2015 2016 Workshop Series UNIFORM GRANT...

36
20152016 Workshop Series UNIFORM GRANT GUIDANCE * April 19, 2016 Webcast (9:30 – 11:30 AM) The US Office of Management and Budget (OMB) issued comprehensive grant reform rules titled, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.” The new requirements consolidate what was previously in eight separate OMB Circulars into a single new document. This consolidation resulted in various areas of change to the previous requirements. These new rules are being commonly called the Uniform Grant Guidance (UGG). The objective of this webcast is to assist participants with preparing for implementation of the requirements of the UGG. The UGG requirements apply to all federal awards and certain modifications to existing federal awards made after December 26, 2014. The requirements apply to awards received directly from federal agencies and federal awards passed through other entities such as the State of Pennsylvania and Pennsylvania Intermediate Units. Webcast participants will gain an understanding of what is changing under UGG and will gain the tools and resources needed to ensure compliance with the new requirements. Learn about: An analysis of the most significant change under the UGG The impact of changes on LEAs Policy and procedure changes necessary to achieve compliance with UGG Review of available resources, templates, and forms Sample policies and procedures INTENDED AUDIENCE: Business Manages, Accountants, Federal Program Coordinators SPEAKERS: Gina L. Brillhart, CPA, CFO/Assistant to the Executive Director, LancasterLebanon IU #13 John W. Compton, Jr., CPA, CGFM, Partner, Baker Tilly Virchow Krause, LLP Adam Hartzel, CPA, Senior Manager, Baker Tilly Virchow Krause, LLP Cindy Rhoads, UGG Coordinator, PDE Division of Federal Programs Heather Masshardt, Policy Services Manager, Pennsylvania School Boards Association ANNOUNCEMENTS: All participants must signin on the Webcast Attendance Form found at the back of the handout packet for attendance/credit tracking. The site coordinator is asked to collect and submit information on every participant at your site. For credit to be given, forms must be returned to PASBO by April 26. Your webcast experience will be only as good as your Internet connection. If you are having technical difficulties, close all other browsers on your desktop and reconnect, or restart your computer. If you are disconnected at any time during the program, please repeat the logon procedure to reconnect. You can submit a question at any time using the “Chat” function at the left side of your screen – type your question in the message box and click on “Enter” to send. Please track your CEU credits for PASBO Professional Registration. (Professional Registration CEUs = 1) Your evaluation of this program is important to us. The primary contact will receive an evaluation link via email. Please provide feedback to ensure that PASBO programs are meeting your needs. This program is being recorded to provide access to those not able to participate in the live program and serve as a review tool. Find information in your handout and check out the PASBO Store at http://www.pasbo.org/store_home.asp for other webcast titles. Thank you for your participation! Pennsylvania Association of School Business Officials Mailing Address: Office Location: P.O. Box 6993 2608 Market Place Harrisburg, PA 17112-0993 Harrisburg, PA 17110 Telephone 717-540-9551 www.pasbo.org FAX 717-540-1796 PASBO Webcast Presentation 1

Transcript of 2015 2016 Workshop Series UNIFORM GRANT...

Page 1: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

 

2015‐2016 Workshop Series 

UNIFORM GRANT GUIDANCE * April 19, 2016 Webcast (9:30 – 11:30 AM) 

 

The US Office of Management and Budget (OMB) issued comprehensive grant reform rules titled, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.” The new requirements consolidate what was previously in eight separate OMB Circulars into a single new document. This consolidation resulted in various areas of change to the previous requirements. These new rules are being commonly called the Uniform Grant Guidance (UGG). The objective of this webcast is to assist participants with preparing for implementation of the requirements of the UGG.    

The UGG requirements apply to all federal awards and certain modifications to existing federal awards made after December 26, 2014. The requirements apply to awards received directly from federal agencies and federal awards passed through other entities such as the State of Pennsylvania and Pennsylvania Intermediate Units. Webcast participants will gain an understanding of what is changing under UGG and will gain the tools and resources needed to ensure compliance with the new requirements. Learn about: 

An analysis of the most significant change under the UGG 

The impact of changes on LEAs 

Policy and procedure changes necessary to achieve compliance with UGG 

Review of available resources, templates, and forms 

Sample policies and procedures  

INTENDED AUDIENCE:  Business Manages, Accountants, Federal Program Coordinators  

SPEAKERS: Gina L. Brillhart, CPA, CFO/Assistant to the Executive Director, Lancaster‐Lebanon IU #13 John W. Compton, Jr., CPA, CGFM, Partner, Baker Tilly Virchow Krause, LLP Adam Hartzel, CPA, Senior Manager, Baker Tilly Virchow Krause, LLP Cindy Rhoads, UGG Coordinator, PDE Division of Federal Programs Heather Masshardt, Policy Services Manager, Pennsylvania School Boards Association 

 

ANNOUNCEMENTS: 

All participants must sign‐in on the Webcast Attendance Form found at the back of the handout packet for attendance/credit tracking.  The site coordinator is asked to collect and submit information on every participant at your site. For credit to be given, forms must be returned to PASBO by April 26.  

Your webcast experience will be only as good as your Internet connection. If you are having technical difficulties, close all other browsers on your desktop and reconnect, or restart your computer. If you are disconnected at any time during the program, please repeat the log‐on procedure to reconnect. 

You can submit a question at any time using the “Chat” function at the left side of your screen – type your question in the message box and click on “Enter” to send.  

Please track your CEU credits for PASBO Professional Registration. (Professional Registration CEUs = 1) 

Your evaluation of this program is important to us.  The primary contact will receive an evaluation link via email.  Please provide feedback to ensure that PASBO programs are meeting your needs. 

This program is being recorded to provide access to those not able to participate in the live program and serve as a review tool. Find information in your handout and check out the PASBO Store at http://www.pasbo.org/store_home.asp for other webcast titles. 

 

Thank you for your participation! 

Pennsylvania Association of School Business Officials

Mailing Address: Office Location: P.O. Box 6993 2608 Market Place Harrisburg, PA 17112-0993 Harrisburg, PA 17110 Telephone 717-540-9551 www.pasbo.org FAX 717-540-1796

PASBO Webcast Presentation 1

Page 2: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Uniform Grant Guidance

April 19, 2016 Webcast 9:30 - 11:30 AM

‐ For Internet audio ‐ go to the “Start” tab and click “CONNECT”

‐ If you prefer to listen by phone ‐ go to the “Start” tab, dial‐in using the numbers provided, then click “I AM DIALED IN”

1

Pennsylvania Association of School Business Officials

Presenters

• Gina L. Brillhart, CPA, CFO/Assistant to the Executive Director, Lancaster‐Lebanon IU #13

• John W. Compton, Jr., CPA, CGFM, Partner, Baker Tilly Virchow Krause, LLP

• Adam Hartzel, CPA, Senior Manager, Baker Tilly Virchow Krause, LLP

• Heather Masshardt, Policy Services Manager, Pennsylvania School Boards Association

• Cindy Rhoads, UGG Coordinator, PDE Division of Federal Programs

2

PASBO Webcast Presentation 2

Page 3: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Part 1 ‐ Significant Changes and the Impact on LEAsJohn W. Compton, Jr., CPA, CGFMPartner, Baker Tilly Virchow Krause, LLP

Adam Hartzel, CPASenior Manager, Baker Tilly Virchow Krause, LLP

Part 2 ‐ SEA/LEA RequirementsCindy RhoadsUGG Coordinator, Federal Programs Division , PDE

Part 3 ‐ Policies, Procedures, and ResourcesHeather MasshardtPolicy Services Manager, PSBA

Gina L. BrillhartCFO/Assistant to the Executive Director, IU13

3

Today’s Session

Smart Business + Informed Decisions = Great Schools4

Part 1: Significant Changes and the Impact on LEAs

John W. Compton, Jr., CPA, CGFM

Partner, Baker Tilly Virchow Krause, LLP

Adam Hartzel, CPA

Senior Manager, Baker Tilly Virchow Krause, LLP

PASBO Webcast Presentation 3

Page 4: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• December 26, 2013− Published in Federal Register

• December 26, 2014− Administrative and Cost Principles effective− System‐wide changes− New Awards− Increments added to existing awards

• Fiscal Years beginning after December 26, 2014− Audit requirement changes

• Fiscal Years beginning after June 30, 2017− Procurement changes

5

UGG Effective Dates

Smart Business + Informed Decisions = Great Schools

Reduce administrative 

burden

Improve the integrity of financial 

management

Strengthen accountability for federal dollars

Increase impact and accessibility of 

program

Reorient recipients toward achieving program objectives

Award grants based on merit

Increase management focus on performance 

outcomes

Streamline rules governing federal 

funds

Reduce fraud, waste and abuse 

through single audit tool

Objectives of New Guidance 

6

PASBO Webcast Presentation 4

Page 5: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

The following OMB Circulars are superseded:

• A‐21, Cost Principles for Educational Institutions

• Sections of A‐50, Audit Follow‐Up, related to Single Audits

• A‐87, Cost Principles for State, Local and Indian Tribal Governments

• A‐89, Federal Domestic Assistance Program Information

• A‐102, Awards and Cooperative Agreements with State and Local Governments

• A‐110, Uniform Administrative Requirements for Awards and Other Agreements with Institutions of Higher Education, Hospitals, and Other Nonprofit Organizations

• A‐122, Cost Principles for Non‐Profit Organizations

• A‐133, Audits of States, Local Governments and Nonprofit Organizations

All OMB guidance now streamlined in  2 CFR 200

Streamlining Circulars and Guidance

7

Smart Business + Informed Decisions = Great Schools

Reforms to administration requirements

(subparts A-D)

Reforms to cost principles

(subpart E)

Audit requirements

(subpart F)

Subpart A, 200.XXX –Acronyms and Definitions

Subpart B, 200.1XX –General

Subpart C, 200.2XX –Pre‐Award – Federal

Subpart D, 200.3XX –Post Award – Recipients

Subpart E, 200.4XX –Cost Principles

Subpart F, 200.5XX –Audit Requirements

Three Major Sections

Plus,  11 

Appendices

8

PASBO Webcast Presentation 5

Page 6: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Items getting the most attention:

200.23 – “Contractor” replaces “vendor”

200.303 – Internal control guidance within administrative requirements

200.317 ‐ 200.326 – Procurement requirements

200.330 ‐ 200.332 – Subrecipient monitoring

Cost Principles

200.412 ‐ 200.414 – Direct and indirect costs 

200.430 – Compensation, personal services

UGG Administrative Requirements

9

Smart Business + Informed Decisions = Great Schools

1. Schedule of Expenditures of Federal Awards (SEFA)a. Starting point for single audit testing

b. Preparation of the SEFA (2 CFR 200.510)

c. Must include:– Total federal awards expended–Amounts provided to subrecipients–All other non‐cash awards 

• food commodities

• donated property

• others

– Total for each CFDA number and cluster of programs– Pass‐through entity ID number

10

UGG ‐ Auditee Responsibilities

PASBO Webcast Presentation 6

Page 7: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

2. Schedule of Expenditures of Federal Awards (SEFA)• New Notes to the SEFA (2 CFR 200.510)

–Use of indirect cost rate– Loan and Loan guarantees at end of period

11

UGG ‐ Auditee Responsibilities

3.    SEFA• Important notes about the SEFA

–Reconcile to accounting and other records–Auditor uses the SEFA to base the performance of risk assessments and selection of major programs

– Completeness and accuracy is critical

Smart Business + Informed Decisions = Great Schools

4.    Financial Management System

Auditee financial management system must provide for the following (2 CFR 200.302):

• Identification of all federal awards.  Include:– Catalog of Federal Domestic Assistance (CFDA) title and number

– Federal award identification number and year– Federal awarding agency– Pass‐through entity (PTE), if applicable

• Accurate, current, and complete disclosure of the financial results

12

UGG ‐ Auditee Responsibilities

PASBO Webcast Presentation 7

Page 8: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools13

5.   Internal Control and Compliance Requirements

Establish and maintain internal

control over federal programs

Comply with federal statutes,

regulations, federal awards

Evaluate and monitor

compliance

Take prompt action when

non-compliance is identified

Safeguard protected personally identifiable

information (PPII)

UGG ‐ Auditee Responsibilities

Changes Section

Required to establish and maintain effective internal controls over federal programs

200.303

(Previously only in single audit requirements)

COSO and federal green book tied inalthough Q&A clarifies usage as “best practice”

Internal Controls

14

PASBO Webcast Presentation 8

Page 9: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Requirements for Written Policy/Procedure:

1. Cash Management Procedure (200.302)

2. Allowability of Costs Procedures (200.302)

3. Conflict of Interest Policy (200.318)

4. Procurement Procedures (200.319)

5. Travel Policy (200.474)

6. Subrecipient Monitoring Procedure (200.331)

Internal Controls

15

Smart Business + Informed Decisions = Great Schools

Process Narrative• A written description of business practices to create, record, transfer, or change information. 

• A process narrative details the steps required from initiation to completion to achieve an objective.

Control Documentation• A written description of methods to prevent, detect, or correct errors from occurring. 

• May include:

− Control objective type

• Preventive

• Detective

− Owner

− Frequency

Process vs. Control

16

PASBO Webcast Presentation 9

Page 10: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Factors SectionCosts must be reasonable (prudent person test) 200.404

Costs must be allocable (charged in accordance with relative benefit received)

200.405

Costs must be net of applicable credits (purchase discounts, rebates, allowances, recoveries, refunds, adjustments)

200.406

Certain costs require prior written approval 200.407

Unallowable costs (if identified after paid, must be refunded) 200.410

17

Cost Principles

17

Smart Business + Informed Decisions = Great Schools

Changes Section

Focus on high standards for maintaining strong internal controls to justify costs of salaries and wages

200.430

Flexibility in process used to meet those standards 200.430

Personnel activity reports not specifically required – focus shifted to appropriate internal controls in place

200.430

Internal controls must exist to ensure adjustments are made so final amounts charged to federal awards are proper

200.430

18

Cost Principles – Time & Effort

18

PASBO Webcast Presentation 10

Page 11: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Time distribution records must be maintained for all employees:• Paid in whole or in part with federal funds• Used to meet a match/cost share requirement

Cannot be based on budgeted distributions alone – needs to be supported by actual hours worked.  Budgets may need adjustment.

Include all time worked for the organization to calculate what portion relates to federal awards.

Nonexempt employees must also prepare records indicating the total number of hours worked each day.

In addition to the allocation of time, need to continue to consider controls over existence of employees, reasonableness of compensation

If previous system of controls worked well, no changes may be needed.

Considerations ‐ Time & Effort 

19

Smart Business + Informed Decisions = Great Schools

Category Section

Direct costs are defined as those costs that can be identified specifically with a particular grant award (or cost objective)

200.413

Indirect costs are those incurred for a common or joint purpose benefitting more than one cost objective

200.414

20

Cost Principles – Direct and Indirect

20

PASBO Webcast Presentation 11

Page 12: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Changes SectionClarification that administrative costs may be treated as direct costs when they meet certain conditions

200.413

Provision for de minimis indirect rate of 10% of modified total direct costs (MTDC) for those who have never had a negotiated indirect rate

200.414

For those with negotiated rates, requires federal agencies to accept (usually)

200.414

Entities may apply for a negotiated rate at any time  200.414

Existing negotiated rates may be extended for up to four years 200.414

Pass‐through entities required to provide indirect cost rate to subrecipients

200.331

Cost Principles – Direct & Indirect

21

Smart Business + Informed Decisions = Great Schools

Changes Section

Payment of interest earned on federal funds• Up to $500/year may be retained by recipient for 

administrative costs• Amounts in excess of that should be paid to one central 

federal agency (HHS)

200.305

Interest on Federal Funds

22

PASBO Webcast Presentation 12

Page 13: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Changes SectionDefined that computers are considered supplies, not equipment  200.940

Flexibility in electronic document retention, with associated internal controls

200.335

Grant documentation should be retained for a minimum of 3 years from date of submission of final reports

200.333

Technology & Record Retention

23

Smart Business + Informed Decisions = Great Schools

• Effective Date – originally December 26, 2014; revised to allow for a grace period 

− Two full fiscal years after the effective date of Uniform Guidance 

• Calendar year ‐ grace period ends December 31, 2016

• June 30th fiscal year ‐ grace period ends June 30, 2017

− Compliance with the old or new standard must be documented each year of the grace period.

− Auditors will review procurement policies and procedures based on the documented standard.

• Still a work‐in‐process

• More information to come from PASBO, PSBA, and DFP in the coming months

24

New Procurement  Standards

PASBO Webcast Presentation 13

Page 14: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Definitions

Subrecipient – a non‐Federal entity that receives a subaward from a pass‐through entity to carry out part of a Federal program

Contractor – an entity that receives a contract as defined in 200.22 Contract  (terminology of vendor no longer used)

Pass‐through entity must make case‐by‐case determination whether each agreement it makes for disbursing federal funds is a subrecipient or contractor, which should also be documented.

Nature of relationship trumps what the agreement is called!

Subrecipient Monitoring 

25

Smart Business + Informed Decisions = Great Schools

Changes Section

Heightened focus on subrecipient monitoring 200.331

• Various required elements of subaward

• Mandatory risk assessment to determine appropriate monitoring

• Verify subrecipients have audits, if required

• Review audit results and adjust pass‐through entity records, if needed

• Determine necessary action for subrecipient noncompliance, follow up, issue management decision

Subrecipient Monitoring

26

PASBO Webcast Presentation 14

Page 15: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Factors to Consider in Evaluating Subrecipient Risk:

• Prior experience with same or similar subawards • Results of previous audits• Whether new or substantially changed personnel or systems• Extent and results of Federal awarding agency monitoring

Monitoring must include:• Reviewing financial and performance reports required by the pass‐through 

entity• Follow up and ensuring timely and appropriate action on deficiencies• Issuing a management decision for audit findings

Subrecipient Risk Assessment & Monitoring 

27

Smart Business + Informed Decisions = Great Schools28

Determine if subrecipient or

contractor

Clearly identify subawards to subrecipients

Consider results of subrecipient audits

Provide certain subaward

information at time of subaward

Evaluate each subrecipient’s

risk of noncompliance

Consider imposing specific

subaward conditions

Monitor activities of subrecipients

Verify the subrecipient is

audited

Consider taking enforcement

action for noncompliant subrecipients

Pass‐Through Entity Requirements 

PASBO Webcast Presentation 15

Page 16: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• Effective for years ending on and after December 31, 2015;  for June 30th fiscal years, June 30, 2016 (no early implementation)

• Single audit threshold raised from $500,000 to $750,000 

• Low risk auditee criteria updated

• Threshold for Type A program raised from $300,000 to $750,000 

• Questioned costs threshold raised to $25,000 (known or likely) and requires description of calculation

• Findings require “perspective” section (isolated, prevalent, type of sampling used)

• Repeat findings require identification as repeat and the prior finding reference number

Single Audit Changes

29

Smart Business + Informed Decisions = Great Schools

• Federal due date is still nine months after fiscal year end.

− Any future changes would require a change in federal law (not currently proposed). 

• An entity with strong internal controls and few audit findings will likely have fewer high‐risk Type A programs

What Hasn’t Changed?

30

PASBO Webcast Presentation 16

Page 17: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• Has always been important – even more so now!

• What has changed:

− Include total amount provided to subrecipients for each federal program

• What hasn’t changed:

• Prepared by auditee

• For the same entity/time period as the basic financial statements

• Reconciled or reconcilable to underlying accounting records/financial statements

SEFA – Section 200.510

31

Smart Business + Informed Decisions = Great Schools

• Include at a Minimum:− List individual federal programs by federal agency.

• For a cluster, list individual federal programs within the cluster

− Identify the pass‐through entity and related identification number

− Include total amount provided to subrecipients for each federal program

− Provide total federal awards expended by individual program/cluster

− For loan or loan guarantee programs, identify in the notes to the schedule the balances outstanding at year‐end

− Notes to describe the significant accounting policies used in preparing the schedule

SEFA – Section 200.510

32

PASBO Webcast Presentation 17

Page 18: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Type of auditee Current (A‐133)

New (UGG)

Not low risk 50% 40%

Low risk 25% 20%

33

Coverage Requirements

Smart Business + Informed Decisions = Great Schools

Tips for Preparing for Your Single Audit• Gather and summarize grant information

− Have an accurate SEFA ready for the auditor

− Know whether awards are subject to pre‒Uniform Guidance or Uniform Guidance

• Document your policies, procedures, and controls

− Documentation drives quality and compliance

• Staff working on federal programs need to be trained in Uniform Guidance 

administrative requirements and cost principles

• Use resources available such as webinars, articles, etc., to verify 

management stays up‐to‐date on the requirements

− Review of the OMB Compliance Supplement, contracts, etc.

− Review the Uniform Guidance FAQs

• Provides clarifications, effective dates, etc.

34

PASBO Webcast Presentation 18

Page 19: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Tips for Preparing for Your Single Audit• File financial and performance reports in a timely manner

− Late reports often indicate weaknesses in grant management systems

− Late reports are red flags that may invite scrutiny

• If auditee is a Pass‐Through Entity (PTE):

− Identify all subrecipients

− Risk assessments

− Ensure subawards meet requirement

• Develop monitoring files

− Site visits

− Contracts

− Cross‐agency information

− Single audit reports

− Correspondence on issue resolution

35

Smart Business + Informed Decisions = Great Schools

Common Audit Findings

• Lack of written documentation

− UGG requires written documentation:

• Cash management

• Procurement

• Subrecipient monitoring

• Conflict of interest

• Time and effort reporting

• Travel

• Payroll time‐and‐effort reporting

− UGG includes strong emphasis on internal controls

− Review allocation methodologies for compliance

36

PASBO Webcast Presentation 19

Page 20: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Common Audit Findings• Federally Purchased Capital Assets

− Tracking of capital assets required

− Documentation requirements:

• Description

• Serial number or identifying number

• Source of funding

• Title

• Acquisition date

• Cost

• % of federal participation

• Location

• Use and condition

• Disposition data

37

Smart Business + Informed Decisions = Great Schools

Common Audit Findings

• Subrecipient Contracts

−Missing required data elements in pass‐through contracts

− Lack of risk assessment process

• Risk assessment must be documented

• Annual evaluation (re‐evaluation)

• Identification of Uniform Guidance Awards

− Separate identification of pre‐ and post‐ UG awards

38

PASBO Webcast Presentation 20

Page 21: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

In which Uniform Guidance topic would your organization most like to see additional training?

a. Administrative Requirements

b. Cost Principles

c. Procurement

d. Subrecipient Monitoring

39

Polling Question 1

Smart Business + Informed Decisions = Great Schools

Part 2: SEA/LEA Requirements

Cindy Rhoads

UGG Coordinator, Federal Programs Division, PDE

40

PASBO Webcast Presentation 21

Page 22: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• SEA Risk Analysis (200.331(b))• SEA Monitoring (200.331(d ))

• SEA Performance Reporting (200.328(1))

• Required Policies and Procedures

SEA Requirements

41

Smart Business + Informed Decisions = Great Schools

• SEA MUST evaluate each subrecipient’s risk of noncompliance with federal statutes, regulations and the terms and conditions of the subaward for purposes of subrecipient monitoring.−Must occur prior to making awards

SEA Risk Analysis

42

PASBO Webcast Presentation 22

Page 23: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• Prior experience with same or similar grants

• Results of previous audits− Single Audits

• Changes in personnel or substantially changed systems

• Monitoring Findings

• Any other fiscal/administrative considerations specific to a particular grant (program office discretion)

Areas of Risk to Consider

43

Smart Business + Informed Decisions = Great Schools

• Additional Technical Assistance• On‐site Reviews of Subrecipient Program Operations

• Verify every subrecipient is audited as required by Section F of UGG

Assessment of Risk Monitoring Tools

44

PASBO Webcast Presentation 23

Page 24: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• Impose additional conditions to grants  (200.207)

− Require payments as reimbursement rather than advanced payments

− Provide evidence of acceptable performance within a given performance period

− More detailed financial reports

− Additional project monitoring

− Requiring LEA to obtain technical or management assistance

− Establishing additional prior approvals

• Must notify subrecipient in writing of the nature, reason, action required and timeline for all additional conditions imposed.

Remedies for Noncompliance

45

Smart Business + Informed Decisions = Great Schools

• If additional conditions do not work:

− Temporarily withhold cash payment pending correction of 

deficiencies 

− Disallow all or part of the cost of the activity or action not in 

compliance

− Wholly or partly suspend or terminate the Federal award

− Initiate suspension or debarment proceedings

− Withhold further federal awards for the project or program

− Take other remedies that are legally available

Remedies for Noncompliance

46

PASBO Webcast Presentation 24

Page 25: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• SEA must monitor the activities of the subrecipient as necessary to ensure the subaward is used for authorized purposes, in compliance with Federal statutes, regulations and the terms and conditions of the subaward.  Pass‐through monitoring must include:

− Review of required financial and programmatic reports

− Follow up and ensuring that the subrecipient takes action on all deficiencies found through monitoring, audits, onsite reviews or other means.

− Issue management decisions for audit findings.

Subrecipient Monitoring

47

Smart Business + Informed Decisions = Great Schools

• Major change in UGG focuses on performance rather than compliance

• Subrecipients will be required to submit a performance report for all federal grant programs (Fall 2016)

− Focus on progress toward meeting performance measures for federal grants

• If not met, why?

• Additional information required by Federal awarding agency.

Performance Goals

48

PASBO Webcast Presentation 25

Page 26: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• Written Cash Management Procedure − § 200.302(b)(6) & § 200.305

• Written Allowability Procedures − § 200.302(b)(7), including Written Method for Conducting Technical Evaluations of Proposals and Selecting Recipients ‐§ 200.320(d)(3)

• Written Conflict of Interest Policy − § 200.318(c)

• Written Procurement Procedures − § 200.319(c)

• Written Travel Policy − § 200.474(b)

Required Policies/Procedures

49

Smart Business + Informed Decisions = Great Schools

• Brustein & Manasevit Templates 

• Philadelphia School District Templates

• UGG Monitoring Tool

• Administrative Manual

Website:  www.pafpc.org

Resources Available for Sharing by DFP

50

PASBO Webcast Presentation 26

Page 27: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• DFP Regional Meetings (Fall 2016)

• Federal Programs Annual Conference−May 1‐4, 2016

− Seven Springs

−www.pafpc.org

−Onsite Technical Assistance

Additional Training

51

Smart Business + Informed Decisions = Great Schools

What written Board‐approved policies are required by the Division of Federal Program?

a. Procurement and Travel

b. Conflict of Interest and Travel

c. Allowability of Costs and Cash Management

d. Subrecipient Monitoring and Procurement

52

Polling Question 2

PASBO Webcast Presentation 27

Page 28: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Part 3: Policies, Procedures, and Resources

Heather Masshardt

Policy Services Manager, PSBA

Gina L. Brillhart

CFO/Assistant to the Executive Director, IU13

53

Smart Business + Informed Decisions = Great Schools

Policy• A clear statement that sets forth the purposes and prescribes, in general terms, the organization and programs of a school system  

• Creates a framework within which the staff can discharge assigned duties

• Directs the school entity’s course of action• Directs what is required for the school entity:What is required by state and federal laws, regulations and court decisions?What is necessary for legal liability?What is the directive of the Board?

Policy or Procedure?

54

PASBO Webcast Presentation 28

Page 29: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Procedure or Administrative Regulation

• Tool to implement policy

• Precise statement with specific details, related to a specific issue

• Directive for staff actions

• Subject to administrative changes without Board approval

• Individual responsibilities

• Specific actions and timelines

• Step‐by‐step procedures

• District‐wide or building specific

Policy or Procedure?

55

Smart Business + Informed Decisions = Great Schools56

PASBO Webcast Presentation 29

Page 30: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• 626. Federal Fiscal Compliance

• 626.1.  Travel Reimbursement – Federal Programs

• 827.      Conflict of Interest Operations section, aligned with the Fraud policy (828)

• 808.      Food Services (provided to members) Related to federal funds/procurement also

Additional updates based on USDA requirements

Administrative Regulations also provided to members

UGG Policies

57

Smart Business + Informed Decisions = Great Schools

• Costs/Obligations/Property Management 

• Procurement

• Allowability of Costs

• Cash Management

• Subrecipient Monitoring

UGG Procedures

58

PASBO Webcast Presentation 30

Page 31: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• Web‐based system – access policies through the system and copy into draft area to develop for your school entity Notification and access given to Superintendent/Director and Board Secretary

• Work with school solicitor, federal programs coordinator, business office to customize the policies and procedures to your school entity

• Language preceded by brackets {   } indicates options you should choose or omit

• Policies require Board approval—waive second reading if necessary

*PSBA’s UGG policies and procedures are being provided to all school districts/IUs/CTCs—contact [email protected]

What to Do Next

59

Smart Business + Informed Decisions = Great Schools

Have you reviewed your food service procedures and processes with both the new UGG and USDA requirements?

a. Yes, we are getting everything updated

b. No, but we know where we need to start

c. No, we need more assistance in this area

d. I didn’t know there were any differences

60

Polling Question 3

PASBO Webcast Presentation 31

Page 32: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

Samples of the policies and procedures discussed today can be found on the PASBO site for this webinar.  

Samples

61

Note: Manual will be available April 29th.

Smart Business + Informed Decisions = Great Schools

OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards 

• “Uniform Grant Guidance (UGG)” 

• “Uniform Guidance”

Document link:https://www.federalregister.gov/articles/2013/12/26/2013‐30465/uniform‐administrative‐requirements‐cost‐principles‐and‐audit‐requirements‐for‐federal‐awards

E‐CFR link:http://www.ecfr.gov/cgi‐bin/text‐idx?SID=851fc57edf5b684e13dc71eff5caaaaf&node=pt2.1.200&rgn=div5

FAQ link:https://cfo.gov/wp‐content/uploads/2014/08/2014‐08‐29‐Frequently‐Asked‐Questions.pdf

COFAR Agency Exceptions link:https://cfo.gov/wp‐content/uploads/2014/12/Agency‐Exceptions.pdf

Resources

62

PASBO Webcast Presentation 32

Page 33: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Smart Business + Informed Decisions = Great Schools

• Uniform Guidance e‐CFR− Accessible via ecfr.gov

• Council on Financial Assistance Reform (COFAR) webpage− Accessible via cfo.gov

• Office of Management and Budget – Policy statements− Accessible via whitehouse.gov

• This includes text comparisons for cost principles and audit requirements.

• Federal Compliance Supplement− Accessible via whitehouse.gov

63

Additional Resources

• Send text questions using the “Chat” function at the left side of your screen. 

• Type message in box and click “Enter” to send.

Time for Questions

64

PASBO Webcast Presentation 33

Page 34: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

Thank you for your participation!

REMINDER:  Webcast sites are asked to have every participant sign‐in on the Attendance Form and return to the PASBO Office for attendance and credit purposes. 

Forms must be received by April 26. 

65

Join us for these upcoming programs:

• ELEMENTS OF SCHOOL LAW & ORGANIZATION –April 26/Kulpsville; April 28/Mars

• HOW TO NAVIGATE EMPLOYEE LEAVES –April 29/Mars; May 4/Kulpsville; May 5/Grantville

• ELEMENTS OF PURCHASING* – May 10/Harrisburg

• SUCCESSFUL ONLINE TESTING ‐May 12/Webcast 

• ELEMENTS OF TRANSPORTATION* – May 17/Harrisburg

• STUDENT ACTIVITY ACCOUNTING – May 18/Webcast

• STARTING A DISTRICT FOUNDATION – May 24/Webcast

For info, visit www.pasbo.org/workshops

66

PASBO Webcast Presentation 34

Page 35: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

  UNIFORM GRANT GUIDANCE  

Webcast Recording Order Form  The US Office of Management and Budget (OMB) issued comprehensive grant reform rules titled, 

“Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal 

Awards.” The new requirements consolidate what was previously in eight separate OMB Circulars 

into a single new document. This consolidation resulted in various areas of change to the previous 

requirements. These new rules are being commonly called the Uniform Grant Guidance (UGG). The 

objective of this webcast is to assist participants with preparing for implementation of the 

requirements of the UGG.   

A recording of the webcast program will be available for download approximately one week after 

the program date. Whether you use it as a review or share it with fellow employees unable to attend 

the live webcast, the information is at your fingertips!

Fill out and send your order form to PASBO today!   

Name:            Title:             

School Entity/Employer:                    

Address:                       

City:               State:        Zip:        

Phone:           Ext.     Fax:           

Email:                         

 

 

 

       

         Webcast Attendee by May 3*               Non‐Attendee or after May 3        (*Available to paid webcast attendees only) 

Online Access @ $10                    PASBO Member Online Access @ $40 

Plus sales tax if applicable $______                Non‐member Online Access @ $65 

                                Plus sales tax if applicable $______           

    Total Amount Due $______                   Total Amount Due $______   

METHOD OF PAYMENT (Select one – Payment required with order)  

 Check Made Payable to PASBO     Credit Card     

Account Number:                 Expiration:     

Cardholder’s Name:                     

Signature:                       

Check out other available webcast recordings at http://www.pasbo.org/store_home.asp  

Attendee Early Bird Discount Offer – May 3 deadline!

PASBO Webcast Presentation 35

Page 36: 2015 2016 Workshop Series UNIFORM GRANT GUIDANCEfile2.pasbo.org/handouts/UniformGrantGuidance/WH... · Senior Manager, Baker Tilly Virchow Krause, LLP Part 2 ‐SEA/LEA Requirements

 

Use th

is fo

rm to

 subm

it the na

mes of a

ll attend

ees v

iewing the web

cast at y

our location.   

All participating LEAs

 will be charge

d on

e web

cast re

gistratio

n fee. (T

here is NOT a fee for a

ddition

al atten

dees from

 the same LEA.) 

Web

cast Date:

4/1

9/16

  

Web

cast Title:

Uni

form

Gra

nt G

uida

nce  

  

  

  

  

  

  

  

Paid Registrant: 

   

           

    Re

gistrant’s LEA

/organiza

tion: 

  

  

  

  

  

You must sign‐in on the form

 below

 (including

 the pa

id re

gistrant if watching the prog

ram) to be

 cou

nted

 as a

tten

ding

.  If you

 are re

questin

g PA

SBO CEU

 or A

ccou

ntan

t CPE

 Credit, you must che

ck th

e ap

prop

riate colum

n an

d provide your email add

ress. 

By com

pleting be

low, I certify that I pa

rticipated

 in th

e en

tire live web

cast presentation. 

PRINT NAM

E CLEA

RLY 

JOB TITLE 

SCHOOL/ORG

ANIZAT

ION 

EMAIL 

(Req

uired for C

redit) 

CEU 

Cred

itCP

E Cred

it  

  

  

 

  

  

  

  

  

  

  

  

  

  

  

  

  

  

  

  

  

  

 

Please re

turn th

is fo

rm no later tha

n 7 da

ys fo

llowing the program date by

 ONE of th

e follo

wing metho

ds.  

Scan

 and

 email to kpierich@

pasbo.org  Fax to

 717

‐540

‐1796 (Cover sh

eet is n

ot re

quire

d) 

 Mail to PA

SBO, 2608 Market P

lace, H

arrisbu

rg, PA 17110 

CPE Ce

rtificates w

ill be mailed. Credit is a

vailable for the

 live program

 only, not th

e recording. 

 

P:\W

orksho

ps\15‐16

\WEB

CASTS\Web

castAttend

ance‐CPE.doc

PASB

O W

ebcast Atten

dance Form

ALL AT

TENDEES SIGN IN

 ON THIS SHEET  

PASBO Webcast Presentation 36