Grant Reporting Training Progress Reports & Requesting - - PowerPoint PPT Presentation

Grant Reporting Training

Progress Reports & Requesting Reimbursements

Pending Grant Award Approval

• Renewal Grants
• Awarded Applications
• Accept the Approved Award
• Sign and Upload NOGA

This Training Will Cover

• Grant Services
• Expenditure Supporting Document Policy
• Payment Reimbursement Request
• Progress Reports
• Contact FVA
• Questions
• Wrap Up

Grant Services

Underway

Grant Operations Began July 1, 2020

• Start serving beneficiaries
• Verify eligibility

Approved Grant

Know & follow the details of your approved grant:

• Project Narrative
• Budget
• Budget Narrative
• Request for Application (RFA)
• Associated rules and requirements as listed in RFA
• Your agencies policies and procedures

Expenditure Supporting Document Policy (SDP)

Purpose · Securing & Maintaining How To Use · Recurring Costs · Contracts Wo r k W i t h Yo u r G r a n t O f f i c e r

Accounting records and expenditure reports must be supported by the adequate documentation.

Wo r k W i t h Yo u r G r a n t O f f i c e r

Purpose

• Help you acquire the correct supporting documents to

prove your expenses and payments to vendors are authentic

• Supporting documentation must demonstrate Cost

Incurred and payments made to the vendor

• FVA grants follow the authority of 2 CFR 200

Wo r k W i t h Yo u r G r a n t O f f i c e r

Submitting Invoices For Payment

• Invoices must be from the most recent billing cycle
• Invoices must show the total currently owed
• Invoices must not be older than 90 days

Wo r k W i t h Yo u r G r a n t O f f i c e r

Securing & Maintaining Documents

• 1. Secure beneficiary eligibility documentation before

providing services to ensure all costs reported are adequate and verifiable.

• 2. Maintain these documents in a secure location (physical
• r electronic) for a minimum of three (3) years.
• 3. Records Retention Policy (SDP, Attachment A)

Wo r k W i t h Yo u r G r a n t O f f i c e r

Keys: DO Submit

• Scan and submit your supporting documents in the same
• rder as the information in the Payment Reimbursement

Request (PRR) Form.

• Highlight important information in your supporting

documents.

• This speeds up turnaround time and helps Grant Officers

process requests both timely and accurately.

Wo r k W i t h Yo u r G r a n t O f f i c e r

Keys: DON’T Submit

• General Ledgers as supporting documentation.
• Personally Identifying Information (PII) is

protected by law. Do not submit supporting documents with PII.

Wo r k W i t h Yo u r G r a n t O f f i c e r

How To Use The SDP

Wo r k W i t h Yo u r G r a n t O f f i c e r

PCI & DOP Examples: Personnel

This document covers both Proof of Cost Incurred and Demonstration of Payment

Employee Statement of Earning with Direct Deposit Information

Wo r k W i t h Yo u r G r a n t O f f i c e r

PCI & DOP Examples: Personnel

Wo r k W i t h Yo u r G r a n t O f f i c e r

Checks paid to self are unallowable.

PCI & DOP Examples: Travel & Mileage

Wo r k W i t h Yo u r G r a n t O f f i c e r

Transportation and Fuel Example

Home Modification Invoice

(SD) Workshop Attendance Roster Example

Recurring Costs

• More documentation required on the first

reimbursement of a recurring cost (i.e. office rent, etc.)

• Limit on variance in recurring monthly costs (i.e. utility

bills, etc.)

• Less documentation required for subsequent requests
• See Section 5 of SDP for full details

Wo r k W i t h Yo u r G r a n t O f f i c e r

Contracts

There are two types of contracts in the grant:

• Grantee and Contractor
• Grantor and Grantee
• Your organization’s agreements with its own independent

contractors, vendors, etc. are Grantee‐Contractor contracts

• FVA only reimburses items in the Grantor‐Grantee

contract (expenses must be budgeted‐for in the approved contract)

• Submit an Amendment Request if the Grantor‐Grantee

contract (including budget) needs to be adjusted

Wo r k W i t h Yo u r G r a n t O f f i c e r

Payment Reimbursement Request (PRR)

Submitted Monthly

Payment Reimbursement Request (PRR) Form

• Sample PRR included in the Supporting Document

Policy

• Your GO will send you a customized PRR for your

awarded project

Payment Reimbursement Requests (PRR)

• Due on the 15th of the month following the end
• f the reporting month
• Can submit early if all paperwork is

complete

• Created automatically in GovGrants
• Will appear as a task on your home screen in

GovGrants

PAYMENT REIEMBURSEMENT REQUEST (PRR)

Excel Workbook

• Tab 1 – PRR Certification / Summary
• Tab 2 – Salaries – Fringe
• Tab 3 – Travel
• Tab 4 – Supplies
• Tab 5 – Client Services
• Tab 6 – Other Direct Cost
• Tab 7 – Indirect

PRR Certification

PRR Certification

Fill in all yellow boxes with appropriate data

Fill in all yellow boxes with appropriate data

After all tabs are completed, one of the three individuals listed prints name. Certifying all data is correct

PRR Certification

Salaries Salaries ‐ Fring Fringe

• Customized according to budget
• Only fill in yellow boxes for each employee
• Important to complete all data entry for each

line item

• No contractual services employees

Salaries Salaries ‐ Fring Fringe

Sal Salari ries es/W /Wag ages es

Annual Salary / Number of Agency Pay Periods per year = Pay Period Gross Pay Period Gross X Allocated % in Table A of Application = Total Salary Allocated List 1‐4 payrolls based on number of payrolls that month. July payroll allocation needs to be prorated if pay period begins prior to July 1st.

Amounts Over the $ Reference, will be scrutinized or questioned. An Amendment to capture those further costs may be required.

Fring Fringe Bene Benefits fits

Ensure the Same Allocated % amounts in Salaries are applied to total benefits amount, if the employee is also receiving Fringe benefits. Total Amount of benefits Costs per employee X % Allocation = Total Benefits Allocated Demonstration of Payment is required for Benefits every month

Tabs 3 - 6

Travel / Supplies / Client Services /Other Direct Cost

• List each expense under Budget Category tab &

proper Sub‐Category

• Only report expenses that have been cleared

through the bank

• Only report past months expenses not future

months

Travel

Sub‐Category – Dropdown list

Supplies

Client Services

Other – Direct Costs

• Page # refers to the page number of your support documents PDF corresponding to the

expenditure reported on your PRR

• Page # field necessary for cost incurred and demonstration of payment

Ind Indirect ct Cos Costs

• Indirect costs cannot exceed 10% of current

reporting month’s Direct Program Costs

• Supporting documentation is not required for

indirect costs

• Your Indirect Costs are determined by Total Direct

Cost Approved

Indirect Costs

• If your grant has allocated funds for Ind

Indirect Cos Costs, your organization can claim 10% Direct Costs for each month reported

• FV

FVA’s 90 90‐Da Day Po Policy DOE DOES NO NOT apply apply to to the the Ind Indirect Cos Costs budg budget categor

• category. Re

Retroactive reque quests ar are unallo unallowable able.

Indirect Costs

• Requested amount CANNOT exceed 10% of Total for Direct Costs
• Cell will turn Re

Red when exceeded

Empty cells

No Blank Cells Allowed

PRR Certification

PRR Certification

GovGrants

Progress Reports

Submitted Quarterly

Progress Reports (PR)

• Due on the 15th of the month after the end of

the reporting quarter

• Can submit early if all paperwork is

complete

• Summary numbers in GovGrants
• Provide County‐level detail in spreadsheet

GovGrants

Contact Us

☎ (512) 463-1157 📨 grants@TVC.Texas.gov 🔘 https://www.tvc.texas.gov/grants/

Ervey Leos, Lead Grant Officer ☎ (512) 463-9829 📨 ervey.leos@TVC.Texas.gov Julie Dillard, Lead Compliance Officer ☎ (512) 463-8863 📨 Julie.Dillard@TVC.Texas.gov Elisabeth D. Webster, Communications Coordinator ☎ (512) 463-5880 📨 Elisabeth.Webster@TVC.Texas.gov

Questions

Submit your questions in the chatbox