Contracts
The position required to sign a contract on behalf of an entity.
*There are limited instances where someone other than an Auditor can sign.
The frequency that a grant funded entity must reconcile their expenses and report to IDOC
What is Monthly?
The 4 major budget categories for Community Corrections & Justice Reinvestment grants.
What is Series 100, Personnel, Series 200, Supplies
Series 300, Services, and Series 400, Equipment
Grant Procedure Manual, Section 3.2 p 2
The frequency that an entity will be audited
What is once per year OR once per grant contract.
Grant Entity Procedural Bulletins, Section 3 Financial Management, 3.4 Financial Compliance & Audits, p2
Contact Information required for the Signatory Authority for the SCM form (Supplier Contract Module).
What is Name, Title, Email Address and cell phone.
The cell phone is required as that is the method used by the Signature Authority to access the contract in PeopleSoft.
The total number and the deadline for submitting monthly financial reports to IDOC during each grant year.
What is the 15th of the month and 13 reports (12 monthly report and the 13th report to closeout the grant period)
Grant Procedure Manual, Section 3.5, p.2
Food is an allowable grant expense? True or False
True & False. Food, when purchased as a general supply or an enrichment program and/or family engagement program activity with established outcomes, can be an allowable expense.
Grant Entity Procedural Bulletins, Section 3 Financial Management, 3.3 Accounting & Expenditures, p3
Community Corrections objectives of requiring a financial audit
What is to determine the allowability of expenditures
Grant Entity Procedural Bulletins, Section 3 Financial Management, 3.4 Financial Compliance & Audits, p2
The 3 items required to submit to IDOC Contracts Division in order to begin the contract process.
What are
1. Budget Justification
2. Budget Narrative
3. SCM Form
Entities are required to have 1 fund number established for the grant funds and utilize this fund for each grant year. True or False?
What is False Entities are required to have 2 fund numbers established by the County Auditor in order to alternate the use of fund accounts each year.
Grant Procedure Manual, Section 3.1, page 2
One item, besides food, that grants can NOT pay for.
Firearms, Capital Construction, Vehicles, Staff not designated for an awarded entity's operations, Lobbying Political contributions, Staff Clothing and/or Uniforms, Food, Alcohol, and personal entertainment.
Grant Entity Procedural Bulletins, Financial Management, 3.3 Accounting & Expenditures, p3
When an Audit is finalized, how does the IDOC ensure the unspent grant funds are returned?
What is unspent grant funds remain in the fund and are deducted from payments for the grant awarded
Grant Entity Procedural Bulletins, Section 3 Financial Management, 3.1 Grant Accounts, p2
One of 2 items required in order to increase or decrease a grant during the grant funding period.
What is
1. A fully executed grant contract amendment.
2. A Revised Budget with justification approved by IDOC and the Advisory Board.
Grant Procedural Manual, Section 3, page 1
Sent to each Entity before the beginning of a grant year, this document illustrates how much the monthly payments to the Entity will be.
What is the Payment Schedule
This budget series is where an office chair would be expensed?
What is the 400 series.
Grant Procedural Manual, section 3
Series 401 Office Equipment: This category should include the purchase or all office equipment. Examples include tables, chairs and desks.
Issued at the end of an audit with findings, this is a step by step plan of action that is developed to achieve targeted outcomes for resolution.
What is a Corrective Action Plan (CAP)
Grant Entity Procedural Bulletins, Section 3 Financial Management, 3.4 Financial Compliance & Audits, p4
Funds may be used to supplant/replace funding support that may be associated with the administration or operation of an entity. True or False
What is False. Funding cannot supplant/replace in whole or part current Federal, state, or local funding support that may be associated with the administration or operation of an entity.
Grantee Procedural Manual, Section 3, p2
The period of time after the end of the grant, that expenses and deposits can be allocated to the current grant year.
What is 90 days. The expenses must be encumbered prior to the end of the grant year and must be paid within 90 days.
Grant Entity Procedural Bulletins, Section 3 Financial Management, 3.3 Accounting & Expenditures, p2
This must occur in order for expenses to be paid after the grant period ends.
What is Encumbering the expenses by a purchase order?
This person/group is required to review and approve the Corrective Action Plan (CAP) in their oversight role.
Who is the Community Corrections Advisory Board
Grant Entity Procedural Bulletins, Section 3 Financial Management, 3.4 Financial Compliance & Audits, p4