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FY ’08 Corporate Grant Technical Assistance Session

FY ’08 Corporate Grant Technical Assistance Session. W E L C O M E November 7, 2007 Children & Youth Services Chicago, Illinois. AGENDA. Welcome Programs Unit Update Work Plans Review & Related Sub-Grantee Agreement Documents Review Budgetary Documents Review Audits Review

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FY ’08 Corporate Grant Technical Assistance Session

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  1. FY ’08 Corporate Grant Technical Assistance Session W E L C O M E November 7, 2007 Children & Youth Services Chicago, Illinois

  2. AGENDA • Welcome • Programs Unit Update • Work Plans Review & Related • Sub-Grantee Agreement Documents Review • Budgetary Documents Review • Audits Review • Adjournment

  3. Congratulations on being awarded for FY ’08!

  4. PROGRAMS UNIT UPDATE Andrew J. Fernàndez

  5. Youth Division Work Plans & One-on-One Meetings

  6. For YOU! • Better • Easier • Helpful • Access • Moving Forward… THANKS!

  7. Youth Service Coordinators • Elisa Arlow Region1 #312-743-1237 • Monica Dunleavy-Gerster Region 2 #312-743-1515 • Evelyn Benitez Region 3 #312-743-1747 • Rasauna Riley Region 4 #312-743-1516 • Cesar Garza Region 5 #312-743-1291 • Karen Nolan Region 6 #312-743-1513 • Jane Norton RCC/YCDC #312-743-0939 • Tasha Brown Multi Sites #312-743-6136 • Ricca Rivera Multi Sites #312-743-1714 Call, call, call!

  8. WHO?! Contact your Youth Service Coordinator: • Review your work plan and budget over the phone. • Or maybe thru email… • Use CYS as a resource to complete the work plan and budget!

  9. Work Plan review November 14th 2007 1615 W. Chicago Ave. 10:00am to 11:00am for RCC 11:00am to 12:00pm for YCDC 1:00pm to 2:00pm for New Agencies

  10. WORK PLANS REVIEW Youth Service Coordinators

  11. SUB-GRANTEE AGREEMENT DOCUMENTS REVIEW Anna Lee

  12. SUBMISSION PACKAGE In your package and via http://cys.mycopa.com: • Award Letter • Amendment Agreement Pages • Checklists • Work Program Exhibit (Work Plan/Synopses) • Budget Exhibits • Signature Items • Economic Disclosure Statement

  13. GUIDANCE / RESOURCE DOCUMENTS • Checklists • Contact Information • Helpful Websites

  14. GUIDANCE / RESOURCE DOCUMENTS • Checklists (2) • Contact Information • Helpful Websites

  15. CONTACT INFORMATION Finance Unit • Kenya Merritt kmerritt@cityofchicago.org (312) 743-1671 Contracts Unit • Anna Lee alee@cityofchicago.org (312) 743-1985 Youth Services Division • Andrew Fernandez afernandez@cityofchicago.org (312) 743-0938

  16. GUIDANCE / RESOURCE DOCUMENTS • Checklists (2) • Contact Information • Helpful Websites

  17. HELPFUL WEBSITES www.cityofchicago.org http://cys.mycopa.com/

  18. ECONOMIC DISCLOSURE STATEMENT Anna Lee

  19. Assistance regarding the EDS Please contact Lisa Butts or Joann Kirby Chief Contract Expediters at (312) 743-1585

  20. SUBMITTAL INFORMATION Roundtable Date • Designated date & time in award letter • December 4, 2007 • 1615 W. Chicago, Conf. Room 249A • Dorothy Thurman: 312-743-2019 Submission Package • Original and one copy • Signed and fully completed • Checklists included

  21. BUDGETARY DOCUMENTS REVIEW Kenya Merritt

  22. CYS’ Fiscal Youth Team Arthur Baron, Accountant Terry Sims, Accounting Tech Erin Sanford, Administrator

  23. How do I get started? HelpfulHints: • Review your current year expenditures • Map out a calendar of events/programs for the year • Do you have peak periods where additional staff are needed • Is there anything new/different that is planned for the upcoming year

  24. What makes up a budget? • Budget Summary • Personnel Detail • Non-Personnel Detail

  25. Summary Page • Fiscal contact information • Data must match detail pages • Must be signed by someone with signature authority

  26. Personnel Detail • Positions • Rate • Percentage of time • Corporate Share • Other Share • Fringe Benefits

  27. Non-personnel Detail – What does these accounts mean? • 0100 – Operating costs. Commonly used for rent, utilities, amusement fees and local travel costs. • 0140 – Professional/Technical Services. Commonly used for speaker fees and/or specialized consultants. These funds should not be used for staff to avoid payroll taxes. • 0300 – Supplies. Commonly used for program and office supplies. • Description/Other Share

  28. Budget review with YSC Roundtable review MONTHLY submission of reimbursement vouchers. (Section 5.2) Monthly trainings/Email Alerts What can I expect?

  29. Need more help? • Call our Fiscal Hotline – 312.743.7475 8:30 a.m. to 1:00 p.m. 2:00 p.m. to 4:30 p.m. • http://cys.mycopa.com and • cysfiscalyouth@cyscopa.com • Fax – 312.743.2095

  30. FISCAL AUDITS REVIEW Harold Campbell

  31. CYS Audits Program and Fiscal

  32. Audits Unit: Purpose and Objectives • To conduct annual fact-based program and fiscal audits on each delegate agency and partner. An exception to this policy may be granted in certain cases where CYS determines that it is necessary to conduct a special review or investigation of an agency in lieu of a standard audit. • Using evidence and facts to document potential areas of compliance and noncompliance based on the funding source program and fiscal requirements. • Investigating complaints as it relates to program and fiscal concerns of a CYS’ delegate agency. • Assisting and supporting CYS’ Program Divisions (Children Services and Youth) in ensuring delegate agency compliance with the funding sources program and fiscal requirements.

  33. Types of Audits • Program audits • Fiscal audits • Investigations – generated from internal requests (CYS program unit, city departments) and from written allegations made by outside sources.

  34. Variation by funding source • Head Start • Early Head Start • Child Care • CDBG • Corporate • Workforce Investment Act (WIA)

  35. Steps in the program audit process • Caseload assignment using priority system • Schedule/pre-audit preparation • Send records request • Conduct on-site audit • Exit conference with delegate • Submit report for management approval • Final report sent to appropriate program division • Send letter to agency

  36. Use of COPA To access caseload assignments, records request and audit instruments: • http://cys.mycopa.com • Select the Grants, Contracts and Audits Division link • Select Audits tab (Program or Fiscal link) Note: In the near future, these documents will be available in City Span.

  37. Key Points • Cancellations - at least one week prior notice • Reschedule audit within two weeks • Should have alternate staff available to assist with audit • Unannounced audits

  38. Fiscal Audits Unit

  39. Fiscal Monitoring Process • Audit is scheduled, 2 to 3 weeks in advance • Records Request is sent 1 to 2 weeks in advance, monitoring instruments are available at https://cys.mycopa.com • On-Site Audit is conducted • Exit conference with agency • Exit Report / Improvement Plan • Submit report for management approval • Follow-up on unresolved issues

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