Walker and Company, LLP: Financial and Grants Management Institute
San Diego, CA, March 18–20, 2008
Detailed Institute Agenda (PDF)
DAY ONE—Tuesday, March 18, 2008
7:30 a.m.–1:00 p.m. - Registration
7:30 a.m.–8:30 a.m. - Continental Breakfast
8:30 a.m.–11:30 a.m. - New Grantee Pre-Institute Orientation Session
This session will provide an overview of the history of national service. The presenters will describe programs that make up the Corporation for National and Community Service. The participants will learn who they should contact when they have questions related to their grant funding.
Presenters: Gina Fulbright-Powell, Kristen Haggins, Kristen McSwain, Peg Rosenberry
1:00 p.m.–2:30 a.m. - Opening Plenary/General Issues
This session will provide attendees with an overview of the conference and updates on Federal and Corporation grants management.
Presenters: Gina Fulbright-Powell, Kristen Haggins, Kristen McSwain, Peg Rosenberry
2:30 p.m.–3:00 p.m. - Break
3:00 p.m.–5:00 p.m. - Training Block 1
Key Focus Areas for Staff — Grantees with AmeriCorps Members
This session will provide fiscal staff specific areas to focus on to ensure fiscal accountability for their CNCS grants funds. Topics will include living allowance distribution, background checks, and new rules for match.
View the PowerPoint presentation for this section:
Presenter: Kristina Tecce
Key Focus Areas for Staff—Senior Corps Projects
This session will provide fiscal staff specific areas to focus on to ensure fiscal accountability for their CNCS grant funds. Topics will include budgeting and amendment changes, and preparing for a fiscal site visit.
View the PowerPoint presentiation for this section:
Presenter: Susan Meche
Key Focus Areas for Staff—Learn and Serve Programs
This session will provide fiscal staff specific areas to focus on to ensure fiscal accountability for their CNCS grant funds. Topics will include LSA Core Competencies.
View the PowerPoint presentation for this section:
Presenter: Jonnie Jenkins
5:30 p.m. - 7:00 p.m. - Reception & Networking Opportunity and Reflection
At the reception, we will have an opportunity to get to know one another better, sharing common concerns and effective practices. Don't miss out on the light hor'doeuvres and give-aways!
Presenter: Kristina Tecce
DAY TWO—Wednesday, March 19, 2008
7:30 a.m.–9:00 a.m. - Networking Breakfast
Come start your day with a nice breakfast. There will be an opportunity to talk with participants from the same program type.
9:00 a.m.–11:00 a.m. - Training Block 2
Developing and Managing Your AmeriCorps Budget - For AmeriCorps Programs Only
An essential part of budgeting is identifying costs attributable to your national service program. This session will provide participants with tools to help align their budget and program design. There will also be information on managing a budget once it is created.
View the PowerPoint presentation for this section:
Presenter: Mimi Morris
Federal Grants Management for Program Staff - All Program Types
This session will assist program staff in understanding the basic concepts of managing federal funds. There will be a review of the regulatory requirements that staff should be aware of when working with federal grants.
View the PowerPoint presentation for this section:
Presenter: Kristina Tecce
Federal Grants Management for Fiscal Staff - All Program Types
This session is designed for financial staff new to working with national service grants. We will review the highlights of the uniqueness of the Corporation for National and Community Service grants. We will review the specific programmatic issues with each of the grant programs.
View the PowerPoint presentation for this section:
Presenter: Jonnie Jenkins
Subgrantee Monitoring/Grantees with Subgrantees or Subrecipients
This session is for organizations that sub-grant any of the funding that it receives from the Corporation for National and Community Service. This session will provide the participants with concrete methods to incorporate a risk-based approach in the review and monitoring of their sub-grantee(s) when conducting desk monitoring activities or site visits.
View the PowerPoint presentation for this section:
- Subgrantee Monitoring (PPT) (PDF)
- Download the handouts (PDFs): Elements of Effective Monitoring, Financial Site Visit Review Items, Monitoring Tools and Resources, Pre-Award Assessments, Risk Based Assessment Approach to Monitoring, Site Visit Monitoring Process
Presenter: Bill Cole
Documenting Cash and In-kind Match - Senior Corps
This session provides the participant with information on how to properly track and record donations, as well as additional ideas for matching funds for their program. Participants will learn how to properly document expenses for grant accountability and gather information to ensure that in-kind donations are properly documented. There will also be information about how to calculate the value of these donations.
View the PowerPoint presentation for this section:
Presenter: Susan Meche
Financial Reporting - AmeriCorps and LSA
Current information will be discussed relating to the new Federal Financial Report. Participants can also ask questions relating to current report, FSR, and FCTR.
View the PowerPoint presentation for this section:
Matt Capucini
11:15 a.m. – 11:45 a.m. - Plenary
The Assistant Inspector General for Audit will present information on the OIG audit process.
View the PowerPoint presentation for this section: The OIG Audit Process (PDF)
Presenter: Carol Bates
11:45 a.m.–1:00 p.m. Lunch
1:00 p.m.–3:00 p.m. - Training Block 3
Avoiding Common Pitfalls - All Programs
In this session, we will explore common pitfalls experienced by national service programs. Information was gathered from common findings in audits conducted by and on the behalf of the Office of the Inspector General, CNCS monitoring findings, and general audit issues. Participants will learn from the mistakes of other grantees and establish systems to prevent the findings within their organization.
View the PowerPoint presentation for this section:
Presenter: Michael Kenefick
Subgrantee Monitoring - Grantees with Subgrants or Subrecipients
This session is for organizations that subgrant any of the funding that it receives from the Corporation for National and Community Service. This session will provide participants with concrete methods to incorporate a risk-based approach in the review and monitoring of their sub-grantee(s) when conducting desk monitoring activities or site visits.
View the PowerPoint presentation for this section:
Download the handouts:
- Elements of Effective Monitoring (PDF)
- Financial Site Visit Review Items (PDF)
- Monitoring Tools and Resources (PDF)
- Pre-Award Assessments (PDF)
- Risk Based Assessment Approach to Monitoring (PDF)
- Site Visit Monitoring Process (PDF)
Presenter: Bill Cole
Documenting Cash and In-kind Match - Learn and Serve Programs Only
This session provides participants with information on how to properly track and record donations, as well as additional leads for matching funds for their program. Participants will learn how to properly document expenses for grant accountability, and gather information to ensure that in-kind donations are properly documented. There will also be information about how to calculate the value of these donations.
View the PowerPoint presentation for this section:
Presenter: Susan Meche
Establishing Internal Controls - All Program Types
This session will provide participants with methods to incorporate internal controls for all types of organizations, from small to large size staffs. There will be a review and dicsussion of a new tool that was created to assist organizations in reviewing and creating an organizational policies and procedures manual. Sample forms will be reviewed and best practices shared.
View the PowerPoint presentation for this section:
Presenter: Jonnie Jenkins
Financial Reporting - Senior Corps
This session is designed to assist participants in being more informed about their financial reporting requirements, specifically Financial Status Reports (FSRs) and Federal Cash Transaction Reports (FTCRs or 272s). This session will not only cover the nuts and bolts of completing the reports, it will also review the methods of gathering the proper information to complete the reports and have a clear audit trail. Grantees will also become familiar with the steps to complete the necessary paperwork.
View the PowerPoint presentation for this section:
Download the handouts:
Presenter: Matt Capucini
Developing and Managing Your AmeriCorps Budget - For AmeriCorps Programs Only
An essential part of budgeting is identifying costs attributable to your national service program. This session will provide participants with tools to help align their budget and program design. There will also be information on managing a budget once it is created.
View the PowerPoint presentation for this section:
Presenter: Mimi Morris
3:00 p.m.–3:30 p.m. - Break
3:30 p.m.–5:15 p.m.
Training Block 4
Ask a Grants Officer
This will be an opportunity for participants to meet with CNCS Grants Officers and ask questions.
Presenters: Merribeth Pentasuglia, Lennette White
Ask OIG Staff
This will be an opportunity for participants to meet in a small group with someone from the OIG to ask questions.
Presenter: Carol Bates
Audit Resolution
Participants will have an opportunity to discuss the audit resolution process.
Presenter: Claire Moreno
National Serve Resource Center
Participants will learn more about the National Service Resource Center, what they can find there, the various services offered, and how they can benefit by using it.
Presenter: Gina Fulbright-Powell
Background Checks
Participants will have an opoprtunity to learn more about the new requirements for National Service Criminal-History Checks and ask questions.
Presenter: Mike Kenefick
Budget Amendments
Participants can discuss budgeting and budget amendments.
Presenter: Mimi Morris
Accounting Software
Participants will have a chance to hear about various accounting software packages and discuss pros and cons.
Presenter: Jonnie Jenkins
Pre-Award Assessments
Participants will have a chance to learn more about pre-award assessments and discuss questions.
Presenter: Bill Cole
Financial Reporting
Current information will be discussed relating to the new federal financial report. Participants can also ask questions relating to current report, FSR, and FCTR.
Presenter: Matt Capucini
Changes in IRS 990 Report
At this table, the IRS 990 report and changes will be discussed.
Presenter: Ron Walker
Reporting Volunteer Hours for SC
The proper procedures for reporting volunteer hours will be discussed.
Presenter: Jeffrey Montgomery
Planning for Life w/o Web-based Reporting System
The WBRS system will be retired. This group will discuss issues relating to this process.
Presenter: Peg Rosenberry
In-kind Documentation
Participants will discuss issues relating to documenting in-kind donations.
Presenter: Susan Meche
Grant Closeout
Participants will discuss the grants closeout process, including the required documentation to be submitted and records retention.
Presenter: Matt Capucini
DAY THREE—Thursday, March 20, 2008
7:00 a.m.–8:30 a.m. - Networking Breakfast
Come start your day with a nice breakfast. There will be an opportunity to meet with participants from your program.
8:30 a.m.–10:30 a.m. - Training Block 5
Developing and Managing Your Budget - Senior Corps Program Only
As essential part of budgeting is identifying costs attributable to your national service program. This session will provide participants with tools to help align their budget and program design. There will also be information on managing a budget once it is created.
View the PowerPoint presentation for this section:
Presenter: Kristina Tecce
Financial Reporting - AmeriCorps and LSA
This session is designed to assist participants in being more informed about their financial reporting requirements, specifically Financial Status Reports (FSRs) and Federal Cash Transaction Reports (FTCRs or 272s). This session will not only cover the nuts and bolts of completing the reports, it will also review the inputs of gathering the proper information to complete the reports and a have a clear audit trail. Grantees will also become familiar with the steps to complete the necessary paperwork.
View the PowerPoint presentation for this section:
Presenter: Matt Capucini
Documenting Cash and In-kind Match - AmeriCorps
This session provides participants with information on how to properly track and record donations, as well as additional ideas for matching funds for their program. Participants will learn how to properly document expenses for grant accountability and gather information to ensure that in-kind donations are properly documented. There will also be information about how to calculate the value of these donations.
View the PowerPoint presentation for this section:
Presenter: Susan Meche
Subgrantee Monitoring - Grantees with Subgrants or Subrecipients
This session is for organizations that sub-grant any of the funding that it receives from the Corporation for National and Community Service. This session will provide participants with concrete methods to incorporate a risk-based approach in the review and monitoring of their sub-grantee(s) when conducting desk monitoring activities or site visits.
View the PowerPoint presentation for this section:
Download the handouts (PDFs): Elements of Effective Monitoring, Financial Site Visit Review Items, Monitoring Tools and Resources, Pre-Award Assessments, Risk Based Assessment Approach to Monitoring, Site Visit Monitoring Process
Presenter: Bill Cole
Avoiding Common Pitfalls - All Program Types
In this session, we will explore common pitfalls experienced by national service programs. Information was gathered from common findings in audits conducted by and on behalf of the Office of the Inspector General, CNCS monitoring findings, and general audit issues. Participants will learn from the mistake of other grantees, and establish systems to prevent the findings within their organization.
View the PowerPoint presentation for this section:
Presenter: Mike Kenefick
Establishing Internal Controls - All Program Types
This session will provide participants with methods to incorporate internal controls for all types of organizations, from small to large. There will be a review and discussion of a new tool that was created to assist organizations in reviewing and creating an organizational policies and procedures manual. Sample forms will be reviewed and best practices shared.
View the PowerPoint presentation for this section:
Presenter: Jonnie Jenkins
10:30 a.m.–10:45 a.m. Break
10:45 a.m.–12:00 p.m. - Program Group Meeting
This session will allow participants an opportunity to develop an action plan to identify steps to strengthen their financial and grants management systems.
AmeriCorps
Presenter: Kristina Tecce
Senior Corps
Presenter: Susan Meche
Learn and Serve
Presenter: Jonnie Jenkins
Post Test
Post Test with Answers (PDF)
Presenter: Jonnie Jenkins
Blank Pre and Post Tests
- Instructions for Reading the Pre and Post Test Results (PDF)
- 2008 Pre Test Results (PDF)
- 2008 Post Test Results (PDF)
Presenter: Jonnie Jenkins
Miscellaneous Resources
- Glossary
- Grantee Internet Resource Guide
- Acronyms
- In-Kind Contribution Form (1)
- In-Kind Contribution Form (2)
- Timesheet
- Recent OIG Audit Findings 2007
- Restrictions on Legislative Lobbying and Partisan Politics
- Senior Corps Program Regulations Overview of Amendments Since March 1999
- Instructions for Closing Corporation Grants
- National Service Criminal History Checks – Key Points
- Policies and Procedures Handbook