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Real estate invoice template for non-profit organizations

Good afternoon, everyone. My name is Mackenzie Boyle and I'm the   Grants Management Specialist for the ARPA Healthy  Homes Manufactured Housing Communities Initiative. The goal of   this PowerPoint is to provide guidance to MHCs on how to manage their award with the state. This   will include things like federal requirements,   submitting required information before getting  paid, how to submit invoices, and much more. Let's get started. This   first true page is a table of contents,  which you may find helpful when you're   trying to look for guidance on a  very specific part of your award. Next, we have some important terminology. Your technical project manager   and I will regularly reference these terms, so I  highly suggest you familiarize yourself with them. Speaking   of your technical project Manager, Rosalie  Sharp is the lead technician for your award. She can answer questions   about your scope of work, invoice submissions,  deliverables, and reporting requirements. As I stated earlier,   I am the Grants management Specialist (GMS) for  your award and I can help answer questions   about language in the agreements, procurement  policies, insurance requirements, and more. There will be 9 main sections of your agreement. This   slide gives a brief overview  of those nine main sections. Contingency funds are money that the state has set   aside for your award should you need it, but it  is not originally part of your base award amount. Should   you find that your project may exceed  the base award amount given to you,   you should reach out to the TPM via e-mail  and request to use contingency funds. You have to   apply to use contingency funds and make the  case for why your project may require it. Please note   the state cannot allocate more than $75,000  for a technical assistance and permitting   project and also cannot allocate more than  $1,250,000 for a construction project. That being said,   if you have been awarded $75,000  for a Technical Assistance and   Permitting project and or $1,250,000 for a  construction project, contingency funding   is not available to you because you have  already been awarded the maximum amount. All projects must submit an ANR   Healthy Homes Manufactured Housing Communities  Project Report by the 1st of each month. All   projects will also receive a link to  a Microsoft form from the state on a   quarterly basis that the MHC must complete  before the 5th day after each quarter end. Quarter end dates are listed on this slide. If the State is   funding construction for your project,  you must also submit a certificate of   substantial completion only once when  most of the construction is complete. If the   State is funding a wastewater and or  a stormwater slash drainage project,   you will be required to submit 2 reports the  Stormwater Slash Drainage Reporting Spreadsheet. The instructions will   be included as an attachment in your agreement  and the clean water performance requirements. The State   cannot release payment to you until you  provide the deliverables as outlined in   your milestone and deliverables table,  so we strongly encourage you to keep a   detailed schedule of when you're reporting  requirements and other deliverables are due. We have provided   four other tips for properly maintaining  your award file here in this slide. If your   project requires you to hire a  subcontractor or subgrantee,   you must, one, have and follow a procurement  policy the state will not provide you with one. Two, Perform a debarment   search and retain proof the subcontractor or  subgrantee is not suspended or debarred. Three, Address   any conflict of interest you have with the  subcontractor or sub grantee to the TPM. Four, Follow   the Vermont prevailing wage rate and, five,  follow the procurement requirements outlined   in Part 2, Standard Grant Agreement,  Section 4 portion of your award. You   must have your own procurement  policy and you must follow it. The state   does not provide you with a  procurement policy to follow. You do not need to   submit your procurement policy to the state unless  someone from the state specifically requests it. The state does, however,   require you to follow minimum competitive  bidding requirements as outlined in this   slide and also in Part 2, Standard Grant  Agreement, Section Four of your agreement,   in order to perform a debarment  search, you must have a sam.gov account. To create   an account, click on the link in this slide. You must search for suspension and   debarment in two places, sam.gov, and the Vermont  Agency of Administration's Debarment list. You must save proof The subcontractor   and subgrantee is not suspended  or debarred in your award file. You must   submit an official notice to your TPM  if you know of or believe there is a   conflict of interest between you and  your subcontractor or subgrantee. If you do not   disclose this information and the TPM has reason  to suspect there may be a conflict of interest,   the state reserved the right to investigate the  situation and withhold payment until resolved. During the   Agreement lifetime, a recipient may use property,   supplies, or equipment purchased or improved  with the Agreement funds for a purpose other   than originally intended if the purpose is also  consistent with the eligible use requirements. If a recipient   changes the use to an ineligible use or sells  the Asset prior to the end of the Agreement,   then the recipient must follow the  Disposition procedures in Uniform Guidance. After the Agreement end,   the property, supplies, or equipment must  be used consistent with the purpose for   which it was purchased or improved, or  for any other eligible purpose in the   same category as the purpose reported to  Treasury as of the final reporting period. You can   read more about property standards  in two CFR 200.31 O through 316. The milestone and deliverable   schedule is also known as the M&D table and can  be located in Attachment A of your agreement. It is one of the most vital   parts of your agreement because it summarizes the  documents you are required to submit to the state. These documents also come with deadlines. The state reserves the right to withhold   payment until the documents outlined in your  M&D table are received and accepted by the TPM. We   highly encourage you to very  carefully review your M&D table. Submission of deliverables must be sent   via e-mail to anr.healthyhomes@vermont.gov with  MHC Deliverable submission in the subject line. In the e-mail, you must include   the name of the MHC and the title or number of  the milestone and deliverable you're submitting. An example is provided in this slide. Invoices   are processed through the State's  Invoicing portal, known as ANR Online. You   must have an account in order to use this portal. For questions   about what can be submitted for reimbursement  under your award, please contact your TPM. Payment   may take up to two months or longer to process. Payment   will automatically be mailed to the address  provided on the W 9 submitted to the State. Please contact the GMS if the   address on the W 9 is not the mailing address of  the MHC or if the address provided is incorrect. To set up an account in ANR Online,   click the hyperlink attached to the ANR Online  wording in the left hand side of this slide. This will   take you to the ANR Online website where  you can create an account and log in. Please   note that not all browsers are  compatible with ANR Online. See   the bottom right hand corner of  this slide for more information. This   slide outlines how to submit a  payment request in ANR Online. For   questions about how to use ANR  Online, please contact the GMS. For questions   about what can be invoiced  for, please contact the TPM. In   order to submit your invoices, you must  attach a completely filled out Form 430. You   will be able to find a Form 430  template attached to your agreement. If your invoice is the final invoice you   anticipate to submit against your award, there are  special steps you must take to flag it as final. This step is important   because it will initiate the GMS to begin closing  out your award in the state's financial system. This   final slide contains resources MHCs may use to  obtain additional funding for their projects. We sincerely   hope you find these resources and  the rest of the slideshow helpful.