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Welcome FY12 SPLASH SNAP Ed Administrative & Operations Update - - PowerPoint PPT Presentation
Welcome FY12 SPLASH SNAP Ed Administrative & Operations Update - - PowerPoint PPT Presentation
Welcome FY12 SPLASH SNAP Ed Administrative & Operations Update Mary Grill MNN Program Specialist Michigan Fitness Foundation Technical Overview Submitting Questions Webcast Click on the button in the top left ASK Include the
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Mary Grill
MNN Program Specialist Michigan Fitness Foundation
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Technical Overview
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Submitting Questions ‐ Webcast
- Click on the button in the top left
- Include the topic in the subject line
- Submit questions at any time
ASK
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Submitting Questions – In Person
- Complete the question form
- Pass them to the right
- Krystal and I will pick them up
- Submit questions anytime
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When Questions are Submitted
- Krystal and I will review
- Combine like questions
- Pass them to Tammy
- Questions answered at end of sections
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Full Screen PowerPoint
- Click on the icon in the upper right
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Tammy Sullivan
Director of Major Grant Operations Michigan Fitness Foundation
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FY12 SPLASH SNAP‐Ed Administrative & Operations Update
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Overview
- Updates to Ops Manual
- Time and effort reporting
- Invoices: tips and payments
- Multiple SNAP‐Ed programs
- Subrecipient status
- Subcontract
- Third Party MOU
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Updates to Ops Manual
- All records kept for 6 years
- Allowable/unallowable
- Qualifying match vs. cost share
- Evaluation
- Outreach statement
- Credit statement
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Time and Effort Reporting
- New time & effort reporting for FY12
– Your agency’s timesheet for payroll
- After‐the‐fact determination
- Total activity
- Employee signature
- Coincide with pay periods
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Time and Effort Reporting
- OMB A‐87 Specifics
– More than 1 activity
- Full distribution of activity
- Temporary use of budget estimates
- Quarterly reconciliation
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Personnel Activity Report (PAR)
- Full distribution of activity
– Narrative list of SNAP‐Ed effort – Daily record – Brief description of SNAP‐Ed tasks – Various formats accepted
- Periodic spot checks
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Personnel Activity Report
- 11/27 ordered materials for
FCE at Harper Elementary
- 11/28 prepared parent
handouts for FCE at Harper Elementary; planning for FCE
- 11/29 processed classroom
material invoices
- 11/30 processed & submitted
classroom material invoices to business office
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New Time & Effort Personnel Activity Reports Effective 12/12/11
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Invoice Tips
- What’s going well
– Invoice organization – Allowable expenses – Integrity of approval ‐‐> purchase
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Invoice Tips
- NERI message on receipts
- Training & meeting expenses
- Nondescript receipts
- Cost allocating receipts
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Invoice Tips
- Mileage with company car
- Hand‐written edits
- Grouping expenses by teacher or vendor
- Invoices for printed materials
- Stipends & “office” supplies
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Invoice Tips
- Credits
- Invoices should stand alone
- Copies please…no originals
- Proof of payment
- FY12 template
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Invoice Review and Payments
- Invoice review
– MDCH – MNN
- Collaborative decisions
- Communication from MDCH
- Adjustments documented in a memo
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Invoice Review and Payments
- When questions are resolved = proceed for
payment
- MFF submits a monthly invoice to DHS
– ISD invoices ready for payment added to DHS invoice – ISD payment – Max 60 day window
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Multiple SNAP‐Ed Programs
- SNAP‐Ed programming at SPLASH schools
- More than one SNAP‐Ed program:
– Notify MDCH and MFF – Conversation between programs – Who’s counting match? – Send confirmation memo to MDCH and MFF
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SNAP‐Ed Subrecipient Status
USDA Food Nutrition Service Michigan Department of Human Services Michigan Nutrition Network at Michigan Fitness Foundation SPLASH Agency Supported by MDCH SPLASH team
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SNAP‐Ed Subrecipient Status
- Performance measured against objectives
- Responsibility for programmatic decision‐making
- Adherence to Federal, State and SNAP‐Ed
requirements
- Program implementation vs. providing goods or
services
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Subcontract Review
- Includes prime contract language
- Subrecipient details
– CFDA title and number – Awarding agency – Award period – Federal, state and MNN SNAP‐Ed guidelines
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Subcontract Review
- Sections I, II and III
- Section I C.
– Invoices and teacher logs due 7th of each month – Year‐end deadlines set by DHS & shared via email
- Forecast year‐end expenses carefully & realistically
- Final invoice cannot exceed encumbrance
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Subcontract Review
- Section I D.
– ISD responsible for SPLASH match – Match collection – 3rd Party MOU
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Subcontract Review
- Section I E.
– Support of wages charged
- Random requests of time & effort and personnel
activity reports
- Section I G.
– Competitive bid process for contracts over $2,500
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Subcontract Review
- Section II
– A. Payment 60 days after invoice reviewed & approved by MNN. – C. Compliance and monitoring
- We all have a role to play
- Federal, state and SNAP‐Ed guidelines
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Subcontract Review
- Compliance and monitoring
– Assessed by MNN staff in the following ways:
- Conversations by phone or in person
- Email communication
- Informal or formal visits
- Participation in your local SNAP‐Ed events
- Feedback provided during invoice review
- Compliance review
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Subcontract Review
- Section III F.
– All SPLASH records should be kept for 6 years – DHS and MFF have the right to examine and audit records
- Section III G. 2.
– DHS and MFF can perform scheduled and unscheduled on‐site reviews
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Subcontract Review
- Section III I. 1. and 3.
– New credit statement – Required for all printed materials used to support SPLASH – Materials & communications disseminated broadly
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Subcontract Review
- Attachments
– 1 Scope of Work w/list of participating schools – 2 Budget – 3 Contact List – 4 Invoice Signature Authorization – 5 A‐133 Audit Certification – 6 ACH Credit
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