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 topic in the subject line • Submit questions at any time

Submitting Questions – In Person • Complete the question form • Pass them to the right • Krystal and I will pick them up • Submit questions anytime

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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Tammy Sullivan Director of Major Grant Operations Michigan Fitness Foundation

FY12 SPLASH SNAP ‐ Ed Administrative & Operations Update

Overview • Updates to Ops Manual • Time and effort reporting • Invoices: tips and payments • Multiple SNAP ‐ Ed programs • Subrecipient status • Subcontract • Third Party MOU

Updates to Ops Manual • All records kept for 6 years • Allowable/unallowable • Qualifying match vs. cost share • Evaluation • Outreach statement • Credit statement

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

Time and Effort Reporting • OMB A ‐ 87 Specifics – More than 1 activity • Full distribution of activity • Temporary use of budget estimates • Quarterly reconciliation

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

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

New Time & Effort Personnel Activity Reports Effective 12/12/11

Invoice Tips • What’s going well – Invoice organization – Allowable expenses – Integrity of approval ‐‐ > purchase

Invoice Tips • NERI message on receipts • Training & meeting expenses • Nondescript receipts • Cost allocating receipts

Invoice Tips • Mileage with company car • Hand ‐ written edits • Grouping expenses by teacher or vendor • Invoices for printed materials • Stipends & “office” supplies

Invoice Tips • Credits • Invoices should stand alone • Copies please…no originals • Proof of payment • FY12 template

Invoice Review and Payments • Invoice review – MDCH – MNN • Collaborative decisions • Communication from MDCH • Adjustments documented in a memo

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

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

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

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

Subcontract Review • Includes prime contract language • Subrecipient details – CFDA title and number – Awarding agency – Award period – Federal, state and MNN SNAP ‐ Ed guidelines

Subcontract Review • Sections I, II and III • Section I C. – Invoices and teacher logs due 7 th of each month – Year ‐ end deadlines set by DHS & shared via email • Forecast year ‐ end expenses carefully & realistically • Final invoice cannot exceed encumbrance

Subcontract Review • Section I D. – ISD responsible for SPLASH match – Match collection – 3 rd Party MOU

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

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

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

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

Subcontract Review • Section III I. 1. and 3. – New credit statement – Required for all printed materials used to support SPLASH – Materials & communications disseminated broadly

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

Call or Email Us! Krystal Thelen (517) 241 ‐ 0947 thelenk12@michigan.gov Tammy Sullivan (517) 908 ‐ 3866 tsullivan@michiganfitness.org