nts

Re te ntio n will no t b e re le a se d until a ll spe c ia l pro visio ns ha ve b e e n me t a nd a ll c lo se o ut do c ume nts sub mitte d. T his inc lude s:

• Summa ry o f E

xpe nditure s fro m a ll Pro je c t F unding So urc e s

• Ce rtific a tio n o f Co mple tio n

F

• rm
• No tic e o f Co mple tio n (if

a pplic a b le )

• Re c o rde d De e d Re stric tio n
• E

vide nc e o f Co mplia nc e with Sig na g e (if no t ye t re c e ive d)

• F
• r a c q uisitio ns o nly, a lso

re q uire d a re :

• Buye r's Clo sing Sta te me nt
• Co py o f the Gra nt De e d
• Po lic y o f T

itle I nsura nc e

Close out Visit

• Ag e nc y sta ff will visit

the pro je c t to e nsure a ll sc o pe ite ms a re in pla c e .

• T

his must o c c ur b e fo re the re le a se o f the re te ntio n.

POST

• CL

OSE OUT

Pr e par ing for an audit

Monitor ing and Re por ting

• Within the time o f the la nd te nure indic a te d in the g ra nt

a g re e me nt, Ag e nc y sta ff ma y c he c k in o n the pro je c t via writte n c o mmunic a tio n o r dro p-in visits.

• F
• r Urb a n Gre e ning Pro g ra m Only: Se le c t Gra nte e s will b e

re q uire d to sub mit GHG a nd o the r da ta fo r thre e ye a rs a fte r the pro je c t is c o mple te .

Que stions?

Co nta c t yo ur g ra nts a dministra to r dire c tly http:/ / re so urc e s.c a .g o v/ g ra nts/ Ca lifo rnia Na tura l Re so urc e s Ag e nc y – Bo nds a nd Gra nts Unit 1416 Ninth Stre e t, Suite 1311 Sa c ra me nto , CA 95814 (916) 653-2812

T HANK YOU!