Prezi

Present Remotely

Send the link below via email or IM

Copy

Present to your audience

Start remote presentation

  • Invited audience members will follow you as you navigate and present
  • People invited to a presentation do not need a Prezi account
  • This link expires 10 minutes after you close the presentation
  • A maximum of 30 users can follow your presentation
  • Learn more about this feature in the manual

Do you really want to delete this prezi?

Neither you, nor the coeditors you shared it with will be able to recover it again.

DeleteCancel

Make your likes visible on Facebook?

Connect your Facebook account to Prezi and let your likes appear on your timeline.
You can change this under Settings & Account at any time.

No, thanks

AIDS United: Commit to Compliance

No description
by Tran Doan on 24 February 2014

Comments (0)

Please log in to add your comment.

Report abuse

Transcript of AIDS United: Commit to Compliance

Presentation bought to you by
AIDS United's Guide to Strengthening the Integrity, Transparency and Efficacy of Your Federally-Funded Program
Commit to
Compliance
Introduction
Purpose and Context
Fiscal Compliance
Contact
1
2
3
4
6
5
Compliance Toolkit
COMPLIANCE
Introduction
Programmatic Compliance
Purpose and Context
Fiscal Compliance
Support from AU
Especially for SIF Grantees
IS ENDURANCE TRAINING
1
How do I get started?
Introduction
Transactions are properly recorded and accounted for





Transactions comply with






Funds, property, and other assets are safeguarded against loss from unauthorized use or disposition
3
4
2
Frequent Audit Findings

Brad Ward
Government Grants Compliance Officer
bward@aidsunited.org
202-408-4848 x 222
Thank you
Questions?
COMPLIANCE
IS ENDURANCE TRAINING
Programmatic
Compliance
Especially for SIF Grantees
Introduction
Purpose
& Context
Fiscal
Compliance
AIDS United
1424 K Street, N.W., Suite 200
Washington, DC 20005
COMPLIANCE
Purpose and Context
The rationale behind a compliance program
Fiscal Compliance
Effective management for sustainability
Programmatic Compliance
Demonstrate your program's impact and outcomes
Inadequate or missing policies and procedures
–Improper time and effort reporting
–Improper source documentation to support costs
–Lack of proper approval, certification, or authorization
–Lack of segregation of duties
–Lack of subrecipient monitoring
–Inadequate or missing project or technical reports



–Unallowable costs
–Inadequate or missing reconciliations
–Inadequate or missing financial report or proposals
–Excessive costs claimed or rates charged
Inadequate or missing policies and procedures







Inadequate system to track, manage, or account for revenue, expenses, assets, and liabilities
Why is compliance important?
Required and expected in federal funding

Transparency and accountability

Sustainability and succession planning
Policies and Procedure:
Put it in writing

–Federal, state, and local regulations
–Financial or programmatic audit result
–Best practices


–Guidance for reasonable, allowable, and allocable expenses
–Consistency
–Accountability
Foundation




Purpose
Policies and Procedure:
Remaining Relevant
Who is Responsible?
Executive Director

Finance Director

Program Director

Program Staff

Board
Financial Systems
Full and current accounting of all revenue and expense

Records of source and application of funds

Effective control and accountability

Timely budget reporting

Written procedures to support all accounting functions

Records and supporting documentation
The Key to Fiscal Health
Internal Controls

Budgeting

Monitoring and Reporting

Potential Areas of Risk

Reporting Time and Effort

–Ensure reliable financial statements and Federal reports
–Maintain accountability over assets
–Demonstrate compliance with laws, regulations, and
other requirements


–Laws, regulations, and the provisions of contracts or
grant agreements that could have a direct and material
effect on a Federal program
–Any other laws and regulations identified in
compliance supplements
A process, effected by an entity's management and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in the following categories:





–Effectiveness and efficiency of operations

–Reliability of financial reporting

–Compliance with applicable laws and
regulations
Internal Control
Source: OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
Internal Control for Federal Programs
Creating Internal Control


–REALISTIC: Data Driven

–REFLECTIVE: Mission and Vision

–RICH: Informed by Staff and History

–ROBUST: Plan for Contingencies
A tool for planning and monitoring
Budget


–Account for physical restrictions–size of staff, physical space, etc.


–Verification through physical inspection


–Appropriate
–Written
–Retained
Written policies/procedures

Segregation of duties



Approval authorization


Documentation




Monitoring and Reporting

–Program
–Department
–Organizing


–Review information
–Prepare to discuss deviation from expected performance


–Internally
–Externally
Budget to Actual




Never be surprised



Provide relevant information to your audience
Monitoring and Reporting
Express time in hours (not

percentages)

Document all hours during period




Signed and dated by employee and supervisor

After-the-fact reporting of time



–Paid Leave
–Holidays
–Time worked
Time and Effort




–Timesheets must show the distribution of time in hours

–Distribution of time is the data used for budget-to-actual
reporting of salary

–Treatment of leave time
-Consistent with other allocated personnel fringe costs
Timekeeping
Personnel activity reports (or timesheets) must account for the total activity for which employees are compensated and which is required in fulfillment of their obligations to the organization
Staffing

Sub-contracting

Travel policies–


Cost-sharing–

Financial administration–


Indirect Costs

Identifying Risk

trip authorization, travel reimbursement. Justify and document exceptions to travel policy

Maintain appropriate documentation for match

segregate funds in accounting software, include CFDA number for federal funds




COMPLIANCE
Click on the
red
text
to open links!
IS ENDURANCE TRAINING
Programmatic
Compliance
Introduction
Purpose
& Context
Fiscal
Compliance
Especially for SIF Grantees
Support from AU
COMPLIANCE









–Document
–Document
–Document
–Document


Implement and follow effectively

Review periodically

Amend responsibly

Deviate intentionally and accountability






AIDS United
Thank you
Compliance Toolkit Survey
Please take this quick survey now!
https://surveymonkey.com/s/FLV55JR
Click here to open survey!

This presentation made available through AIDS United’s Public/Private partnerships with:
Thank you
Acknowledgements
Monthly Financial Report Review
GL and report balance

Revenue appropriately documented

Utilization rate is consistent with expectations

Monthly dashboard report
6
Promoting organizational development with compliance support
Support from AU
Review of monthly financial reports

Desk Monitoring

Site Visits

Ongoing communication
Desk Monitoring and Site Visit
Financial reports

Audit and 990 filing

Cost allocation formulas

Documentation of expenses
AU's Desk Monitoring
Inadequate or missing policies and p
–Compliance Officer
–AU Finance staff



–Potential Findings
–Recommendations
–Corrective action required to maintain compliance
Who will conduct the review?




Report to you
Site Visit



–Discuss findings
–Review complex items
–Review time keeping procedures
–Review sub-contractor monitoring plan
–Finalize corrective action plan
Review of findings and recommendations

One-on-one Technical Assistance







–Personal
–Travel
–Operating expense
Policies (Operating, Accounting,
Personnel, Programmatic)

Board Minutes

Contract with AU

Support from AU
Basis of SIF Compliance
Inadequate or missing policies and procedures
–Match
–NSCHC
–Nondiscrimination


–Financial Reporting
–Program Reporting
–Evaluation Requirements
SIF Terms & Conditions




AIDS United grant agreement terms
Navigating the compliance field of CNCS grants and cooperative agreements
Especially for SIF Grantees
Specific to SIF
Consistency of treatment across funding sources

Matching requirement


National Service Criminal History Check (NSCHC)

Nondiscrimination Policy
Must be completed PRIOR to charging time and effort to SIF and AmeriCorps

Applicable to CNCS, AU Match, and Local Match categories equally (SIF only)

Require authorization form, state issued ID, and Request to Serve (if applicable)

Communicate changes to AU staff immediately
NSCHC
Subcontractor Monitoring
Inadequate or missing policies and p
–Define reporting metrics, frequency, and format

–Reimburse for program expenses

–Create transparency in processes

–Tie to Schedule of Deliverables or Scope of Work
Specific
Measurable
Attainable
Realistic
Time-framed
NSCHC for covered positions
Build compliance into your contract
Subcontractor Monitoring
Inadequate or missing policies and procedures
–Improper source documentation to support costs
–Deliverables
–Financial reports
–Audit and 990 filing
–Allocation formulas
–Documentation of expenses
Personnel (if applicable)
Travel
Operating expense
Suggested review list
5
If
YES:

click on right of arrow here






Do you receive Corporation for National and Community Service funding from AIDS United?
If
NO:

click on right of arrow here

–Prohibition on use of federal funds
The Corporation for National and Community Service Social Innovation Fund
Thank you
Janssen Therapeutics
Bristol-Myers Squibb
Ford Foundation
ViiV Healthcare
Elton John AIDS Foundation
MAC AIDS Fund
Gilead Sciences, Inc.
Dr. David E. Rogers Innovation Fund
Levi Strauss Foundation
Chevron Corp.
Walgreens Company
Broadway Cares
H. van Ameringen Foundation
OraSure Technologies, Inc.
Macy’s Foundation
John Taylor Memorial Fund
Public Private

Brad Ward
Government Grants Compliance Officer
bward@aidsunited.org
202-408-4848 x 222
Thank you
Questions?
Source: OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
Click here to open the form!
http://tinyurl.com/NSCHCpdf
http://tinyurl.com/OMB2014
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards
Click here to learn more:
See the full transcript