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

Jocelyn Teresa Craig Brad Evelyn Your Team Carol Melissa Cristelle Diane Stacey Larelle Polly

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 oje 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 o 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 outside of the pr oje c t pe r for ma nc e pe r iod. December 1

Spe c ial Pr ovisions of the Gr ant Agr e e me nt

Spe c ial Pr ovision 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 ogr am Spe c ial Pr ovision 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 or Muse um Pr ogr 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 ovision 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 oje 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 on use of c ontinge nc y funds

E lig ible Costs ◦ Construc tion ◦ Non- Construc tion • Pro je c t Ma na g e me nt • Sig ns a nd I nte rpre tive Aids • Pe rso nne l o r E mplo ye e Se rvic e s • Co nstruc tio n Ma na g e me nt • Co ntra c te d Se rvic e s • L a b o r • Co mmunity E ng a g e me nt • E q uipme nt • Pe rmitting • Supplie s a nd Ma te ria ls • E nviro nme nta l Co mplia nc e • Co ntra c te d Se rvic e s • De sig n/ pla nning ◦ 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)

lig ible Costs - Ac q uisitio n E ◦ 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 ◦ Sta ff T ndire c t Co sts ra ining / E duc a tio n ◦ Co sts no t inc lude d in the ◦ Ce re mo nie s, re c e ptio ns, o r sc o pe / c o st e stima te e nte rta inme nt ◦ No n-Co nstruc tio n Co sts ◦ Co sts witho ut pro pe r e xc e e ding the 25% c a p b a c kup do c ume nta tio n ◦ Ong o ing Ope ra tio n a nd ◦ T re e s la rg e r tha n 15 g a llo ns Ma inte na nc e Co sts ◦ Ac tive T ra nspo rta tio n o r ◦ Pro g ra mming Ac tive Re c re a tio n ◦ Co nsuma b le s: F ◦ Ac q uisitio n NOT o o d, purc ha se d Do g g ie Wa ste Ba g s, e tc . a t fa ir ma rke t va lue

PAYME NT R E QUE ST PACKAGE Payme nt Re que st F or m Payme nt T r ac king Spr e adshe e t Ite mize d L ist of Pr oje c t E xpe nditur e s Gr ante e L abor Costs E quipme nt Costs F or m Matc h Ce r tific ation F or m

Sample F or ms T he most up to date for ms c an be downloade d fr om our we bsite : http:/ / r e sour c e s.c a.gov/ gr ants/ pr oje 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 orm 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 of Pr oje 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 or 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 om 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 ◦ Co py o f E le c tro nic F unds T ra nsfe r c he c k (a nd b re a kdo wn if c he c k is (E F T ) o r Wire T ra nsfe r fro m a Ba nk fo r multiple invo ic e s) ◦ Pre -pa id c a rd Sta te me nt sho wing ◦ Co py o f b a nk sta te me nt with c re dit re ma ining a fte r pa rtic ula r c le a re d c he c ks a nd/ o r E F T s pro je c t c ha rg e e .g ., pre -pa id hig hlig hte d pho to c o pie r c a rd ◦ Co ntra c to r invo ic e sho wing ◦ F o r purc ha se o f re a l pro pe rty: c o py pa yme nt o f pre vio us invo ic e o f F ina l Buye r’ s Clo sing Sta te me nt ◦ 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.

Gra nte e L a bor Costs F orm E vide nc e of E xpe nse • T ime she e ts • Hour ly Rate Computation Char t • Payr oll stubs or payr oll 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 or m OR • Payr oll stubs or payr oll se r vic e pr intout OR • Signe d ac knowle dge me nt fr om 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 or 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 ow ◦ Payme nt Re que st F or m ◦ L ow : e tte r r e que sting funds be de posite d to e sc r • 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 o 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 or m for Muse um Pr ogr 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