Administrative Requirements
Name 3 elements of the Proof of Authority
Written documentation from the Governing Board, Needs to be done each year, ii. Needs to include authority to sign amendments
Name the 4 key requirements for Functional Timesheets for Exempt Employee
Percentages must vary/be based on real time, shouldn't be eight hours each day, include a narrative, design by employee and supervisor.
Name 3 requirements for grant Subaward Expenditures
Use older funds before newer funds, Adequate recordkeeping system that supports costs claimed, Submit Modifications as needed.
What must an Organizational chart contain?
Include entire agency, not just Cal OES project, All positions in application's budget, Job titles must match the grant budget
Name 3 requirements of using Volunteer Time for Match
Time log, does the log include, dates, number of hours and activities, Duty statements for all volunteers
What needs to be included in the Equipment Records?
Description of the Property, Serial number, Cost of equipment, location, Disposition date
What are 3 tips about Operational Agreements
Print and have on hand or having folder on Computer, good idea to have a spreadsheet
Name 5 areas your personnel policies cover
Work hours, Vacation, sick/other leave, Hiring & promotional practices, EEO, anti-harassment and complaint procedures.
What source documents are required for all cash match reported?
Volunteer time log, how the hourly rate was established
What are the three essentials about facility rental?
Cal OES will want a tour, Lease Agreements must match budget amounts, You cannot charge for rent if you own the building.
3 things Personnel Files should contain
Resumes, job descriptions, docs that prove meet programmatic requirements (required degrees, proof licensure)
What are the 3 types of Cost Allocations?
Direct costs, Shared Direct Costs and Indirect Costs
Cal OES Site Visit Prep
Make sure Project staff are on hand, Staff are aware of grant deliverables, Develop a workplan at the beginning of FY.
How and where is the Civil Rights Certification Form submitted
Online each year to the Office of Civil Rights
What is the most commonly used mechanism to determine how shared costs should be distributed?
Timesheets