The Uniform Grants Guidance: Guidance: What You Need to Know to - PDF document

The Uniform Grants Guidance: Guidance: What You Need to Know to Administer a Federal Grant abbreviated Presented by Presented by Steven Spillan, Esq. sspillan@bruman.com Brustein & Manasevit, PLLC www.bruman.com The Major Themes Impacting Federal Grants Management 2 F O C U S O N O U T C O M E S 1 . 2 . P E R F O R M A N C E M E T R I C S 3 . R I S K A S S E S S M E N T S 4 . F I N A N C I A L M A N A G E M E N T P O L I C I E S E Q U I P M E N T U S E 5 . 6 . M I CR O P U R C H A S E S 6 . M I CR O P U R C H A S E S C O R R E C T I V E A C T I O N 7 . 8 . F A M I L Y F R I E N D L Y P O L I CI E S 9 . F A L S E C L A I M S C E R T I F I C A T I O N S 1 0 . A U D I T T H R E S H O L D S 1

Date of Applicability of Revised Rules 3  OMB stated on 12/ 20/ 13 All Drawdowns, after December 26, 2014 ? ? ? ? ? ? What is covered? 4  A-102 – Administrative Rules State / Local – Part 80 – EDGAR  A-110 – Administrative Rules Postsecondary – Part 74 – EDGAR  A-87 – Cost Rules – State / Local  A-21 – Cost Rules – Rules – Postsecondary  A-122 – Cost Rules – Nonprofit  A-133 – Audit Rules (>$750,000) 2

Who is covered? 5  All “nonfederal entities” expending ll “ f d l i i ” di federal awards – that means districts and charters Structure of Omni-Circular (p. 78608) 6 2 CF R P AR T 2 0 0 2 CF R P AR T 3 4 74 3

(p. 78608) 7  Subpart A – Definitions  Subpart B – General Provisions S b B G l P i i  Subpart C – Pre Award Requirements  Subpart D – Post Award Requirements  Subpart E – Cost Principles  Subpart F – Audit Requirements Key Definitions 8  Cognizant Agency for Audit 200.18 (78611)  Cognizant Agency for Indirect 200.19 (78611) Cognizant Agency for Indirect 200.19 (78611)  Computing Devices 200.20 (78612)  Cooperative Audit Resolution 200.25 (78612)  Cost Objective 200.28 (78612)  Internal Control Over Compliance 200.62 (78615)  Major Program 200.65 (78615) Major Program 200.65 (78615)  Micro Purchase 200.67 (78615)  Modified Total Direct Cost 200.68 (78615)  Non-Federal Entity 200.69 (78615)  Conflict of Interest 200.112 (78621) 4

Quick Overview of New Financial Management Requirements: 9 1. Performance Metrics 2. Risk Management Ri k M 3. Augmented Pass-Through Responsibilities 4. Emphasis on Immediate Corrective Action 5. Cooperative Audit Resolution WHY?? 10 All oversight will examine financial management All oversight will examine financial management controls: OIG Audit 1) 2) Single Audit 3) Federal Program Monitoring 4) “Pass Through” Monitoring ) “P Th h” M it i 5

Crosswork Between 34 CFR 80.20 (b) and CFR 200.302(b) 11 34 CFR 8 0 .20 (b) 34 CFR 8 0 .20 (b) 2 CFR 20 0 .30 2 (b) 2 CFR 20 0 .30 2 (b) 1. Identification of 1. Financial Reporting Awards 2. Accounting Records 2. Financial Reporting 3. Internal Control 3. Accounting Records 4. Budget Control (Source Docs) 5. Allowable Cost 4. Internal Control 6. Source Documentation 5. Budget Control 7. Cash Management C h M t 6. Written Cash Management Procedures 7. Written Allowability Procedures 2) Financial Reporting 12  New shift to OMB approved performance metrics f t i 6

2) Financial Reporting (cont.) 13  Performance Metrics: 1. Compare actual accomplishments C t l li h t to objectives. (quantify to extent possible) 2. Reasons goals were not met if appropriate pp p 3. Additional pertinent information (e.g. analysis and explanation of cost overruns, high unit costs) 2) Financial Reporting (cont.) 14 4. Significant developments a. Problems, delays. Adverse conditions that would impair ability to meet objective of the award b. Favorable developments. Finishing sooner or at less cost sooner or at less cost 7

2) Financial Reporting (Cont.) 15  OMB Allows ED to waive “performance metrics” not required. required.  How will ED reconcile performance metrics with accountability / performance indicators of ESEA, IDEA, CTE, AEFLA IDEA CTE AEFLA 4) Internal Control 16  Essentially same as 80.20 (b) (3)  Effective control over and accountability for:  Effective control over and accountability for: All funds 1. 2. Property 3. Other assets  Must adequately safeguard all assets  Use assets solely for authorized purpose 8

4) Internal Control 200.303 (cont.) 17  Comply with federal statutes, regs, terms of the award award  Evaluate and monitor compliance  Take prompt action when instances of noncompliance are identified  Safeguard protected personally identifiable information information 6) Written Cash Management Procedures (New) 18  Written Procedures to implement the requirements of 200.305 requirements of 200 305 9

7) Written Allowability Procedures (New) 19  Written procedures for determining allowability of costs in accord with Subpart E – Cost Principles (see p. 78639 – 78662) 20  Equipment  200.313 (78629)  Significant changes on use and disposition 10

21  Supplies  200.314 (78630)  Covers computers Procurement “Bear Claw” 22 11

23  Pass-through (TEA) must evaluate each subrecipient’s risk of non compliance subrecipient s risk of non compliance (federal statute / regulations / terms of award) for purpose of monitoring 200.331 24  Risk Factors: 1. Subrecipient’s prior experience with the S b i i ’ i i i h h grant program 2. Results of previous audits 3. New personnel or substantially changed systems systems 4. Results of federal monitoring 12

200.331 25  Pass-through may impose conditions on subgrant based on risk assessment: Shift to reimbursement 1. Withhold payments until evidence of 2. acceptable performance Require more reporting 3. Require additional monitoring 4. Require additional technical or management 5. assistance Establish additional prior approvals 6. 200.331 26  Pass-through (TEA) must monitor its subrecipients to assure compliance and b i i t t li d performance goals are achieved 13

Record Retention (78636) 27  Retention 200.333 (5 years) Subpart E – Cost Principles (78639) 28 14

Basic Considerations (78640) 29  Composition of Costs 200.402  Allowability 200.403  Reasonable Costs 200.404  Allocability 200.405  Applicable Credits 200 406  Applicable Credits 200.406  Prior Written Approval 200.407 30  Promotional Costs 200.421 (78645)  Conferences 200.432 (78650)  Employee Morale 200.437 (78652)  Memberships 200.454 (78657)  Travel Costs 200.474 (78661) 15

Disclaim er This presentation is intended solely to provide general information and does not constitute legal g g advice. Attendance at the presentation or later review of these printed materials does not create an attorney-client relationship with Brustein & Manasevit, PLLC. You should not take any action based upon any information in this presentation without first consulting legal counsel familiar with i h fi l i l l l f ili i h your particular circumstances. 31 16