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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Effort Takes Time and Documentation
MIKE BENDER, [email protected]
BRUSTEIN & MANASEVIT, PLLC
SPRING FORUM 2015
Brustein & Manasevit, Brustein & Manasevit, PLLCPLLCBrustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Time and Effort Standards
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
The BASICS – NO CHANGE!
If federal funds are used for salaries, then time distribution records are required.How staff demonstrate allocability
If employee paid with federal funds, then must show that the employee worked on that specific federal program cost objective.
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Participants – No Change!
All employees paid with federal funds!!Some employees paid with non-federal fundsPart-Time EmployeesNOT contractors
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
A-87 Standards
Semi-Annual Certifications
If an employee works on a single cost objective: After the fact Account for the total activity Signed by employee or
supervisor Every six months (at least twice
a year)
Personnel Activity Report (PAR)
If an employee works on multiple cost objectives: After the fact Account for total activity Signed by employee Prepared at least monthly and
coincide with one or more pay periods
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
A-21 Standards
Plan Confirmation
Budgeted allocations for professional/professorial staff
Updated to reflect any significant changes in actual work
After-the-Fact Activity Reports Professional/Professorial staff keep
records every six months All other employees keep monthly
records Signed by employee, principal
investigator, or responsible official using suitable means of verification.
Must reflect activity applicable to each sponsored agreement and to each category needed to identify F&A costs
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Variety of records kept in combination at least monthly.
Multiple Confirmation Records
Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
A-122 Standards
After the fact Account for total activity Signed by employee or supervisor with first hand
knowledge Prepared at least monthly and coincide with one or
more pay periods
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Personnel Activity Reports
Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Part 200 Standards
Charges for salaries must be based on records that accurately reflect the work performed (200.430(i)(1))1. Must be supported by a system of internal controls which
provides reasonable assurance charges are accurate, allowable and properly allocated
2. Be incorporated into official records3. Reasonable reflect total activity for which employee is
compensated Percentages may be used for distribution of total activities Not to exceed 100%
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Part 200 Standards
4. Encompass all activities (federal and non-federal)5. Comply with established accounting policies and practices6. Support distribution among specific activities or cost
objectives
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
COFAR Comments on NEW Rule
By focusing more on internal controls, the rule “mitigates the risk that a non-Federal entity… will focus on prescribed procedures... which alone may be ineffective in assuring full accountability.”
• Uncovering weaknesses in internal controls or instances of fraud is goal. Not audit findings.
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Part 200 Cost Objectives
What is a cost objective? 200.28 Program, function, activity, award, organizational
subdivision, contract, or work unit for which cost data are desired and for which provision is made to accumulate and measure the cost of processes, products, jobs, capital projects, etc.
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Part 200 Cost Objectives
Multiple Cost Objectives 200.430(vii): More than one Federal award. A Federal award and a non-Federal award. An indirect cost activity and a direct cost activity. Two or more indirect activities that are allocated using
different allocation bases. An unallowable activity and a direct or indirect cost activity.
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Not Cost Objectives
Federal ProgramsTitle I, Part ADoing my jobESEAWorking on initiatives and programs that benefit
Title I studentsDirector of Federal Programs
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Title I, Part A LEA-level Cost Objectives
LEA-Level Administration (Public and Equitable Services) School Choice Transportation and Supplemental Education Services (SES) Equitable Services Professional Development
10% of LEA allocation (if LEA is identified for improvement) Professional Development
10% of each school’s Title I Part A allocation (if school is identified for improvement) Parental Involvement
At least 1% of LEA allocation Districtwide Initiatives Incentives and rewards to teachers to work in Title I schools in improvement,
corrective action, and restructuring No more than 5% of LEA allocation
Title I, Part A Programmatic Costs
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Need for Clarification
Always been confusion re: Cost objectives Do you track funding source or track what employee is
working on? For example, Project Director of 21st CCLC after school
program working 100% of her time on the 21st CCLC program but is paid 75% with 21st CCLC funds and 25% with State funds.
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Help!
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Time and Effort Guidance by OCFO!!!
http://www2.ed.gov/policy/fund/guid/gposbul/time-and-effort-reporting.html
Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
OCFO Guidance
It is possible to work on a single cost objective even if an employee works on more than one Federal award or on a Federal award and a non-Federal award.
The key to determining whether it is a single cost objective is whether the employee’s salary and wages can be supported in full from each of the Federal awards on which the employee is working or from the Federal award alone if the employee’s salary is also paid with non-Federal funds.
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Use of Budget Estimates
Budget estimates alone do not qualify as support for charges to Federal awards 200.430(i)(1)(viii)
May be used for interim accounting purposes if: Produces reasonable approximations Significant changes to the corresponding work activity
are identified in a timely manner Internal controls in place to review after-the-fact interim
charges based on budget estimates
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Focus on IHEs
“It is recognized that teaching, research, service, and administration are often inextricably intermingled in an academic setting. When recording salaries and wages charged to Federal awards for IHEs, a precise assessment of factors that contribute to costs is therefore not always feasible, nor is it expected.” 200.430(i)(1)(x)
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Compliance
NEW: If records meet the standards, the non-federal entity will not be required to provide additional support or documentation for the work performed. 200.430(i)(2)
DOL regulations for Fair Labor Standards Act must still be met (i.e. charges must be supported by records indicating the total number of hours worked each day)
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Non-Compliance
BUT, if records of grantee do not meet new standards, awarding agency may require PARs, including prescribed certifications or equivalent documentation that support the records as required by Part 200. 200.430(i)(8) However, PARs are not defined!!!
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Reconciliation
NEW: All necessary adjustments must be made such that the final amount charged to the Federal award is accurate, allowable, and properly allocated. 200.430(i)(1)(viii)(C)
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Substitute Systems
States, local governments and Indian tribes encouraged to adopt “substitute systems” if approved by cognizant agency for indirect cost. 200.430(i)(5)
Still acceptable to allocate sampled employees’ supervisors, clerical and support staffs, based on the result of the sampled employees. 200.430(i)(5)(ii)
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Alternative Proposals
Cognizant agencies for indirect costs are encouraged to accept alternative proposals based on outcomes and milestones for program performance.
These plans are acceptable as alternatives to the UGG’s standards.
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Blended Funding
A non-Federal entity may submit performance plans that incorporate funds from multiple Federal awards and account for their combined use based on performance-based metrics, if approved.
Must submit a request for a waiver that includes certain information, including the method of charging costs. 200.430(i)(7)
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Brustein & Manasevit, Brustein & Manasevit, PLLCPLLC
Disclaimer
This presentation is intended solely to provide general information and does not constitute legal advice or a legal service. This presentation does not create a client-lawyer relationship with Brustein & Manasevit, PLLC and, therefore, carries none of the protections under the D.C. Rules of Professional Conduct. Attendance at this presentation, a later review of any printed or electronic materials, or any follow-up questions or communications arising out of this presentation with any attorney at Brustein & Manasevit, PLLC does not create an attorney-client relationship with Brustein & Manasevit, PLLC. You should not take any action based upon any information in this presentation without first consulting legal counsel familiar with your particular circumstances.
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