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Fiscal Monitoring
““How to Handle Fiscal Monitoring When How to Handle Fiscal Monitoring When You're Not an Accountant”You're Not an Accountant”
““How to Handle Fiscal Monitoring When How to Handle Fiscal Monitoring When You're Not an Accountant”You're Not an Accountant”
Fiscal Monitoring: Fiscal Monitoring: A Guide for ConsultantsA Guide for Consultants
Fiscal Monitoring: Fiscal Monitoring: A Guide for ConsultantsA Guide for Consultants
Agenda: Background Monitoring Process Pre-Visit During the site visit After the site visit Red flags Tools of the trade Questions / Discussion
Policy Driven Cost Principles:
OMB Circular A-87-OMB Circular A-87- State, Local, and Indian Tribal Gov’ts
OMB Circular A-21- OMB Circular A-21- Educational InstitutionsEducational Institutions OMB Circular A-122-OMB Circular A-122- Non-Profit Organizations Non-Profit Organizations Subrecipient Monitoring Plan –Subrecipient Monitoring Plan – applicable to all applicable to all
NC DPH sections. Allows for flexibility.NC DPH sections. Allows for flexibility.
Internal BranchInternal Branch Site Visit Policy – Site Visit Policy – Deputy Branch HeadDeputy Branch Head Scope of WorkScope of Work (SOW)(SOW) deliverables deliverables
Fiscal Monitoring Fiscal Monitoring addresses several key addresses several key contract compliance contract compliance
areas.areas.
Fiscal Monitoring Fiscal Monitoring addresses several key addresses several key contract compliance contract compliance
areas.areas.
The Balancing Act…
Pre-Visit
Notify POC at the agency
Determine if another monitor will accompany you
Discuss objectives for visit w/ agency
Review Grant/SOW
Determine issues to discuss
Choose 2 CERs to review
Pre-Visit
Review high-risk ltr. (if applicable)
Review last site visit report
Review last quarterly report
Secure directions to agency
Reserve hotel and car
Process BDA (if required for travel)
2-3 days prior, confirm site visit by email
Bring laptop, paper, pen/pencil, & calculator
Site Visit Check List
Salary / Fringe
Timesheets (signed by employee and supervisor)
Payroll ledgers
Allocation formula
Site Visit Check List
Operating ExpensesBills / Invoices / Receipts
Allocation formula
Payment verificationCheck copies
General ledger
Bank statements / cancelled checks
Verification of internal account transfer
Site Visit Check List
Equipment ExpensesBills / Invoices / Receipts
Allocation formula
Payment verificationCheck copies
General ledger
Bank statements / cancelled checks
Verification of internal account transfer
Site Visit Check List
General Contracted Services
Review Contract
Bills / Invoices / Receipts
Payment verificationCheck copies
General ledger
Bank statements / cancelled checks
Verification of internal account transfer
Key Questions to Consider:
Rent / UtilitiesIs it a rational expense?
Is an allocation formula used?
How many other grants?
Based on what?
Who owns the building?
Supplies / Ed. Exp.Is it reasonable / allowable?
Is it consistent with the contract?
Is it consistent with the program?
Is the expense “Organizational” or “Program Specific”?
Key Questions to Consider:
Telephone / Cell Phone
Who is using the phone(s)?
How are they involved with the grant?
On the bill, when are calls being made?
To whom?
Other Unallowable Costs
Sales tax should not be included
Bank “Overdraft Charges”
“Red Flags”Uncharacteristic behavior by employees
Offers of gifts, money, or other gratuities from grantees
Increase in claims for reimbursement
Appearance of conflict of interest by employees
Unaccountable funds
“Red Flags”
One person in control (e.g., no separation of duties)
Altered, inadequate or missing documentation
Non-serial numbered transactions
Grantees living beyond their means
Nepotism
Post-Site Visit Check List
Post-VisitReturn Car (if applicable)
Complete Travel Reimbursement forms
Prepare a Draft ReportGive to Unit Manager for review
Mail approved report to agency within 3 weeks of site visit
Fiscal MonitoringPutting the Pieces Together
TechnicalAssistance
Sanctions ?
AnalyzeReviewVerify
Action ?
Policies
Monitoring ToolsPlan
Report
Questions / Discussion