grants finance and monitoring overview sally pena brandy bandera don duru tom mershon reedy spigner n.
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Grants Financial Management

Grants Financial Management

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Grants Financial Management

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  1. Grants Finance and Monitoring OverviewSally PenaBrandy BanderaDon DuruTom MershonReedy Spigner • Views expressed are those of the presenters, do not constitute legal advice, and are not official opinions of the Office of the Texas Attorney General. 

  2. Grants Financial Management Grants Administration Division Grants Financial Management

  3. Grants Financial Management • Grantee has a fiduciary responsibility for the grant. • Office of the Attorney General (OAG) has oversight to see that grant projects operate: • Efficiently; • Effectively; and • In accordance with all laws, rules, regulations and guidelines that govern grants.

  4. Grant Award Signed contract by the authorized official and the OAG contains: • Amount awarded for the fiscal year; • Term of the contract; and • Contract requirements including: • Grantee’s Contractual Services; • Grantee’s Obligations and Required Reports; • Obligations of the OAG; and • Terms and Conditions.

  5. Financial Forms The Grants Administration Division provides each Grantee the following Financial forms at the beginning of the fiscal year: • Detailed Budget • Combined Reimbursement Form

  6. Detailed Budget Budget Categories • Personnel • Fringe benefits • Professional and Consultant • Supplies • Travel • Equipment • Other Direct Operating Expenses (DOE)

  7. Budget Adjustment • Requires written request and prior approval by the OAG • Adjustment of 10% or more • Move from one budget category to another budget category • Reallocate funds between line items • Adding new budget category • Move funds to a new budget category • Adding new line items • Personnel changes • Increase/decrease in hours worked • Eliminate/change the job function • Add a new position

  8. Other Budget Changes • Less than 10% budget modification • Awarded funds are moved within or between approved budget categories or approved budget items

  9. Combined Reimbursement Form The Combined Reimbursement Form is the method for seeking reimbursement from the OAG and contains the Grantee’s approved categorical and overall budget totals for the grant. This form has three tabs, consisting of 1) Invoice 2) Financial Status Report (FSR), and 3) Salary Detail & Internal Review. The grantee shall complete and submit the Form as directed by the Grants Administration Division.

  10. Combined Reimbursement Form Financial Status Report (FSR) Salary Detail & Internal Review Invoice

  11. Combined Reimbursement Form • Invoice • Date of Invoice • Invoice # • Texas Tax Identification Number (TIN) • Organization Name • Contact Person • Month of Service • Grant Number • Amount of Claim • Signature of the Authorized Official or Alternate Designee

  12. Invoice – First Tab of the Combined Reimbursement Form

  13. Combined Reimbursement Form • Financial Status Report (FSR) • Reporting mechanism to capture monthly expenses • Monthly total should match Amount of Claim on invoice • Budget adjustment or 10% Budget Modification on the right-hand side of the form indicates: • Original contract award amount • Increase or decrease in the budget category • Revised Approved Budget • Year-to-Date Financial Information provides: • YTD total • YTD balance

  14. FSR – Second Tab of the Combined Reimbursement Form

  15. Combined Reimbursement Form • Salary Detail & Internal Review • Month of Service • Position Title on Budget • Position Currently Filled • Hours Worked on Grant • Amount • Total • Month of service must match the invoice

  16. Salary Detail & Internal Review – Third Tab of the Combined Reimbursement Form

  17. Common Invoice / FSR / Salary Detail Errors • Use of prior grant year Combined Reimbursement Form • Unauthorized signatures on Invoice • Invoice is submitted incomplete: • Missing Signature, Printed Name, Title or Date • Missing TINS number • Missing Contact Person contact information • Requesting funds for un-awarded categories on FSR • Changes to previous month’s request on FSR • Failure to provide Preparer's Comments when seeking reimbursement with large increases from previous month

  18. Common Invoice / FSR / Salary Detail Errors • Salary Detail total does not match requested on FSR for Salary • Salary Detail incomplete • Position Currently Filled is blank • Failure to submit all three financial reimbursement forms • Failure to submit $0.00 invoice when no expenses for the month • Budget adjustment not submitted and/or approved • Failure to submit monthly invoices

  19. Thank You! • If you need any further information, contact your Financial Specialist: Sally Pena Financial Management Supervisor (512) 936-1688 Brandy Bandera (512) 936-1598 Megan Kilgard (512) 936-0573 John Ramos (512) 463-9786

  20. Grant Monitoring Grants Administration Division Grants Compliance Monitoring

  21. OAG’s Requirements • The OAG is required by federal/state regulations to monitor grantees to ensure compliance with the following: • Federal and/or state awards are used for authorized purposes • Compliance with laws, regulations (i.e., UGMS, CFR) • Provisions of contracts or grant agreements are achieved

  22. Grantee’s Requirements • Some key areas that the OAG reviews for compliance include the following: • Federal and/or state awards are used for authorized purposes • Compliance with laws, regulations (i.e., UGMS, CFR) • Provisions of contracts or grant agreements are achieved • Segregation of duties / internal controls exist • Financial controls • Policies and procedures are in place and being followed • System to record and track expenditures for each grant • Expenditure reports reconciled monthly • Adequate supporting documentation • Filing and record retention system

  23. Overview • Criteria • Types of monitoring and expectations • Common findings • Annual audit requirements • Fraud, waste and abuse

  24. Criteria • Criteria • Federal standards • State standards • OAG standards

  25. Grant Management Federal Standards • Electronic Code of Federal Regulations (CFR) • 2 CFR 200 • Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards • Subpart D—Post Federal Award Requirements • Standards for Financial and Program Management • Subpart E—Cost Principles

  26. Grant Management Federal Standards • 2 CFR 200 • Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards • Subpart F Audit Requirements • Audits of States, Local Governments, and Non-Profit Organizations • A single audit is required if $750,000 or more in federal or state expenditures. • Federal programs are listed in the Catalog of Federal Domestic Assistance (CFDA). • Audit period based on the organization’s fiscal year.

  27. Grant Management Federal Standards • Uniform Grant Management Standards (UGMS) • Texas Administrative Code (TAC) • T.A.C. §60 – Texas Crime Victim Services Grant Programs • Provides OAG rules for Other Victim Assistance Grants (OVAG) and • Victim Coordinator/Liaison Grants (VCLG) • Domestic Violence High Risk Teams Grant Program

  28. Grant Management Federal Standards • T.A.C. §62 – Sexual Assault Prevention and Crisis Services • Provides OAG rules for Sexual Assault Prevention and Crisis Services (SAPCS)

  29. Grant Management Federal Standards • Compliance with UGMS and “Super Circular” (2 CFR Chapters I and II) • Grantees must follow the guidelines in the Uniform Grant Management Standards (UGMS). Both governmental entities as well as non-profit entities are required to follow UGMS guidelines and/or applicable cost principles. • Grantees must be in compliance with all applicable federal/state statutes, regulations, policies, guidelines and requirements, including, but not limited to, UGMS as well as 2 CFR 200 (Formerly OMB Circulars No. A-21, A-110, A-122, A-128, A-87 A-133).

  30. Types of Monitoring • On-site monitoring visit • Desk review • Technical assistance visit

  31. Grant Monitoring Expectations • OAG grant monitor will contact your organization prior to the engagement • Engagement letter is sent with the date of monitoring • Information the OAG requests to send in prior to the scheduled engagement: • Board meeting minutes for the past year • List of board members • By-laws • Organizational chart • Time sheets for personnel funded by OAG grants • General ledger for expenditures charged to OAG grants • Internal Control Questionnaire (ICQ) – questionnaire regarding the organization’s internal controls

  32. Grant Monitoring Expectations • Documents to have ready the day of the on-site visit • Quarterly federal tax return (941) • Policies and procedures • Bank reconciliations • Personnel files • Supporting documentation for all grant funded expenditures (include approval forms, check stubs, invoices and cleared checks)

  33. Common Findings • Personnel files were missing up-to-date evaluations, acknowledgement of personnel policies, or job descriptions. • Time sheets missing employee and supervisory signature. • Time sheets are not signed “after-the-fact.” • Time sheets do not show the time worked for each funding source. • Executive Director’s time sheet was not approved by board. • General ledger does not reconcile with expenditures. • Expense items not listed on the approved budget. • Supporting documentation for expenditures was missing or inadequate. • Failure to follow organization’s policies and procedures.

  34. Audit Requirement • An annual independent financial audit is a requirement for this OAG grant, which may include: • A financial audit only; or • A financial audit with a single audit (compliance audit). • The audit shall meet 2 CFR 200 and UGMS requirements. • Additionally, the annual independent financial audit shall meet Generally Accepted Government Accounting Standards (GAGAS) in the event a Single Audit is not required. • The annual independent financial audit is due within nine months after the grantee’s year end, or 30 days after grantee’s receipt of the auditor’s report, whichever is earlier.

  35. Fraud, Waste and Abuse • Definition of fraud • Intentional deception or misrepresentation that an individual knows to be false or does not believe to be true, when that individual knows that the deception could result in some unauthorized benefit to himself or herself or some other person. • Deliberate misuse or misapplication of resources • Examples of fraud • Requesting or attempting to request reimbursement for travel that did not occur. • Falsifying a time sheet or a billing statement or any other document to benefit one’s self or your agency.

  36. Fraud, Waste and Abuse • Definition of waste • Waste amounts to the extravagant, careless, or needless expenditure of resources. • Waste could result from deficient practices, defective system controls, or imprudent decisions. • Examples of waste • Authorizing unnecessary or extravagant expenditures. • Engaging in excessive and unnecessary work travel.

  37. Fraud, Waste and Abuse • Definition of abuse • Incidents or practices that are inconsistent with sound business or fiscal practices. • Practices that directly or indirectly result in unnecessary costs to the program, improper payment, or payment for services that are unnecessary. • Abuse of authority – employees misuse their title, position, or authority to obtain a personal benefit. • Examples of abuse • Improper charging of services or payroll. • Improperly disclosing confidential information to which one has access. • Forcing or trying to force a subordinate to commit an act that one knows is illegal.

  38. Fraud, Waste and Abuse • Common grant fraud scenarios • Charging personal expenses as business expenses against the grant • Charging for costs which have not been incurred or are not attributable to the grant • Charging for inflated labor costs or hours, or categories of labor which have not been incurred (for example, fictitious employees, contractors, or consultants)

  39. Fraud, Waste and Abuse • Detect and Prevent Fraud • Establish an adequate and effective system of accounting, internal controls, records control, and records retention. • Implement an internal compliance and ethics program that encourages the recognition and reporting of fraud, waste, or abuse. • Report suspected fraud to your OAG grant manager, GAD management, or the Texas State Auditor’s Office at or SAO Hotline at (800) TX-AUDIT (892-8348). Grant Fraud: National Procurement Fraud Task Force

  40. Helpful Websites • Texas Administrative Code (TAC) • • Uniform Grant Management Standards (UGMS) • • 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards • • Council on Financial Assistance Reform (COFAR) •

  41. Helpful Websites • Grants Administration Division • • Catalog of Federal Domestic Assistance • • Texas Comptroller of Public Accounts •

  42. If you need any further information, contact your Grants Monitor: Thomas Mershon (512) 936-0739 Don Duru (512) 936-2182 Reedy Spigner (512)936-2186