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SEMINAR ON FINANCIAL MANAGEMENT OJJDP’s  Tribal Youth Program
No Question is a Dumb Question
Office of the Chief Financial Officer Organization Structure Marcia K. Paull Chief Financial Officer  Larry Hailes Deputy ...
Financial Management Systems FINANCIAL MANAGEMENT  SEMINAR In summary, a Financial Management System must be able to recor...
<ul><li>1.  The recipient agrees to comply with the financial and administrative requirements set forth in the current edi...
<ul><li>2.   The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of St...
<ul><li>3.  The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipien...
<ul><li>New Changes to Anti-Lobbying Act: </li></ul><ul><li>4.   Recipient understands and agrees that it cannot use any f...
<ul><li>5.   The applicant budget is pending approval.  The recipient may not obligate, expend, or drawdown any grant fund...
<ul><li>Obligation Period (grantee books) </li></ul><ul><ul><li>EX:  Award period = 10/1/05 - 9/30/07 </li></ul></ul><ul><...
<ul><li>PAPRS </li></ul><ul><li>Need Help?  </li></ul><ul><li>OJP - OCFO Customer Service Center </li></ul><ul><li>1-800-4...
810 CVS Drugs Grantee (by using a phone to connect to  PAPRS) Phone-Activated Paperless Request System PAPRS PAPRS Respond...
<ul><ul><li>1.  Have signed & returned    award document?  </li></ul></ul><ul><ul><li>2.  Have current SF-269A    on file?...
<ul><ul><li>3.   Have met all special    conditions?  </li></ul></ul><ul><ul><li>4. Have submitted an ACH    Enrollment Fo...
<ul><ul><li>5.   Have OJP vendor number?  </li></ul></ul><ul><ul><li>6. Have a PIN number?  </li></ul></ul>PAPRS PROCESS T...
<ul><ul><li>7.   Have a Grant ID number? </li></ul></ul><ul><ul><li>8.  Double checked dates for    duplicate request? </l...
<ul><ul><li>9.   Know the amount you are      requesting.  </li></ul></ul><ul><ul><li>10. Pay attention to system      res...
<ul><li>All  OJP  funded contracts for events that include 30 or more participants (both Federal and non-Federal) lodging ...
<ul><li>The web-site address for obtaining the current rates is:  www.gsa.gov . </li></ul><ul><li>OJP Financial Guide prov...
What is the Food & Beverage Policy? <ul><li>Applicability of F&B Policy? </li></ul><ul><ul><li>Applicable to assist award ...
What is the Food & Beverage Policy? <ul><li>Appropriate Meetings:  </li></ul><ul><ul><li>Formal agenda/event  </li></ul></...
<ul><li>Appropriate Working Lunch:  </li></ul><ul><ul><li>Several hours of substantive information provided before and aft...
<ul><li>Appropriate Working Dinner:  </li></ul><ul><ul><li>Several hours of substantive information provided before and af...
What is the Food & Beverage Policy? <ul><li>Three Tests Rule:  </li></ul><ul><ul><li>Incidental to work-related event  </l...
<ul><li>Examples of appropriate Break Foods: </li></ul><ul><ul><ul><ul><li>coffee/tea </li></ul></ul></ul></ul><ul><ul><ul...
<ul><li>No matter what is allowable – </li></ul><ul><li>NOT mandatory:  </li></ul><ul><ul><li>FIRST project manager should...
<ul><li>Top Ten Tips for Food & Beverage:  </li></ul><ul><ul><li>Provide a speaker at a lunch or dinner  </li></ul></ul><u...
<ul><li>Top Ten Tips for Food & Beverage:  </li></ul><ul><ul><li>6.   Provide appropriate break foods  </li></ul></ul><ul>...
<ul><li>10% Deviation from Total Award  $$ (does not apply to grants $100K or less) </li></ul><ul><li>Change in Scope of P...
<ul><li>Retire Special Conditions </li></ul><ul><li>Change of Project Director </li></ul><ul><li>Prior Approval  </li></ul...
Old GAN Form
Standard grant adjustment types <ul><li>Standardize </li></ul><ul><li>Combine </li></ul><ul><li>Eliminate </li></ul><ul><l...
Grantee Initiated GANs
Grant Manager Initiated GANs
Financial Analyst Initiated GANs
GMS Home Page   CLICK HERE
Enter the User ID and Password Applicant Sign In Page
The Grantee will click on the ‘Grant Adjustment’ link GMS Home Page
Click on this link to create a new GAN All Active GANs
These are the details that will be changed Change Grantee Authorized Signing Official
<ul><li>Choose the adjustment to be made by clicking on the ‘drop-down’ arrow </li></ul><ul><li>A list of ‘Adjustment Type...
Place a check mark in the Award requiring a change Select Award Click “Select”
Change Information <ul><li>Current information is displayed on the left side, while the right side displays the placeholde...
Choosing the Document <ul><li>Choose the file by highlighting it  </li></ul><ul><li>The ‘Choose File’ dialogue windows ope...
The Attached Supporting Documents <ul><li>To attach the file to the GAN, user must click on ‘Attach File. </li></ul>
<ul><li>Grantee will be given the opportunity to add another document </li></ul><ul><li>Up to 5 documents may be added to ...
<ul><li>The form is now complete and the supporting document/s have all been attached. </li></ul><ul><li>Once this has bee...
Final Action Query
Completed GAN Notification   All Active GANs
Change Grantee Name
Change Grantee Name  Grantee highlights and clicks on the desired change action
A Notification box will appear, advising the grantee of the implications of the action Change Grantee Name
Grantee must click on the ‘Select’ button to continue Change Grantee Name
A list of all Grants that will be affected by the change will show on the right side of the GAN document Change Grantee Na...
Justification for the Grantee Name Change is required before the grantee may proceed Click the ‘Save’ button if you wish t...
An ‘Action Notification’ dialogue query box will appear confirming the action. Change Grantee Name
Completed GAN Notification  All Active GANs
FINANCIAL MANAGEMENT  SEMINAR SF 269A Financial Status Report
Web-based SF 269A Reporting <ul><li>Effective October 27, 2007, Quarterly Financial Status Reports are submitted through t...
On Line SF 269A  Reporting CLICK HERE FINANCIAL MANAGEMENT  SEMINAR
Smallville Police Department 123 Main Street Nicetown, USA  12356 123456789 01/01/06 12/31/06 04/01/06 06/30/06 2006-XX-XX...
11,020 520 10,500 3,000 1,000 2,000 14,020 1,520 12,500 4,000 1,000 3,000 15,500 50,000 34,500 0 0 $0.00 0 0 0 0 0 0
11,020 520 10,500 3,000 1,000 2,000 14,020 1,520 12,500 4,000 1,000 3,000 15,500 50,000 34,500
11,020 520 10,500 3,000 1,000 2,000 14,020 1,520 12,500 4,000 1,000 3,000 15,500 50,000 34,500 0 0 $0.00 0 0 0 0 0 0
 
 
Mr. John Doe Director 999 555 1234
 
Reporting Requirements <ul><li>Remember: </li></ul><ul><li>SF-269A - Quarterly - delinquent after 15th May, and the 14th o...
Reporting Requirements <ul><li>Check the special conditions on your Award Document or the Solicitation, to determine due d...
Reporting Requirements <ul><li>The Grant Management System (GMS) has the capability for grantees to report their grant pro...
Reporting Requirements <ul><li>Questions concerning GMS may be addressed to the GMS Help Desk at </li></ul><ul><li>1-(800)...
MONITORING  DISCUSSION FINANCIAL MANAGEMENT  SEMINAR MONITORING
FINANCIAL MANAGEMENT  SEMINAR Monitoring Division’s Mission   <ul><li>Ensure stewardship over Federal funds awarded by: </...
TEN TOP MONITORING FINDINGS  (FY2006) <ul><li>1. Grant expenditures questioned  </li></ul><ul><li>2. Accounting procedures...
<ul><li>6. Single Audit Report packages were not timely submitted  </li></ul><ul><li>7. Inventory procedures needed improv...
Financial Guide The United States Department of Justice  Office of Justice Programs Office if the Comptroller Financial Gu...
Electronic Access for the OJP Financial Guide via Internet   OJP Home Page http://www.ojp.usdoj.gov/oc Click on the Financ...
OCFO Financial Questions via Internet   OCFO e-mail Address: [email_address]   FINANCIAL MANAGEMENT  SEMINAR
OCFO Financial Questions via Telephone   OCFO Customer Service Center Monday through Friday 8:30 a.m. - 6:00 p.m. est. 1-(...
<ul><li>Over 1,500 Programs </li></ul><ul><li>Represents $400b </li></ul><ul><li>52 Agencies </li></ul><ul><li>Search by K...
<ul><li>For more information </li></ul><ul><li>(202) 708-5126  </li></ul><ul><li>FEDERAL DOMESTIC ASSISTANCE </li></ul><ul...
<ul><li>To access CFDA on-line  </li></ul><ul><li>GSA Home Page Publications </li></ul><ul><li>http://www.cfda.gov  </li><...
THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END
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Paths to Success: Seminar on Financial Management

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  • Over the next few slides, I would like to expand on these recommendations. First standard grant adjustment types– We determined that of the 25 GAN types currently described in the Financial Guide and the Grant Managers Memo we could standardize, combine and eliminate these into 15 standard definitions. For example, in the yellow 1 and 12 have been combined into number 7 on the blue slide. Furhtermore, it was determined that number 23 was obsolete. Instead of complete a GAN for successor in Interest Agreements, the current process detmintes the specific grant and re-awards a new grant. Moreover, we felt the GAN process could be used for required financial approvals. For example, if a grantee wants to increase the consultant rate to over 450.
  • Transcript of "Paths to Success: Seminar on Financial Management"

    1. 1. SEMINAR ON FINANCIAL MANAGEMENT OJJDP’s Tribal Youth Program
    2. 2. No Question is a Dumb Question
    3. 3. Office of the Chief Financial Officer Organization Structure Marcia K. Paull Chief Financial Officer Larry Hailes Deputy Comptroller Grants Financial Management Admin. Assistant Admin. Assistant Quality Control Team Admin. Assistant Team B Team A Team C Team D Special Assistant Admin. Assistant Frank Ramos Deputy Comptroller Finance and Accounting Angel (Jerry) Conty Assistant Deputy Comptroller Grants Financial Management Financial Services Branch I Financial Services Branch II Joanne Suttington Assistant Deputy Comptroller Finance and Accounting Special Assistant Administrative Officer Financial Reports Branch Accts Receivable Branch Accounts Payable Branch Customer Service Branch
    4. 4. Financial Management Systems FINANCIAL MANAGEMENT SEMINAR In summary, a Financial Management System must be able to record and report on the: <ul><li>Receipt; </li></ul><ul><li>Obligation; and </li></ul><ul><li>Expenditures of grant funds </li></ul>
    5. 5. <ul><li>1. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of OJP's &quot;Financial Guide.&quot; </li></ul>Conditions of Award FINANCIAL MANAGEMENT SEMINAR The United States Department of Justice Office of Justice Programs Office if the Comptroller Financial Guide
    6. 6. <ul><li>2. The recipient agrees to comply with the organizational audit requirements of OMB Circular A-133, Audits of State, Local Governments and Non-Profit Organizations, as further described in OJP's Financial Guide, Chapter 19. </li></ul><ul><ul><li>Note: There is a different special condition for individuals and for-profit commercial organizations. </li></ul></ul>Conditions of Award FINANCIAL MANAGEMENT SEMINAR
    7. 7. <ul><li>3. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is required to submit one pursuant to 28 CFR Section 42.302), that is approved by the Office of Civil Rights, is a violation of its Certified Assurance and may result in funds from the award being frozen, until such time as the recipient is in compliance. </li></ul>Conditions of Award FINANCIAL MANAGEMENT SEMINAR
    8. 8. <ul><li>New Changes to Anti-Lobbying Act: </li></ul><ul><li>4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the enactment, repeal, modification or adoption of any law, regulation or policy, at any level of government, without the express prior written approval of OJP. </li></ul>Conditions of Award FINANCIAL MANAGEMENT SEMINAR
    9. 9. <ul><li>5. The applicant budget is pending approval. The recipient may not obligate, expend, or drawdown any grant funds until the Office of Justice Programs, Office of the Chief Financial Officer, has issued a clearance of the application budget, and a Grant Adjustment Notice has been issued removing this special condition. </li></ul>FINANCIAL MANAGEMENT SEMINAR Conditions of Award
    10. 10. <ul><li>Obligation Period (grantee books) </li></ul><ul><ul><li>EX: Award period = 10/1/05 - 9/30/07 </li></ul></ul><ul><li>Award date = 12/1/05 (Federal books) </li></ul><ul><li>Expenditure Period </li></ul><ul><ul><li> EX: 10/1/05 - 12/14/07 </li></ul></ul>AVAILABILITY OF FUNDS FINANCIAL MANAGEMENT SEMINAR
    11. 11. <ul><li>PAPRS </li></ul><ul><li>Need Help? </li></ul><ul><li>OJP - OCFO Customer Service Center </li></ul><ul><li>1-800-458-0786 </li></ul>FINANCIAL MANAGEMENT SEMINAR Payment of Grant Funds
    12. 12. 810 CVS Drugs Grantee (by using a phone to connect to PAPRS) Phone-Activated Paperless Request System PAPRS PAPRS Responds to each request with: -Approved -Denied -Rec’d for review - OJP at Seventh St.- The Grantee calls directly to OJP.
    13. 13. <ul><ul><li>1. Have signed & returned award document? </li></ul></ul><ul><ul><li>2. Have current SF-269A on file? </li></ul></ul>PAPRS PROCESS TOP TEN TIPS
    14. 14. <ul><ul><li>3. Have met all special conditions? </li></ul></ul><ul><ul><li>4. Have submitted an ACH Enrollment Form? </li></ul></ul>PAPRS PROCESS TOP TEN TIPS
    15. 15. <ul><ul><li>5. Have OJP vendor number? </li></ul></ul><ul><ul><li>6. Have a PIN number? </li></ul></ul>PAPRS PROCESS TOP TEN TIPS
    16. 16. <ul><ul><li>7. Have a Grant ID number? </li></ul></ul><ul><ul><li>8. Double checked dates for duplicate request? </li></ul></ul>PAPRS PROCESS TOP TEN TIPS
    17. 17. <ul><ul><li>9. Know the amount you are requesting. </li></ul></ul><ul><ul><li>10. Pay attention to system responses. </li></ul></ul>PAPRS PROCESS TOP TEN TIPS
    18. 18. <ul><li>All OJP funded contracts for events that include 30 or more participants (both Federal and non-Federal) lodging costs for any number of attendees requiring lodging must not exceed Federal per diem rate for lodging. </li></ul><ul><li>Conferences that include less than 30 people are exempt from this requirement. </li></ul>LODGING RATES AT PER-DIEM
    19. 19. <ul><li>The web-site address for obtaining the current rates is: www.gsa.gov . </li></ul><ul><li>OJP Financial Guide provides further clarification of this requirement at www.ojp.usdoj.gov/oc/ . </li></ul>LODGING RATES AT PER-DIEM
    20. 20. What is the Food & Beverage Policy? <ul><li>Applicability of F&B Policy? </li></ul><ul><ul><li>Applicable to assist award recipients, contractors, and Federal employees (OCFO policy statement) </li></ul></ul><ul><ul><li>For events that include: </li></ul></ul><ul><ul><ul><ul><li>Meetings </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Conferences </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Training </li></ul></ul></ul></ul>
    21. 21. What is the Food & Beverage Policy? <ul><li>Appropriate Meetings: </li></ul><ul><ul><li>Formal agenda/event </li></ul></ul><ul><ul><li>Mandatory attendance </li></ul></ul><ul><ul><li>Provide topical matters of general interest </li></ul></ul>
    22. 22. <ul><li>Appropriate Working Lunch: </li></ul><ul><ul><li>Several hours of substantive information provided before and after lunch </li></ul></ul><ul><ul><li>Formal agenda/working lunch agenda </li></ul></ul><ul><ul><li>Program or speaker providing important information </li></ul></ul><ul><ul><li>Mandatory attendance </li></ul></ul><ul><li>No viewing of exhibits: (such as at a convention) </li></ul>What is the Food & Beverage Policy?
    23. 23. <ul><li>Appropriate Working Dinner: </li></ul><ul><ul><li>Several hours of substantive information provided before and after dinner </li></ul></ul><ul><ul><li>Formal agenda/working agenda </li></ul></ul><ul><ul><li>Program or speaker providing important information </li></ul></ul><ul><ul><li>Mandatory attendance </li></ul></ul><ul><li>Event can not end after dinner: </li></ul>What is the Food & Beverage Policy?
    24. 24. What is the Food & Beverage Policy? <ul><li>Three Tests Rule: </li></ul><ul><ul><li>Incidental to work-related event </li></ul></ul><ul><ul><li>Cost is reasonable </li></ul></ul><ul><ul><li>Not for amusement or social event </li></ul></ul><ul><ul><li>(no receptions) </li></ul></ul>
    25. 25. <ul><li>Examples of appropriate Break Foods: </li></ul><ul><ul><ul><ul><li>coffee/tea </li></ul></ul></ul></ul><ul><ul><ul><ul><li>soda/juices </li></ul></ul></ul></ul><ul><ul><ul><ul><li>cookies </li></ul></ul></ul></ul><ul><ul><ul><ul><li>fruit </li></ul></ul></ul></ul>What is the Food & Beverage Policy?
    26. 26. <ul><li>No matter what is allowable – </li></ul><ul><li>NOT mandatory: </li></ul><ul><ul><li>FIRST project manager should decide whether they want to use project $ for such costs </li></ul></ul>What is the Food & Beverage Policy?
    27. 27. <ul><li>Top Ten Tips for Food & Beverage: </li></ul><ul><ul><li>Provide a speaker at a lunch or dinner </li></ul></ul><ul><ul><li>Support the event with a formal agenda </li></ul></ul><ul><ul><li>The event must be mandatory for all participants </li></ul></ul><ul><ul><li>Do not pay for bar charges using registration fees (i.e. program income)7 </li></ul></ul><ul><ul><li>Do not make alcohol available at the event </li></ul></ul>What is the Food & Beverage Policy?
    28. 28. <ul><li>Top Ten Tips for Food & Beverage: </li></ul><ul><ul><li>6. Provide appropriate break foods </li></ul></ul><ul><ul><li>7. Surrounding events must provide several </li></ul></ul><ul><ul><li> hours of substantive information </li></ul></ul><ul><ul><li>8. Do not end events with a meal and/or </li></ul></ul><ul><ul><li> break </li></ul></ul><ul><ul><li>9. Costs must be reasonable </li></ul></ul><ul><ul><li>As a participant, reduce per diem </li></ul></ul><ul><ul><li> appropriately </li></ul></ul>What is the Food & Beverage Policy?
    29. 29. <ul><li>10% Deviation from Total Award $$ (does not apply to grants $100K or less) </li></ul><ul><li>Change in Scope of Project </li></ul><ul><li>Change in Project Period (no cost extension) </li></ul>GRANT ADJUSTMENTS FINANCIAL MANAGEMENT SEMINAR
    30. 30. <ul><li>Retire Special Conditions </li></ul><ul><li>Change of Project Director </li></ul><ul><li>Prior Approval </li></ul><ul><li>Change in grantee address </li></ul>GRANT ADJUSTMENTS FINANCIAL MANAGEMENT SEMINAR
    31. 31. Old GAN Form
    32. 32. Standard grant adjustment types <ul><li>Standardize </li></ul><ul><li>Combine </li></ul><ul><li>Eliminate </li></ul><ul><li>Grantee </li></ul><ul><li>Sole Source Approval </li></ul><ul><li>Program Office Approvals </li></ul><ul><li>Budget Modifications </li></ul><ul><li>Change Grantee Authorized Signing Official </li></ul><ul><li>Change Grantee Contact Name or Alternate Contact </li></ul><ul><li>Change Grantee Name </li></ul><ul><li>Mailing Address Change </li></ul><ul><li>Change Project Period </li></ul><ul><li>Change Project Scope </li></ul><ul><li>Program Office </li></ul><ul><li>Removal of Special Conditions Related to Programmatic Requirements </li></ul><ul><li>Removal of Special Conditions Related to Programmatic Requirements Withholding Funds </li></ul><ul><li>Budget Modifications </li></ul><ul><li>Change Project Period </li></ul><ul><li>Change Project Scope </li></ul><ul><li>OC </li></ul><ul><li>Removal of Special Conditions Related to Financial Clearance </li></ul>GMS Grant Adjustment types Grant Adjustment Notice (GANs) <ul><li>Project Budget Additions </li></ul><ul><li>Approve Sole Source </li></ul><ul><li>Change Grantee Authorized Signing Official </li></ul><ul><li>Change Grantee Contact Name or Key Staff </li></ul><ul><li>Change in approved budget categories </li></ul><ul><li>Change in OJP Grant Manager </li></ul><ul><li>Changes in Scope of Grant </li></ul><ul><li>Changes in Scope of Grant with Budget Implications </li></ul><ul><li>Contracting for or Transferring of Grant-Supported Effort (Discretionary only) </li></ul><ul><li>Date Changes – Extension of Expenditure Period (No Cost Extension) </li></ul><ul><li>Date Changes – Extension of Grant Period </li></ul><ul><li>Deviations from approved budgets </li></ul><ul><li>Grant Closeouts </li></ul><ul><li>Name Change </li></ul>15. Name Change – Grant Administration Change Agreement 16. Name Change – Grant Implementation Change Agreement 17. Permanent Withdrawal or Change in Project Director (Discretionary Only) 18. Project Site/Address Change 19. Removal of Special Conditions (program requirements are met) 20. Remove Special Conditions Related to Withholding Funds 21. Deobligation of Funds for Closeout (OC Initiates) 22. Deobligation of Funds in Prep to Closeout 23. Successor in Interest Agreements (Categorical only) 24. Temporary Absence of Project Director (Discretionary & Cooperative Agreements Only) 25. Vendor # Change or VIN Change
    33. 33. Grantee Initiated GANs
    34. 34. Grant Manager Initiated GANs
    35. 35. Financial Analyst Initiated GANs
    36. 36. GMS Home Page CLICK HERE
    37. 37. Enter the User ID and Password Applicant Sign In Page
    38. 38. The Grantee will click on the ‘Grant Adjustment’ link GMS Home Page
    39. 39. Click on this link to create a new GAN All Active GANs
    40. 40. These are the details that will be changed Change Grantee Authorized Signing Official
    41. 41. <ul><li>Choose the adjustment to be made by clicking on the ‘drop-down’ arrow </li></ul><ul><li>A list of ‘Adjustment Types’ will be displayed </li></ul><ul><li>Choose the GAN type by clicking on the appropriate type </li></ul>Grant Adjustments Type
    42. 42. Place a check mark in the Award requiring a change Select Award Click “Select”
    43. 43. Change Information <ul><li>Current information is displayed on the left side, while the right side displays the placeholders where the new and updated information must be entered. </li></ul>2. Grantee must enter justification for change of signing official prior to saving or submitting GAN request
    44. 44. Choosing the Document <ul><li>Choose the file by highlighting it </li></ul><ul><li>The ‘Choose File’ dialogue windows opens </li></ul><ul><li>Click ‘Open’ </li></ul><ul><li>User must click on ‘Browse” to find the attachment </li></ul>
    45. 45. The Attached Supporting Documents <ul><li>To attach the file to the GAN, user must click on ‘Attach File. </li></ul>
    46. 46. <ul><li>Grantee will be given the opportunity to add another document </li></ul><ul><li>Up to 5 documents may be added to the GAN </li></ul>The Attached Supporting Documents
    47. 47. <ul><li>The form is now complete and the supporting document/s have all been attached. </li></ul><ul><li>Once this has been checked, click on ‘Submit’. </li></ul>Final Document Change
    48. 48. Final Action Query
    49. 49. Completed GAN Notification All Active GANs
    50. 50. Change Grantee Name
    51. 51. Change Grantee Name Grantee highlights and clicks on the desired change action
    52. 52. A Notification box will appear, advising the grantee of the implications of the action Change Grantee Name
    53. 53. Grantee must click on the ‘Select’ button to continue Change Grantee Name
    54. 54. A list of all Grants that will be affected by the change will show on the right side of the GAN document Change Grantee Name
    55. 55. Justification for the Grantee Name Change is required before the grantee may proceed Click the ‘Save’ button if you wish to return to the GAN before submitting. Change Grantee Name Once the ’Submit ‘ button has been clicked, no further editing may be done.
    56. 56. An ‘Action Notification’ dialogue query box will appear confirming the action. Change Grantee Name
    57. 57. Completed GAN Notification All Active GANs
    58. 58. FINANCIAL MANAGEMENT SEMINAR SF 269A Financial Status Report
    59. 59. Web-based SF 269A Reporting <ul><li>Effective October 27, 2007, Quarterly Financial Status Reports are submitted through the Grants Management System (GMS) at https://grants.ojp.usdoj.gov . </li></ul><ul><li>The on-line SF-269A requires the same reporting information as the paper version. </li></ul><ul><li>No more faxing. No more mailing. </li></ul>FINANCIAL MANAGEMENT SEMINAR
    60. 60. On Line SF 269A Reporting CLICK HERE FINANCIAL MANAGEMENT SEMINAR
    61. 61. Smallville Police Department 123 Main Street Nicetown, USA 12356 123456789 01/01/06 12/31/06 04/01/06 06/30/06 2006-XX-XX-1234
    62. 62. 11,020 520 10,500 3,000 1,000 2,000 14,020 1,520 12,500 4,000 1,000 3,000 15,500 50,000 34,500 0 0 $0.00 0 0 0 0 0 0
    63. 63. 11,020 520 10,500 3,000 1,000 2,000 14,020 1,520 12,500 4,000 1,000 3,000 15,500 50,000 34,500
    64. 64. 11,020 520 10,500 3,000 1,000 2,000 14,020 1,520 12,500 4,000 1,000 3,000 15,500 50,000 34,500 0 0 $0.00 0 0 0 0 0 0
    65. 67. Mr. John Doe Director 999 555 1234
    66. 69. Reporting Requirements <ul><li>Remember: </li></ul><ul><li>SF-269A - Quarterly - delinquent after 15th May, and the 14th of Aug, Nov, and Feb. </li></ul><ul><li>Problems with SF269? Contact: </li></ul><ul><li>OCFO Customer Service Center </li></ul><ul><li>1-(800) 458-0786 or (202) 305-3388 </li></ul><ul><li>TDD (For Hearing Impaired) (202) 616-3867 </li></ul><ul><li>Email: ask.ocfo@usdoj.gov </li></ul><ul><li>Fax#: (202) 353-9279 </li></ul>FINANCIAL MANAGEMENT SEMINAR
    67. 70. Reporting Requirements <ul><li>Check the special conditions on your Award Document or the Solicitation, to determine due dates for Progress Reports </li></ul><ul><li>If Progress Reports are delinquent, future awards, fund drawdowns, and grant adjustment notices may not be processed </li></ul><ul><li>Applicants that apply for Federal funding utilizing GMS should submit their progress reports on-line through this system </li></ul>FINANCIAL MANAGEMENT SEMINAR
    68. 71. Reporting Requirements <ul><li>The Grant Management System (GMS) has the capability for grantees to report their grant process through an online Categorical Assistance Progress Report or online Performance Report. </li></ul><ul><li>Features include: </li></ul><ul><ul><li>Data for form is filled in with information already in GMS </li></ul></ul><ul><ul><li>Grantees can attach documents as part of their report </li></ul></ul><ul><ul><li>E-mail notifications occur to remind grantees to submit report </li></ul></ul><ul><ul><li>OJP grant managers can review and send back incomplete reports to grantees </li></ul></ul>FINANCIAL MANAGEMENT SEMINAR
    69. 72. Reporting Requirements <ul><li>Questions concerning GMS may be addressed to the GMS Help Desk at </li></ul><ul><li>1-(800) 549-9901 </li></ul><ul><li>Contact program manager for Reporting Requirements </li></ul>FINANCIAL MANAGEMENT SEMINAR
    70. 73. MONITORING DISCUSSION FINANCIAL MANAGEMENT SEMINAR MONITORING
    71. 74. FINANCIAL MANAGEMENT SEMINAR Monitoring Division’s Mission <ul><li>Ensure stewardship over Federal funds awarded by: </li></ul><ul><ul><li>On-Site financial reviews </li></ul></ul><ul><ul><li>OCFO-Based financial reviews </li></ul></ul><ul><ul><li>Resolution of audit reports </li></ul></ul><ul><ul><li>Technical assistance to grantees </li></ul></ul>
    72. 75. TEN TOP MONITORING FINDINGS (FY2006) <ul><li>1. Grant expenditures questioned </li></ul><ul><li>2. Accounting procedures needed improvement </li></ul><ul><li>3. Financial Status Reports were not timely submitted </li></ul><ul><li>4. Amounts reported on FSRs were not supported by adequate accounting records </li></ul><ul><li>5. Payroll procedures needed improvement </li></ul>FINANCIAL MANAGEMENT SEMINAR
    73. 76. <ul><li>6. Single Audit Report packages were not timely submitted </li></ul><ul><li>7. Inventory procedures needed improvement </li></ul><ul><li>8. Inadequate subrecipient monitoring </li></ul><ul><li>9. Procurement procedures needed improvement </li></ul><ul><li>10. Unauthorized budget modifications (in excess of 10% limit) </li></ul>TEN TOP MONITORING FINDINGS (FY2006) FINANCIAL MANAGEMENT SEMINAR
    74. 77. Financial Guide The United States Department of Justice Office of Justice Programs Office if the Comptroller Financial Guide http://www.ojp.usdoj.gov/oc FINANCIAL MANAGEMENT SEMINAR
    75. 78. Electronic Access for the OJP Financial Guide via Internet OJP Home Page http://www.ojp.usdoj.gov/oc Click on the Financial Guide to review guide FINANCIAL MANAGEMENT SEMINAR
    76. 79. OCFO Financial Questions via Internet OCFO e-mail Address: [email_address] FINANCIAL MANAGEMENT SEMINAR
    77. 80. OCFO Financial Questions via Telephone OCFO Customer Service Center Monday through Friday 8:30 a.m. - 6:00 p.m. est. 1-(800) 458-0786 or (202) 305-3388 TDD (For Hearing Impaired) (202) 616-3867 FAX (202) 353-9279 FINANCIAL MANAGEMENT SEMINAR
    78. 81. <ul><li>Over 1,500 Programs </li></ul><ul><li>Represents $400b </li></ul><ul><li>52 Agencies </li></ul><ul><li>Search by Keyword </li></ul><ul><li>http://www.cfda.gov </li></ul>HOW TO ACCESS GRANT $$ Catalogue of Federal Domestic Assistance (CFDA)
    79. 82. <ul><li>For more information </li></ul><ul><li>(202) 708-5126 </li></ul><ul><li>FEDERAL DOMESTIC ASSISTANCE </li></ul><ul><li>CATALOG STAFF </li></ul><ul><li>307 - 7th Street, S.W. </li></ul><ul><li>Room #101 </li></ul><ul><li>WASHINGTON, D.C. 20407 </li></ul>HOW TO ACCESS GRANT $$
    80. 83. <ul><li>To access CFDA on-line </li></ul><ul><li>GSA Home Page Publications </li></ul><ul><li>http://www.cfda.gov </li></ul>HOW TO ACCESS GRANT $$
    81. 84. THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END THE END
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