2014 Deputy Sheriff Salary Supplementation Fund ( D SSSF) Grant Compliance Webinar. July 9, 2013. CONTACTS. MO Department of Public Safety: Eric Shepherd, Program Manager Phone: (573)751-5997 Email: Eric.Shepherd@dps.mo.gov Amy Lehman, Clerk (Part-time) Counties A - M
2014 Deputy Sheriff Salary Supplementation Fund (DSSSF) GrantCompliance Webinar
July 9, 2013
CONTACTS MO Department of Public Safety: Eric Shepherd, Program Manager Phone:(573)751-5997 Email: Eric.Shepherd@dps.mo.gov AmyLehman, Clerk (Part-time) Counties A - M Phone: (573)522-3455 Email: Amy.Lehman@dps.mo.gov Nancy Capps, Program Representative Counties N - Z Phone: (573)522-4094 Email: Nancy. Capps@dps.mo.gov MO Department of Public Safety Attn: CJ/LE PO Box 749 301 W. High Street, Room 870 Jefferson City, MO 65102 Fax: (573) 522-1908 MoSMART Board: Sheriff Glenn Boyer, Jefferson County Board Chair Phone: (636) 797-5521 Email: firstname.lastname@example.org Sheriff Tom Neer, St. Charles County Board Vice-Chair Phone: (636) 949-7900 Email: email@example.com Sheriff Jim Petty, Morgan County Board Treasurer Phone: (573) 378-5481 Email: firstname.lastname@example.org Sheriff Chris Hughes, Chariton County Board Member Phone: (660) 288-3277 Email: email@example.com Sheriff Robert Hardwick, Adair County Board Member Phone: (660)665-4644 Email: firstname.lastname@example.org
OUTLINE FOR TODAY General Grant Information Administrative & Financial Guidelines Reporting Requirements Monitoring WebGrants – Demo Questions?
GENERAL GRANT INFORMATION
OVERVIEW Fund created pursuant to Section 57.278 RSMo Consists of monies collected from charges for services received by county sheriffs under subsection 4 of Section 57.280 RSMo Collected monies are deposited into the state treasury and are then deemed state monies Grant program administered by MOSMART Board, with technical assistance provided by the MO Department of Public Safety Contract Period: July 1, 2013 - June 30, 2014 (12 months) No local match requirement
FUNDING Funds used solely to supplement the salaries, and employee benefits resulting from such salary increases, of county deputy sheriffs
ELIGIBILITY Agency must be in compliance with the following state statutes at the time of application and for the duration of the contract period: Section 57.280 RSMo: Sheriff’s Receive Charge on Civil Cases; Money Paid to State Treasurer Section 43.505 RSMo: Monthly Uniform Crime Reports (UCRs) Section 590.650 RSMo: Annual Racial Profiling Report Section 513.653 RSMo: Annual Federal Forfeiture Report Section 590.700 RSMo: Written Policy on Recording of Custodial Interrogations Section 577.005 RSMo: Written Policy on Forwarding Intoxication-Related Traffic Offenses
ADMINISTRATIVE AND FINANCIAL GUIDELINES
PROJECT IMPLEMENTATION If a project is not operational within 60 days of the contract start date, the Contractor must report to DPS, via the “Correspondence” component of WebGrants, the steps taken to initiate the project, the reasons for delay, and the expected start date. If a project is not operational within 90 days of the contract start date, the Contractor must submit a second statement to DPS, via the “Correspondence” component of WebGrants, explaining the implementation delay. Upon receipt of the second statement, the MOSMART Board may decide whether to continue with the project or to terminate the contract.
DISBURSEMENT OF FUNDS Counties can choose to issue supplementation salary in the same check as regular salary or in a separate check Supplementation share (at a minimum) should be clearly identified separate from regular salary, paid leave, and overtime Counties can also choose the frequency of distributing such supplementation funds (e.g. weekly, bi-weekly, semi-monthly, monthly) Budgets were approved based on the county’s desired frequency; the supplementation funds must be disbursed based on this frequency (unless a budget revision is submitted to change the frequency) Counties must understand that the DSSSF monies paid to an individual shall be included as annual salary for purposes of calculating the individual’s hourly rate for overtime, per the U.S. Department of Labor Counties must also understand, and make their employees aware, that wage garnishments based on the individual’s salary may be increased as a result of the increased availability of wages
PRO-RATING SUPPLEMENT Unpaid Leave Status Individuals are not eligible for supplemental salary while in unpaid leave status Must pro-rate the amount of supplemental salary issued to the deputy if unpaid leave status exceeds 10 hours in a 40-hour week. Example: John Smith works an 8 hour shift, 5 days a week and is paid monthly. He is placed on administrative leave without pay for 10 of the 22 days of a month (80 hours of the 176 hours possible or approximately 45.5% of the month). John would only be eligible for 12 of the 22 days of the month or approximately 55.5% of the supplemental salary. Change in Deputies/Position Vacancy Changes in employees during a payroll period will require the supplementation to be pro-rated Example #1: County A pays monthly and July 2013 has 23 regular working days in the month. John Smith worked 10 days while Jane Doe worked the other 13 days, which meant the position was not vacant during the month. John is eligible for 43.5% (10 of the 23 days) of the supplemental salary while Jane is eligible for 56.5% (13 of the 23 days) of the supplemental salary. Example #2: County B pays bi-weekly with 10 regular working days in the payroll cycle. John Smith worked 5 days while Jane Doe worked 3 days, which meant the position was vacant for 2 days. John is eligible for 50% (5 of the 10 days) while Jane is eligible for 30% (3 of the 10 days). No one is eligible for the remaining 20% (2 of 10 days).
ACCOUNTING/FINANCIAL RECORDS Establish and maintain accurate financial records and an adequate accounting system Records must be retained for a period of 3 years starting from the date of submission of the final Claim Report or from the date of submission of the audit for the contract period covered, whichever comes later. Records must be retained beyond a 3 year period if an audit is in progress and/or the findings of a completed audit have not been resolved. Must adhere to local policy if local retention period is longer than those stated herein. Financial records must be kept in an orderly manner and be available for audit purposes Responsible for protecting records against fire, theft, or other possible damages.
INTERNAL CONTROLS Agency must track, account for, and report on all DSSSF monies separately from all other funds Having the supplementation clearly identified on the employee paycheck Reconciling expenses with reimbursements Performing an audit or financial review of records Providing feedback on usage of supplementation funds DSSSF monies may be used in conjunction with other funding but shall not supplant local funds Supplanting is defined as having the DSSSF monies take the place of local obligations (e.g. county budget includes a salary increase for deputies but the agency decides to use the DSSSF monies as the salary increase rather than local funds) DSSSF monies are intended to increase the amount of funds available (not replace the amount of funds available) Agency should ensure appropriate internal controls exist for the programmatic and financial aspects of the project
AUDIT REQUIREMENTS Audit is required if the agency expends $250,000 or more in state funds within the organization’s fiscal year from any state source Audit must be performed organization-wide by an independent firm Audit must be conducted with reasonable frequency, usually annually, but not less frequently than every two years Doesn’t mean that the audit can include every other year though! Must submit a copy of such audit to DPS via the “Correspondence” component of WebGrants, where possible Can mail a copy to DPS if unable to scan the audit report DPS determines which agencies must comply with this requirement based on the information provided on the “Audit Requirements” application form; if the State Share >= $250,000, then a copy of that audit must be forwarded to DPS
PRINTING AND PUBLICITY Contractors are encouraged to make the results and accomplishments of their activities available to the public through media release. All printed materials and/or press releases, however, must include an acknowledgement of the funding source. For example: This project was supported by funding made available through the Deputy Sheriff Salary Supplementation Fund program administered by the State of Missouri and the MOSMART Board.
REPORTING OF FRAUD Contractors, or employee of the Contractor, must promptly notify the MOSMART Board and/or the MO Department of Public Safety of any credible evidence that an employee, contractor, or other person has either submitted a false claim for grant funds or has committed a criminal or civil violation of laws pertaining to the fraud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. Any credible evidence will be reviewed by the MOSMART Board and/or the MO Department of Public Safety and handled as deemed appropriate.
TERMINATION OF CONTRACT In the event the MOSMART Board and/or MO Department of Public Safety determine that a Contractor is operating in a manner inconsistent with the provisions of the application or is failing to comply with the applicable program guidelines, the MOSMART Board may permanently or temporarily terminate the contract. Should a contract be terminated, the Contractor has the right to an appeal hearing. In the event it is determined the Contractor made false statements relating to a position and/or annual salary in order to receive funding, the MOSMART Board may take action as deemed appropriate to recover any portion of the contract funds remaining and/or an amount equal to the portion of the contract funds wrongfully used.
REPORTING REQUIREMENT #1:CLAIMS Monies are disbursed on a reimbursement basis for actual county (employer) costs monthly May not request reimbursement for non-county (employee) costs Must submit a “Claim” in WebGrants to report actual expenditures and to provide documentation to support costs Funds must be obligated by June 30, 2014 Funds must be expended by July 10, 2014 Payments will be issued via electronic transfer (if the agency is ACH capable) generally around the 25th of the month Can be tracked in WebGrants under the “Claim” component Can be confirmed through the Vendor Services Portal: www.vendorservices.mo.gov Click "Vendor Payment" in the green toolbar Select FEIN and enter your agency's Federal Tax ID Number (FEIN) Search for a payment by 1) Invoice Number, 2) Check/EFT Number, 3) Dollar Amount, or 4) Date/Location. The prefix of a Payment Number will be ER228 Note the change in payment prefix !
CLAIM COMPONENTS There are 4 components to the Claim: General Information: used to identify the reporting period and the type of report (monthly) Reimbursement: used to identify the State Share per budget line; the totals are aggregate totals from the ‘Detail of Expenditure’ form Detail of Expenditure: used to identify the pay date, pay check number, payee, description, payroll period, total cost, percent of funding requested, and amount claimed to grant for reimbursement per cost activity; this data is collected on an Excel spreadsheet and the file uploaded to the report form Attachments: used to upload copies of documentation to support the expenditures; the following documentation is required: Timesheets Payroll Document or Pay Stub Fringe Benefit Rate Sheet(s)
DSSSF CLAIM REPORT SCHEDULE Due date is the 10th of the month following reporting period but is extended to the next business day if the 10th falls on a holiday or weekend Must submit a Claim for each month of the contract period, even if there are no expenditures to report (claim $0) May only submit 12 Claims by the end of the contract period
REPORTING REQUIREMENT #2:STATUS REPORT Must submit a semi-annual “Status Report” in WebGrants to provide feedback and program evaluation data
STATUS REPORT COMPONENTS There are 2 components to the Status Report: General Information: used to identify the reporting period and the type of report (semi-annually) Evaluation: used to provide feedback and details for the following questions: Did these grant monies assist your office in the recruitment of deputies? Did these grant monies assist your office in retaining deputy sheriffs? Did these grant monies assist in making your office more effective? Did the DSSSF program help improve your ability to serve your citizens?
MONITORING The MO Department of Public Safety will conduct monitoring of the project to ensure compliance with state laws and program guidelines Desk Monitoring – tracking telephone and email communication, as well as reviewing all grant documents and correspondence; could also consist of a request to have documentation submitted Site Monitoring – a visit the agency’s office(s) to review policies, payroll documents, and other records The MOSMART Board and/or MO Department of Public Safety may take appropriate action if determined the Contractor is acting inappropriately, misusing money, has misrepresented the eligibility status of a personnel position, and/or is not meeting reporting requirements Such action may result in the cancellation of the contract and possibly legal action to recoup any funds disbursed to the agency
MONITORING CHECKLIST Fiscal (which is submitted with the Claims) signed employee timesheets salary records receipts for fringe benefits Programmatic personnel files for each grant-funded position training plan for personnel personnel manual; standard operating procedures internal controls
MONITORING CHECKLIST cont’d State Reporting Requirements Section 43.505 RSMo - Monthly Uniform Crime Reporting (UCRs) Is the Sheriff’s Office current with monthly UCRs to MSHP? Section 590.650 RSMo - Annual Racial Profiling Reporting Is the Sheriff’s Office current with the annual racial profiling report? Section 513.653 RSMo - Annual Federal Forfeiture Report If required, did the Sheriff’s Office submit the required annual federal forfeiture report to the MO Department of Public Safety and Missouri State Auditor, by the stated deadline? Section 590.700 RSMo - Recording of Custodial Interrogations Does the Sheriff’s Office have a written policy on the recording of custodial interrogations of persons suspected of committing or attempting to commit felony crimes? Section 577.005 RSMo - Forwarding Intoxication-Related Offenses Does the Sheriff’s Office have a written policy to require arrest information for all intoxication-related traffic offenses be forwarded to the central repository?
MONITORING CHECKLIST cont’d State Civil Rights Laws Section 213.055 RSMo – Unlawful Employment Practices For example: Does the County’s job announcements/applications include an “Equal Opportunity Employer” statement? Does the County display the required labor law posters? Does the County maintain a written policy on non-discrimination and/or non-harassment? Does the County maintain a written policy to notify employees on how to file complaints alleging discrimination and/or harassment? Section 213.065 RSMo – Discrimination in Public Accommodations For example: Does the County display the required labor law posters (e.g. Discrimination in Housing and Discrimination in Accommodations)? Does the County notify its citizens or program participants that it will not discriminate in the delivery of its services (e.g. brochures, posters, website, mission statement)? Does the County ensure its facilities are ADA accessible? Does the County maintain a written policy on ADA? Has the County taken meaningful steps to provide access to persons with limited English proficiency? Oral Interpretation? Written Interpretation? Does the County maintain a written policy to notify employees and/or citizens on how to file complaints alleging discrimination in public accommodations?
WEBGRANTS HOME SCREEN Returning Users or Organizations: enter UserID and Password For New Organizations only!
WEBGRANTS - MAIN MENU Grantee Instructions: general instructions and navigational aids My Profile: maintain contact information, reset password, & add users Funding Opportunities: displays posted program funding opportunities My Applications: displays previously created applications for the user’s organization My Grants: displays awarded grants for a user’s organization
‘MY PROFILE’ MODULE Maintain profile and contact information Maintain organization’s information Do not change the Applicant Agency name though Add additional registered users Add only if individual is not already a registered user Notify DPS to add if individual is already a user associated with a different grant Notify DPS via the “Correspondence” component of WebGrants if you add a new individual; must use the Change of Information Form Remove registered users Notify DPS via the “Correspondence” component of WebGrants if you need an individual removed; must use the Change of Information Form Do not delete a registered user yourself; the individual is not automatically removed from the General Information form as a grantee contact or from the Distribution List
CLARIFICATION OF ALERTS & NOTIFICATIONS Two types of notifications: Automated alerts triggered on application and grant phases (e.g. status change, submission, negotiation, approval, not approved) Mass distribution list emails from DPS staff (e.g. reminders, updates, training notices) Alerts/Notifications are sent from email@example.com Add to safe sender list or a contact list to avoid being treated as junk/spam Do not overlook these alerts as they can contain important and time-sensitive information While the record is in the “My Applications” module, only the Primary Contact receives system-generated alerts While the record is in the “My Grants” module, the Primary Contact and Additional Grantee Contacts, as applicable, receive system-generated alerts
STATUS OVERVIEW My Applications: Submitted – application has been submitted by the grantee Under Review – application has been assigned for review Correcting – application is being edited by the grantee Approved – application has been approved, following any necessary revisions by the grantee Awarded – award of contract documents being signed by grantee and grantor My Applications – Archived Applications: Editing – application was initiated but never submitted prior to the close of the funding opportunity Withdrawn – application has been withdrawn from consideration by the grantor per request by the grantee My Grants: Underway – application officially becomes a grant Suspended – grant has been “frozen” due to delinquent reporting and/or inappropriate activities My Grants – Closed Grants: Closed – grant has been closed by grantor
GRANT COMPONENTS General Information Contact Information Budget Claims Correspondence Contract Adjustments Contract Adjustment Notices Status Reports Site Visits Award Documents-- Need Signatures Award Documents – Final Attachments Closeout Opportunity Application DEMO SCREENSHOT
COMPONENT #1: GENERAL INFORMATION DEMO SCREENSHOT
GENERAL INFORMATION Contains information relating to your contract Identifies your Primary Grantee Contact and Additional Contacts Identifies your DPS Internal Contact (a.k.a. Additional Internal Contacts) DEMO SCREENSHOT If someone is a registered user with your organization but is not listed here, contact DPS via the “Correspondence” component! They are not receiving alerts! Check this form now…and after any change of informations!!
COMPONENT #2: CONTACT INFORMATION DEMO SCREENSHOT
CONTACT INFORMATION Copy of the “Contact Information” form completed during the application process If changes need to be made to this form at any time during the contract period, need to submit a Change of Information Form to your Internal Contact via the “Correspondence” component of WebGrants, within a timely manner. DPS will make the changes based on your email and let you know when such has been completed.
CONTACT INFORMATION cont’dChange of Information Form
COMPONENT #3: BUDGET DEMO SCREENSHOT
BUDGET Copy of the “Budget” form completed during the application process Changes during the contract period may include: Change in grant-funded personnel Submit a Change of Information Form to your Internal Contact via the “Correspondence” component of WebGrants, within a timely manner Change in budget Must first submit a budget revision via the “Contract Adjustment” component of WebGrants DPS will negotiate the Budget once the request is reviewed Zero out line items that are no longer requested Edit line items to increase/decrease accordingly Edit/remove justification accordingly
COMPONENT #4: CLAIMS DEMO SCREENSHOT
CLAIMS SCREEN DEMO SCREENSHOT To create a new claim, click “Add” Created claims will be listed below If you start a Claim and need to return to it to finish, click the ID hyperlink to reopen and continue.
CLAIMS – FORM #1 - GENERAL INFORMATION DEMO SCREENSHOT In the Claim Type drop-down box, select “Monthly” In the Report Period boxes, enter the date range for the month This date range does not limit you to claim expenses only for this period!! Leave the Invoice Number box blank For the Is This Your Final Report? field, select the radio button for Yes or No Click “Save” when complete Review for accuracy Click “Return to Components” when complete
CLAIMS cont’d Once the General Information form is completed, you will be returned to this screen, which outlines the other forms of the Claim report. Each form must be marked “complete” before the report can be submitted. DEMO SCREENSHOT The “Complete” column will track the completion of each form. A checkmark must appear in each row to submit the report. The “Last Edited” column will track changes as they are made.
CLAIMS – FORM #3 – DETAIL OF EXPENDITURE Would recommend completing Form #3 next! Download the Detail of Expenditure form from the Instructions Complete the form as appropriate Savethe form on your computer Navigate back to this WebGrantscomponent Select the blue hyperlink under the “Attachment” column Browse for the file on your computer Enter a Description Click “Save” Click “Mark as Complete” DEMO SCREENSHOT Make sure to download the new Detail of Expenditure form!
CLAIMS - FORM #3 – DETAIL OF EXPENDITURE(example) Pay Date: enter the date of expenditure Check #: enter the check number, where available. If payroll is direct deposited, enter DD. If the expenditure is paid via electronic transfer, enter EFT. Payee: enter to whom the check was paid or the expenditure made Description: enter a brief description of the expenditure Payroll Period: enter the payroll period corresponding to the expense Total Cost to County: enter the full total of the expense % of Funding Requested: allow the spreadsheet to automatically calculate the percentage State Share (Expenses): enter the amount of the total cost that is requested for reimbursement DEMO SCREENSHOT Group by Payee or Group by Pay Date….you have to transfer these numbers to the Reimbursement form so enter in a manner that is easiest for you to complete the next form and match up payroll documents.
CLAIMS – FORM #3 – DETAIL OF EXPENDITURE cont’d Do not alter the format, borders, page orientation, margins, etc of this form! Do a print preview before you attach to ensure the sheet(s) will print on 1 page. Multiple tabs have been created to allow for extra rows Do not add rows to add more room. Do not delete rows and make the form smaller either. Do not change the formulas that have been set-up for the “Page Totals” Use the lower right-hand corner Page Total to ensure your Reimbursement figures equal your Detail of Expenditure figures.
CLAIMS - FORM #2 – REIMBURSEMENT Use the completed Detail of Expenditure form to completethe Expenses This Period column on the Reimbursement form; aggregate like costs together and record the total cost on the appropriate line. DEMO SCREENSHOT Click “Save” when complete
CLAIMS - FORM #2 – REIMBURSEMENT cont’d Review for accuracy Verify the State Share (Expenses) column total on the Detail of Expenditure form equals the total for the Expenses This Period on the Reimbursement form. If these two totals do not equal, edits are necessary before this report should be submitted. DEMO SCREENSHOT If the totals equal, click “Mark as Complete” Click “Return to Components” when complete
CLAIMS – FORM #4 – ATTACHMENTS To attach supporting documentation: Click “Add” Browse for the document on your computer Enter a short, but meaningful, description Click “Save” To delete supporting documentation: Click the blue hyperlink under “Description” Click “Delete” Click “OK” to the dialog box When finished or if you have no supporting documentation to provide: Click “Mark as Complete” DEMO SCREENSHOT
CLAIMS – FORM #4 – ATTACHMENTS cont’d The following documents must be provided with each request for reimbursement: Timesheets: document must be provided for each employee receiving supplemental salary funding and must include all days in the reported payroll period Payroll Document or Pay Stub: a payroll report or copies of pay stubs must be provided to identify the supplemental salary amount Fringe Benefit Rate Sheet(s): a document supporting the benefit rate must be provided if the payroll report or pay stub doesn’t identify the fringe costs FICA/Medicare: the rate is 7.65% and no documentation is necessary for reimbursement Pension: each month, attach supporting documentation showing the county’s rate (%) at which it pays into their employees retirement (e.g. LAGERS and/or CERF) Workers Comp: each month, attach supporting documentation showing the rate at which the county pays into workers comp Utilize the “Workers Comp Calculator” provided in the instructions of the Claim Components screen to calculate costs to any of the following: Missouri Association of Counties (MAC) Midwest Public Risk (MPR) Missouri Employers Mutual (MEM) Missouri Rural Services (MRS)
CLAIMS – PREVIEW/PRINT/SUBMIT Multiple individuals can work on the claim – but they cannot be in the same form at the same time! A form can still be edited even if it is “marked complete”. The claim cannot be submitted until each form is “marked complete”. A confirmation screen will appear and a confirmation email will be sent to all grantee contacts once the Claim is submitted. The report can be negotiated upon request by contacting the MO Department of Public Safety.
COMPONENT #5: CORRESPONDENCE DEMO SCREENSHOT
CORRESPONDENCE For use in communicating to DPS matters of: Adding/deleting additional registered users Must complete Change of Information Form and attach to email. Changes to the “Contact Information” form Must complete Change of Information Form and attach to email. Changes to the “Budget” form for grant-funded staff Must complete Change of Information Form and attach to email. Submitting a copy of the organization’s audit Organization that have expended $250,000 or more in state funds within the organization’s fiscal year are required by grant guidelines to receive an independent audit and to submit a copy of such audit to DPS.
CORRESPONDENCE SCREEN DEMO SCREENSHOT To create a new email, click “Add” Created emails will be listed below
SENDING A CORRESPONDENCE Select “Add” In the “To” drop-down list, select the individual(s) you wish to send the email to (hold CTRL on your keyboard and click with your mouse to select multiple names) In the “CC” line, enter the email address of any additional contact(s) Type your message in the “Message” box In the “Attachments” field, browse for the attachment(s), as applicable Click “Send” when completed
REPLYING TO A CORRESPONDENCE Select the email in the “Subject” column; a copy of the email will pre-populate Select “Reply” Do not click “Reply” in your email client; it will reply the message to the identified sender (firstname.lastname@example.org). In the “To” drop-down list, select the individual(s) you wish to send the email to (hold CTRL on your keyboard and click with your mouse to select multiple names) In the “CC” line, enter the email address of any additional contact(s) Place your cursor at the start of the “Message” box and type your reply message In the “Attachments” field, browse for the attachment(s), as applicable Click “Send” when completed
BUDGET COSTS Funding was awarded for positions that existed in the county budget on or before February 2013 Funding was based on the position’s annual salary (not to exceed the amount requested); minimum of $100/month Annual salary < $28K = funding to increase to $28K Annual salary > $28K = $100/month “Excess” monies can be reallocated to cover shortfalls – not to increase supplementation above what the MOSMART Board’s would have approved based on the above calculation. Excess money from vacant position can be reallocated to cover higher than budgeted fringe benefits = a “Contract Adjustment” to edit budget lines Excess money from vacant position(s) and/or lower than budgeted fringe benefit(s) can be reallocated to a deputy filling a vacant position at a lower annual salary than the position was originally budgeted for = a “Contract Adjustment” to edit existing budget lines Award from each position can be decreased to allow for funding for positions left out of the budget at time of application = a “Contract Adjustment” to edit existing budget lines and to add an additional line Award for fringe benefits can be decreased to allow for funding for positions left out of the budget at time of application = a “Contract Adjustment” to edit existing budget lines and to add an additional line
CONTRACT ADJUSTMENTS The Contract Adjustment component is available to the grantee to submit requests to revise the program or budget. Program Revisions (should not occur) Change in legal name of your applicant agency Change in project site or service area Change in the purpose of the project Budget Revisions (no additional monies are awarded) Need to add a line item that doesn’t exist in your current budget Need to move money from one line item to another line item Contract Adjustment Process – Budget Revision: You will complete the Contract Adjustment and submit via WebGrants. DPS will review and unlock the Budget if the change seems appropriate. Once notified, you will then need to log in to WebGrants and make the necessary changes to your budget and submit the revised Budget form via WebGrants. DPS will then review the entire revision. (If necessary, DPS may re-negotiate the Budget form for additional changes and/or justification.) DPS will prepare a Contract Adjustment Notice and submit to the Authorized Official of the MOSMART Board for final approval. You will be notified if and when the request is approved. The revised Budget form will become the new version of the Budget and will display in the Budget component. **Contract Adjustments will not be accepted after May 31, 2014.**
CONTRACT ADJUSTMENTS cont’d A Contract Adjustment for a budget revision consists of 5 forms: General Information Justification Budget Confirmation Attachments To create a request, click “Add” If you start the request and need to return to it to finish, click the ID hyperlink under the Contract Adjustments table DEMO SCREENSHOT The request will appear in the table once started. Click the ID hyperlink to open.
CONTRACT ADJUSTMENTS cont’d Select the Type as “Budget Revision” or “Program Revision” Select Save You will be directed to a read-only view of this screen. Select Return to Components to continue. DEMO SCREENSHOT DEMO SCREENSHOT The “Complete” column will track the completion of each form. A checkmark must appear in each row to submit the request. The “Last Edited” column will track changes as they are made.
CONTRACT ADJUSTMENTS cont’dFORM #2 - JUSTIFICATION The purpose of the Justification form is to explain why a request is needed and to provide general information regarding what the request entails. Example #1: “When our agency originally applied, there was 1 full-time, licensed position left out of the request. We would like to decrease the amount of monies awarded to each deputy to allow supplementation funding to be awarded to this position so that all full-time, licensed deputies are benefiting from the program.” Example #2: “When our agency originally applied, there was 1 full-time, licensed position left out of the request. The county has agreed to cover the cost of Workers Comp in exchange for funding for this position to bump the deputy to a $28,000 salary for the 6 months.” DEMO SCREENSHOT Click Save when finished; then click Mark as Complete
CONTRACT ADJUSTMENTS cont’dFORM #3 - BUDGET The purpose of the Budget form is to identify how the current budget will change, if it even changes. DSSSF grants are only eligible for Personnel and Personnel Benefits so disregard the other budget categories Enter the correct totals for the Current Budget column, the Revised Amount column, and the Federal/State and Local Match Share section. NOTE: it is VERY possible that the total cost and share amounts will not change. You must still complete these sections. DEMO SCREENSHOT Click Save when finished; then click Mark as Complete
CONTRACT ADJUSTMENTS cont’dFORM #4 - CONFIRMATION The purpose of the Confirmation form is to have the Authorized Official on the contract certify acceptance of the terms of the application and verify the representation of the request. DEMO SCREENSHOT The Authorized Official is the person that has the legal authority to bind your agency into a contract as identified on the Contact Information form. The Authorized official is typically the County Commissioner. Click Save when finished; then click Mark as Complete
CONTRACT ADJUSTMENTS cont’dFORM #5 - ATTACHMENTS The purpose of the Attachments form is to upload any necessary documents to support the request or to further justify the request. For DSSSF grants, the only likely attachment that you may have, where applicable, is a county budget sheet identifying the annual salary of a newly added position. Select Add to upload an attachment. Browse for the file on your computer. Enter a brief Description to identify the attachment. Select Save. DEMO SCREENSHOT It is not required that you have to upload an attachment. If you have nothing to upload, just click “Mark as Complete” and continue. Select Mark as Complete when finished
CONTRACT ADJUSTMENTS cont’d Once each of the Contract Adjustment forms are marked “Complete”, the request is ready to be submitted. An “are you sure” dialog box will appear when you click “Submit”. Once submitted, the request cannot be edited. The Contract Adjustment can be negotiated upon request by contacting the MO Department of Public Safety. DEMO SCREENSHOT
CONTRACT ADJUSTMENT NOTICES Final signed Contract Adjustment Notices will be uploaded here for your grant records DEMO SCREENSHOT To view a copy of scanned Contract Adjustment notice, just click on the File Name hyperlink.
COMPONENT #8: STATUS REPORTS DEMO SCREENSHOT
STATUS REPORTS The Status Reports component is necessary to provide feedback to the MOSMART Board and the MO Department of Public Safety on the benefits of DSSSF monies. Do not submit more than 1 status report per semi-annual report To create a report, click “Add” If you start the report and need to return to it to finish, click the ID hyperlink under the Status Reports table DEMO SCREENSHOT The report will appear in the table once started. Click the ID hyperlink to open.
STATUS REPORTS - FORM #1 – GENERAL INFORMATION DEMO SCREENSHOT Report Period:enter 07/01/2013 to 12/31/2013 Status Report Type: select “Semi-Annual” Once you have completed this form, click the “Save” button. You will be directed to a read-only view of this form. Select “Return to Components” to continue to the form list.
STATUS REPORTS cont’d Once the General Information form is completed, you will be returned to this screen, which outlines the 2nd form of the status report titled “Evaluation”. Each form must be marked “complete” before the report can be submitted. DEMO SCREENSHOT The “Complete” column will track the completion of each form. A checkmark must appear in each row to submit the report. The “Last Edited” column will track changes as they are made.
STATUS REPORTS- FORM #2 – EVALUATION DEMO SCREENSHOT Q1: Did these grant monies assist your office in the recruitment of deputies? Q2: Did these grant monies assist your office in retaining deputy sheriffs? Q3: Did these grant monies assist in making your office more effective? Q4: Did the DSSSF program help improve your ability to serve your citizens? Click Save when finished; then click Mark as Complete
STATUS REPORT – PREVIEW/PRINT/SUBMIT Multiple individuals can work on the status report – but they cannot be in the same form at the same time! A form can still be edited even if it is “marked complete”. The status report cannot be submitted until each form is “marked complete”. The report can be negotiated upon request by contacting the MO Department of Public Safety.
COMPONENT #9: SITE VISITS DEMO SCREENSHOT
SITE VISITS The site visit monitoring report will be displayed once the status is “approved” DEMO SCREENSHOT To view a copy of the completed site visit report, just click on the ID hyperlink.
COMPONENT #10: AWARD DOCUMENTS – NEED SIGNATURE DEMO SCREENSHOT
AWARD DOCUMENTS – NEED SIGNATURES Contains the award of contract documents to be signed by the Authorized Official and the Project Director
COMPONENT #11: AWARD DOCUMENTS – FINAL DEMO SCREENSHOT
AWARD DOCUMENTS – FINAL Contains the signed, final award of contract documents DEMO SCREENSHOT To view a copy of the final, signed award documents, just click on the File Name hyperlink.
COMPONENT #12: ATTACHMENTS DEMO SCREENSHOT
ATTACHMENTS Allows the grantee or DPS staff to attach files to the grant record in WebGrants NOTE: DPS staff do not get notified when a file is attached to this component! Can use for own purpose but should not use to communicate to DPS!!!
COMPONENT #13: CLOSEOUT DEMO SCREENSHOT
CLOSEOUT Will be completed by DPS staff when the final claim and status report has been submitted, the final reimbursement has been issued, and the grant is ready to be “closed” DEMO SCREENSHOT
COMPONENT #14: OPPORTUNITY DEMO SCREENSHOT
OPPORTUNITY Copy of Funding Opportunity posted in WebGrants
COMPONENT #15 – APPLICATION DEMO SCREENSHOT
APPLICATION Copy of the approved application Will not include changes that occur with the grant throughout the lifecycle of the grant (e.g. personnel changes, budget revisions). This is a static copy at the time the record changed from an application to a grant.