Show:
Rules and Regs
Expenditure Review
FACTS CSA
Effective Reviews
Common Mistakes
100
The Florida Statute that governs processing payment time limits is known as what law?
The Prompt Payment Law
100
What must a grant manager verify has been met prior to approving a payment?
A deliverable and associated minimum performance.
100
What four documents make up the Expenditure Report Package?
1. Request for Payment 2. Expenditure Recap Sheet 3. Expenditure Report 4. FACTS Contract Summary (CSA)
100
What must be in active status in order to receive a payment for a federal grant program?
SAM.gov (CCR)
100
An agency's SAM expires 10/13/17. They submit an expenditure on 10/14/17. Can the expenditure be paid?
No. All entities must have an ACTIVE sam.gov to receive a payment on a federal award.
200
Florida Statute 215.971- Agreements funded with federal or state assistance requires that agreements contain what two things to trigger a payment?
Deliverables and Minimum Performance
200
Who is allowed to issue a hold on a payment request?
SMAS (supervisor) or Bureau Chief. Grant managers/Planners must process the payment and provide notification of a potential hold on funds.
200
Name three things contained on the CSA form.
1. FLAIR ID 2. Agency Contract ID (Grant Number) 3. Vendor/Subrecipient 4. Agreement Amount 5. Agreement Dates 6. Invoice # 7. Agreement Documents 8. Deliverables 9. Contract Manager Signature for Certification
200
What is required for a Expense/OCO expenditure description?
Quantity, Description, and Cost per Item
200
If a cost element is disallowed, what must be included with the Expenditure?
Reason for disallowance in the review memo box.
300
How many days does OCJG have to approve an expenditure that is complete and ready to pay?
5 days
300
What are two of the four functions OFM completes when they receive a payment task in SIMON?
Any combination of: 1. reviews payment and FACTS deliverables 2. Batches payment for FLAIR 3. Processes federal drawdown for each batch 4. Keys the FLAIR payment
300
Where does someone go to find the Total Amount of Previous payments for the CSA Form?
SIMON Status of Funds Report (Total Funds Disbursed)
300
Fill in the Blank: Any indirect cost rate other than the _______ rate (10%) should have approval from the federal cognizant agency and OCJG.
De minimus
300
True or False. A agreement is approved with a grant period of 10/1/16-9/30/17. A PO is issued on 9/28/16. The subrecipient will be reimbursed.
False. The subrecipient obligated/encumbered the funds prior to the start date of the agreement. Grant Manager must discuss with supervisor.
400
What are the three (3) consequences to violating the prompt payment law? Two are external and One is internal.
1. FDLE must pay the vendor interest on the claim amount. 2. FDLE is reported as non-compliant. 3. Frequent violations will be reported as a performance issue.
400
Who are the five key players that coordinate activities to process a payment?
1. Subrecipient 2. OCJG 3. OFM 4. DFS 5. U.S. Treasury
400
What is the maximum number of deliverables an agreement in FACTS can have?
As many as required for the agreement. There is no limit.
400
Which three (3) expenditure types require a period of performance in the SIMON expenditure description field?
1. S&B 2. C/S 3. Travel
400
A grant is approved to pay for 2 positions for DUI for targeted enforcement, and for a new breathalyzer. Additionally they are approved to pay for lab drug screening. How many deliverables should appear on the FACTS CSA form?
THREE (3) 1. Positions for DUI targeted enforcement 2. procurement of new breathalyzer 3. Lab drug screening
500
Explain the relationship between the Agreement, Performance and Payment.
1. The agreement defines the activities taking place and what is being paid for. 2. Performance must occur before payment and directly relate to the Scope of Work. 3. Payment must correlate to the agreement budget, and correspond to performed activities.
500
If DFS audits a payment, name three things they are verifying?
1. Voucher and CSA match 2. Service period is clearly identified and within the agreement period. 3. Cost elements correspond to CSA deliverables. 4. Cost elements are allowable, reasonable, and necessary. 5. All cost elements are in the agreement budget. 6. Minimum performance and deliverable have been achieved. 7. Original agreement and other documentation is uploaded in FACTS.
500
What makes up the invoice number on the CSA form?
Last 5 digits of the grant number (FLAIR ID) + EX+ Expenditure Report #
500
What three things must a grant manager verify in FACTS with each expenditure request?
1. Disbursement information (totals and payments) 2. All agreements and amendments have been uploaded 3. Deliverables are appropriate and accurate
500
Name the three (3) common reasons for a disallowing a cost.
1. Over grant budget 2. unallowable expense 3. Performance/Expenditure period violation