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you for joining this webinar today provide a quick overview on how to receive reimbursement for the 2019 equipment assistant grant funds that your district or institution has been awarded my name is Kristy Berger and I am a child nutrition and wellness specialist at the Nebraska Department of Education office of nutrition services and I am going to be assisting with the post award process for these grant funds you before we dive into the needs of the webinar I'd like to go over a few housekeeping items we have placed all callers on mute to help reduce potential noise and speak your feedback but please ensure that your computer microphone or your self cell phone or office phone are placed on mute to ensure no interference we also encourage through a cell phone or office phone it's easier for you the colleague number is displayed on the screen here but you can also participate directly through your computer that works just as fine um we also are going to track who has attended this webinar so if you could please type in your name or the name of the school district or institution that you work for in the chat box that would be greatly appreciated also remember that you can use the chat feature to ask any questions that you may have and we will do our best to address these items at the end of the presentation joining me on the call today is Sharon Davis the for the office of nutrition services as well as um Steve Bauer who's the director of grants management and they will be you have been awarded through this grant first of all congratulations on being awarded the 2019 equipment assistance grant funds our office understands a time and effort that you put into the grant application by identifying the highest priority equipment pieces needed for your school food service operation gathering equipment specifications and obtaining vendor quotes thank you for dedicating the time to complete the application process we understand that having the necessary and properly working equipment is critical to maintain a well functioning school meals program that ensures students are being fed nutritious meals that prime them for a full day of learning we know receiving these funds is exciting for you and it's certainly exciting for the office of nutrition services when we know that our school systems are able to better meet the needs of the school food service expectations to reiterate the grant application and the purpose of the equipment is distance plant that USDA developed to help school food service authorities purchase new equipment that will help in serving healthier meal but the campus is serving more fruits and vegetables improving food safety and expanding school meals access to students the USDA policy memo SP 1520 19 that provides guidance and expectations for the 2019 equipment assistance grants the memo indicated that the agricultural Appropriations Act authorized 30 million dollars to state agencies to allocate funds via the equipment assistance grant of those funds Nebraska was awarded just under a hundred and seventy thousand dollars the Nebraska Department of Education Office of nutrition services was able to fully allocate the funds that were awarded to the state of Nebraska this this year we opened the grant to all school food service authorities participating in the National School Lunch Program we received 44 grant applications with the request of a total of over three hundred and fifteen thousand dollars above the amount of funding our office had for allocations this number validated that our Nebraska schools have a high need for good performing the equipment and we hope that USDA will continue to offer these it is for years to come in regards the timeline of the grant the performance period for the equipment assistance grants is two years within the current grant form fiscal year 2019 2021 state agencies must complete the entire award process by the end of June so this June 2020 this is a critical date for NDE if there are any remaining funds that have been left unspent by awarded school food service authorities our agency has the opportunity to return those unawarded out applications that were received during the appropriation process to potential awards to potentially warned those additional school food service or --'tis that have nine he did not receive funds thus allowing more districts to have the opportunity to cook and serve healthy meals and for their students furthermore school food authorities must complete their entire procurement and expenditure activities by the end of fiscal year 2021 or September 30th 2021 if the district does not have their equipment purchased and paid for by September 30th 2021 and ge cannot provide reimbursement over the past few equipment assistance grant period Nutrition Services has experienced many roadblocks adelaide district of DME inverse in a timely manner and at times prevented our agency from being able to provide reimbursement or even purchases in hopes that we can help you avoid these roadblocks with this grant we would like to take the opportunity to discuss what exactly is necessary to receive reimbursement for the equipment purchases so we can easily check off your request and pay them in a timely manner because you have been awarded and equipment as this is fan you must continue to conduct your procurement activities in a manner that provides the maximum extent possible open and free competition all federal state and local procurement laws and procedures must be followed with purchasing the awarded equipment with federal grant dollars during the application review process NDE ensured that the equipment requested was competitively procured and that the equipment requested show to be necessary reasonable and allowable to your school food service program the purchase or cost of additional equipment labor or installation that was not included in the approved budget will not be an allowable cost for example is a district needed additional specialized labor to install a dishwasher but this labor or the cost of this labor was not included as part of the budget on the grant application this district is responsible for cover of this cost with other funding mechanisms it is important to note that you must obtain the exact equipment and from the exact vendor Nutrition Services approved from the grant application if the district purchases equipment from a vendor other than who is listed on the grant application or purchases different equipment than what was approved NDE cannot reimburse and the district will be responsible for covering the cost of the equipment with non-federal dollars when a different piece of equipment or a different vendor is used and what was awarded this eliminates fair and open competition which is in violation of the federal procurement rules you must immediately notify our office if the equipment purchased or vendor used is different from what was awarded from the grant application Nutrition Services must then report this to USDA already with this grant we have seen school food authorities not purchase the approved equipment in our office in the USDA working with them to determine what processes and actions need to be taking once you have the equipment purchase inform all the necessary parties of its arrival to schedule installation and labor if you remember from the grant timelines slide your district or institution does have the ability to purchase equipment any time between now and September 2021 however our office encourages you to purchase the equipment as soon as possible as these components are coming together getting the equipment purchased install installation scheduled and working around feeding students it's important to stay organized it is critical to keep track of all the grant documentation and invoices for the equipment purchase MDE is audited regularly to ensure that grant funds are used appropriately so we will be requiring specific documentation in order to apply for reimbursing to begin the file organization process there are several documents you need to keep on file for nutrition services and for when nutrition services conducts an administrative review a component of the administrative review for school districts and institutions participating in the National School Lunch Program requires the state requires the city agency to review any equipment purchases made using the nonprofit school food service account Nutrition Services keeps a list of school food authorities who have received assistance so the reviewer will want to see the physical piece of equipment that was purchased and learn how it has helped improve the school food service operation and participation per 7 CFR 210 the National School Lunch Program regulation the school food authority must retain all records including grant awards for at least three years plus the current year so that's a total of four years you will want to retain a copy of a grant application that was submitted to the Nutrition Services office the grant award letter the grant award notification and all invoices associated with the purchase the award letter outline exactly what documentation is required for any de to provide for reimbursement this template award letter shown here on the screen it's highlighted showing where you can locate the information the document that needs to the documents that even be submitted are the report of expenditures let me click out of this required of grant and this is also North known as the NDE 28-0 zero three form copies of all the invoices a detailed printout of the expenditures from your school's accounting system we will go over each of these in the next slides I'm here on this slide there is a web link to the 2800 3/4 it's also in the chat box on the zoom ciao a group chat this is the fillable form that you can download to your computer and complete and then print it out or save it as an electronic file to be submitted back to Nutrition Services although the farm has instructions and everything you need to get complete for the equipment system screen it's outlined on the award letter and it's also on the right-hand side of this screen let's walk through it together so when it comes time to complete you have an idea of what needs to be done we've also numbered this barn up for this presentation so it's easier to follow so number one this is the current cycle we are under for this award so in this space for number worn youth but if you put Matt grant 2019 number two is the six digit agreement number and that that is the schools and the schools agreement number number three is the fiscal year for this grant so this is under fiscal year 2019 number four is a school district name numbers five through seven doesn't need to be completed by the authorized or the school meal program but we do encourage that individuals to complete this form number eight in part one only complete Roby the amount in this row is the amount that is being requested for be in person line be in part one cannot exceed the amount of the grant award if more funds and anticipated were suspect for a piece of equipment that you were awarded prior to the purchase the district must cover that cost of none for the nonprofit school food service account if it's an allow or other applicable funds additionally the amount must be equal to or more than the capitalization rest threshold listed on the grant application if the district expands less than the amount of the capitalization threshold indicated on its grant application the purchase no longer meets the federal definition of equipment and NDE will not be allowed to provide for reimbursement number nine is simply just selecting the month the equipment was purchased and the numbers 10 through 12 of this form must be signed by the authorized representative listed on the school meal application in the online GAAP system if it is returned to us at this time based on other than the district or the institution's authorized representative rennet representative the form will not be accepted so please ensure that this piece is still filled out correctly also nde will need a copy of the purchase order that clearly indicates the date when the equipment was purchased the purchase must take place during the grant award period so it must take place between March 4th of this year and no later than September 30th of 2021 if the purchase was made before the grant award period NDE cannot provide the inversing we did have this situation happen when a school Food Authority with a previous grant and they were able to move those pre purchases pieces of exhibit to a different school building and cover the cost with other funding sources and they were still able to utilize the event funding to purchase what they have requested so there can be some options to continue to use that grant money as long as there's communication with our office um this isn't an example of a purchase order that was submitted to our office with a previous I've highlighted the date to show that we do search the document to ensure the purchase is being made within the grant award period additionally we do need a copy of all payment invoices the district is requesting reimbursement for that would include equipment installation internal or external labor Nutrition Services will use this document to verify the payment was sent banker who was approved on the grant budget requested on the grant application the invoices must clearly state what the vendor is charging for the district we have received invoices in the past with no details and any cannot justify reimbursement for something we didn't know is being paid for let me show you an example of payment invoices we have received in the past you you for example this embrace is from gali Inc clearly states what's being sent to the district so here it says cold hand tables you and this invoice must stamp paid to clearly indicate to MDE that the equipment is purchased and paid for if your district or institution is using in-house staff for labor and installation and this was indicated as a component of the grant budget you must include a time certification log it's indicated the hourly wage number of labor hours and an indicator of the work completed also the accounting ledger is really the area where Nutrition Services has most of its issues public schools month you appear to be accounting code requirements as outlined in the program by being accounting and reporting system for Nebraska School District community and it's liens here on the screen and it's also linked in the chat box you the equipment purchase must be coded under the school lunch program and indicated as the capital outlay object you can also obtain a copy of this manual from MDE finance department webpage using the web link on the slide I mean are they affords in the chat box you um this uh excuse me the dimensions for fund reimbursement people can be found at the program budgeting accounting and reporting system for Nebraska School District manual this is located on page nine we have highlighted what central accounting division is looking for when reviewing the accounting Ledger's submitted with the equipment assistance grant reimbursement documentation so in this first column zero six is required it indicates that the school nutrition funds are being used in this second column the next number is a - I'm in two shows is for expenditures but we don't always see this it's normally indicated by the document in this expenditure form in the third column we see that it's coded for federal programs the 4000 indicates federal programs and in the final column here 500 indicates it's a capital outlay because the equipment purchase is a capital expenditure and this is the piece of code that we typically see missing or indicating correct so please ensure that the object code is 500 let's look quickly at an example of but our office has received in the past so this accounting ledger is an example of what typically receives from a public school as you can see in this example it does follow the MDE accounting coding requirements up here you can see 0 6 for school lunch 4000 is acceptable for the federal hunting and then 500 at the end here indicate that at the capital outlay you can see by the highlighting on the document you can see by the highlighting on the document it has all the necessary components for MDE accounting to sign off on from non-public schools we often receive a printout from an accounting software such as Excel or QuickBooks please ensure someone in the office is aware of these requirements these requirements are in place because of the grant is from federal funds which may slightly impact the way the office typically handles the finances works we are more than willing to help all districts and institutions with this piece of reimbursement you just need to reach out to us with any of your questions and we will do our best to help you through those required documents please feel free to contact our Steve bowers who is the director of grants with these questions his contact information is located later in this presentation as shown earlier the presentation this example board left was sent to the authorized representative in food service director and in that author that award letter contains ensure that you use the support letter or this presentation to verify that you have gathered all of the necessary components once you have gathered all the necessary information please send it to Nutrition Services via mail or email either submission type is acceptable once the documentation is received we will review it to ensure that we have everything that we need to begin to reimbursement process please allow us about 10 to 14 days to receive there's like you guys we are all working in different ways that we have before and it might take us a little bit longer than normal to respond to mail and items but using regular mail it poorly but if there are any missing components or questions we will contact the individual who did submit the documentation and we will work together with you to obtain what is missing if the person submitting the information is not an individual indicated on the grant application please include their name and contact information for university documentation so we can make a note of it in our file oftentimes we work with the district business manager or someone in the office who is not listed on the application after our review we over to any ease for their review and approval on the prophecy reimbursement unit once you get the backside of our building if there are any follow-up questions or needs nutrition services will be your main point of contact payments are processed twice a month and the reimbursement amount will be directly deposited into the nonprofit school food service account just like a meal plan reimbursement is handled so make sure once you've received an email that management has a process that you keep an eye on the nonprofit and service account for these funds one final bit of information Nutrition Services is required to issue quarterly progress reports to the USDA detailing on expending grant funds and identifying any road that roadblock would have interfered with FDA's ability to send these funds the USDA also expects NDE to issue reports immediately upon receiving notice on a recipient that it has encountered a problem so that we can fulfill our obligations to the USDA we need you to provide us with the information displayed on this slide grant recipients must at the end of each order report to NDE via email the following information their progress toward extending their sub grant awards a lot of identifying accomplishments or challenges the recipient encourages in his expenditure activities and the amounted percent of spent on administrative the types of equipment they have purchased and if applicable any any other cost of recovered affects how the purchased equipment has impacted the recipients meal program if the recipient has not yet expended it's a bad award an explanation as to why that's not an estimate as to when it will expect also needs to be reported if the recipient returned equipment purchased with dollars or as considering doing so we need to know why it is or has been returned or while you're thinking of returning that equipment unless otherwise indicated by your district and we will send out reminder emails to the authorized representative for this information so as I said earlier in the presentation you are welcome to put questions into the chat box fine and we will do our best to answer them and if you have any further questions for Matt ask questions either directly about equipment processing any of that for reimbursement please feel free to either reach out to me Kristy burger at christina burger at nebraska gov if you have any finance questions powers the director of management I can also be contacted you and that is all of the information I have I'm going to go ahead and leave that contact information on the slide and I have the chat box pulled up to see if I can if any of you have any questions you would like answered you I am not seeing any questions out here um so Craig asked can you email us examples I've completed and to eat 28-0 0-3 and accounting ledger reports yes I can send out those examples and I will send out a PDF of the slides as well to everyone who received grants this year you any other questions you if there are no more questions I will go ahead and release you all from this webinar I did record this webinar so we will make that available for you to view later as well and I will send out those documents to everyone so that you can view the this slides and some of those a documents that are necessary for reimbursement thank you guys for joining us today you