Send Uniform Attachment with airSlate SignNow

Send uniform attachment

just a couple of things as we jump off and thanks for joining the call this is a follow-up meeting to our meeting on June 14th that outlined the program year 2017 funding notice we got feedback that there was interest in walking through the the budget worksheet which that is the focus of this session want to say just one thing before we get get going here kind of an update regarding the program year 17 funds I know that we talked about early submissions on that June 14th webinar and asked and we actually received I think a couple responses by the June 20th deadline actually one completed signed application unfortunately the Department is still waiting for the program year 17 federal terms and conditions from the Department of Labor so as we discussed last week this was this is something that we absolutely need to move forward it's a requirement to be included in the immigrant awards so based on this link date it's highly unlikely that we're going to be able to establish the py 17 grandma before July 1 so I just wanted to throw that out there and let you know exactly where we're at today we are going to be working with our accounting staff to expedite the rollover process as soon as we have a budget or budget Authority so that the grant can be executed as soon as possible so just wanted to give that information before we get into the technical side of things so with that how throw it over to shotgun and floor down to walk through the budget worksheet thanks son we're going to do a brief walkthrough of the uniform budget template and hopefully everybody can see my screen I'm going to navigate first to the deception D Section D which is about the screen in front of you hopefully is where you enter your total estimated project costs which do not have to calculate this was provided to you in the flooding notice last week so you can see in this in this worksheet I better dummy numbers so my total py 17 allocation is five million dollars which is split evenly between adult dislocated worker and youth and then the enema allocation is ten percent or five hundred thousand dollars now this worksheet this workbook is going to be used a budget complete y17 formula costs all leaves it does not include carrion from py sixteen it does not include other funding sources and it does not include other grants such as your trade case management grants so you have to keep that in mind in the first quarter column on the left you want to enter your first quarter costs that must not exceed the first quarter limitation as specified in the funding notice last week in the fourth quarter column you want to enter your total costs for each funding stream and for admin and then the total at the bottom should equal your total py 17 formula allocation one thing I'm going to point out is that you may see an error message in one of the fields light in this field right here if you want to troubleshoot any error messages click on the field with the error message and then you look at the formula and the formula bar up at the top and the formula will indicate the it will reference the cell in which the air originated and in addition it will show the calculation that was performed that resulted in the air in this case this year resulted because the the Maronite headed for Yemen was not rounded down so I could correct that right now and the airfield your message disappears another thing I'm going to point out is when you click when you troubleshoot errors and you click on the airfield one of the things that may help is if you click on the formulas tab up on the menu bar and then you click on evaluate formula and then you click on a pop-up box will show up and then you click on evaluate and it will interpret the underlying section and the formula and this may or may not help you but if you're troubleshooting the error messages this is the tool you can use to you know correct any errors that you have in the spreadsheet another thing I want to point out is that if you don't budget 20% of your combined you've been school and youth out of school allocation for work based training you're going to see an error message so in this for example let me change this field at two hundred thousand dollars so if I change it to two hundred thousand dollars it's going to be less than pull up the full twenty percent so you're going to see an error message pop up if I change that back to three hundred thousand dollars the error message disappears and like I said before the amounts that are in the fourth quarter column must equal the total amount of the grant your py 17 allocation in total and also by funding stream these these amounts in the fourth quarter column are what will appear in your grant budget and the grant agreement and they will also be what you see in GRS for each line item one thing I want to point out is that this year we've added a few new line items for example we split out fringe benefits from salaries so now you have a separate line item for personnel and a separate line item for fringe benefits another thing we've also had to do because of the Gatto requirements is we've had to split out the indirect costs from the direct cost so in previous years you did not have a separate line item for indirect costs all indirect costs were included or buried in the other line items such as admin and other programs this year we had to add line items for admin interact youth in school indirect you've got a school interact adults interact and dislocated worker interact the next section that we're going to talk about in the uniform budget template is section C so let's navigate to Section C section C has multiple tabs for all the different line items section C is where as you enter the budget detail and the and the narrative for each line item so each tab and section C has a number that corresponds to the budget line item in Section A so let me navigate to beginning the section C so one a for example is the budget line item for admin salaries and wages so you'd enter the detail in this section you know each salary position the basis the basis could be year month or hour since this is the two-year grant in a lot of cases are probably going to use year as the basis and then or enter 2 for 2 years there's also a section where you can enter non-state totals for match or leverage resources and then at the bottom there's an admin or narrative box where you can enter and their brief narrative that you should use to justify the cost for that line item like I just mentioned before each section and section see it has a number that corresponds to the line item in the budget it if you see any cabs that do not have a number and that are grayed out that means you do not have to complete it for example let's go to contractual services contractual services is where you would normally enter your sub contracts and your sub awards and I had a couple of questions from grantees about you know whether or not they have to itemize each sub award in this section well the answer is you don't even have to complete this section it's grayed out there is no corresponding line item number in the grant budget so you can disregard any section or line items that are grayed out I want to go to the indirect which is 17a so line 17 would be for your indirect and our separate line items for indirect admin and indirect youth in school indirect youth out of school and direct adult and indirect dislocated workers so 17a is indirect admin you can choose to charge all of your indirect to admin or you can allocate your interact between admin and the funding streams and program a lot of you I know charge all of your admin to interact and that's fine if that's the case and you'll only complete 17a for admin and direct and you'll disregard 17 B 17 c 17d and 17 II for M and indirect you just follow the instructions up at the top you have to enter your your direct cost base in this case we're saying it's two million dollars we're using the de minimis rate or in this example so you enter the de minimis rate of 10% which gives you a cost of $200,000 for admin indirect this is the amount that will appear in the budget and it will be the amount that you have for indirect in your grant agreement and in GRS so you want to make sure that this amount is is correct ideally your base times your your negotiated rate or the diminish rate should result in the amount of interact that you want to include and your grant agreement although that may not always be the case for example you may cap your your indirect cost rate reimbursement $200,000 for example if you may not want to exceed your your admin cap at 10% so you limit your indirect cost rate recovery $200,000 if that's the case then you should enter 100,000 dollars on this tab and this is what's going to appear on the budget in Section a or indirect and then in this section here there's only one line but that's where you would enter any indirect for that's going to be paid out of non-state funding resources that's going to be matched you don't have to complete that though it's not a matches not a requirement for w-iowa the amounts that you enter here should show up on section B which does not have to be completed section B is the section in the uniform budget template for non-state resources for match and leveraged resources so this amount this total is going to flow through to section a the budget so you want to make sure you complete the section C first because all the information here is going to flow over to section 8 and you want to provide enough detail to justify the amount of costs that you're claiming or that you're budgeting for that line item and you know there's a degree of subjectivity to that if you look at the instructions the the general instructions for session C it says that the degree of specificity in Section C should depend on the nature of the grant and so you expect to see a lot more detail and specificity with a small grant where you have 500 about $500 for example for travel as opposed to a much larger grant like your formula grants where you may budget $500,000 for other program costs and that includes miscellaneous cost like but like sub-awards travel equipment and so on so I you know I don't want to go into too much detail about what you need to include in your description in the narrative at the bottom but it should be enough to justify the cost and for your for the suction sea cabs that address salaries and fringe benefits you probably want to go into a lot more detail and provide a list of employees and their salaries so that's the main section that you have to come you have to complete section C after you complete section C if I do l and there it is it's all downhill from there we're going to section a section a is the is the budget template this is what's going to appear in your grant agreement and in GRS and so we already completed all the suction see all the required section C worksheets and the amounts that were the totals from those worksheets flow to Section A one thing you have to do for most of these amounts you won't have to complete like like I said they flow and such and see you do however have to complete this blue field up at the top which is total revenue that's going to equal your total grant amount your total py 17 allocation which in our case in this example is five million dollars so this is a manual entry in this field up here for total revenue you enter your total py 17 for allocations of five million dollars these amounts free for each of the line items 1a 1b 1c 1d those flow from the correspondingly number caps in Section C so you don't have to complete those and then the total amount for all those tabs is going to appear at the bottom five million dollars and that amount should equal the amount that you entered for revenue and the revenue filled up at the top of section a the budget and then you should also do a check for accuracy to ensure that all these totals for each of the line items equals the amount equal the amounts that you entered on section D will go back to section D or the WIA program funding that's good all of those amounts on section a should equal these amounts under the fourth quarter in section D and these are going to be all the line items and the line-item amounts that will appear on the grant agreement and in grf that section a there are also a few fields up at the top that you have to complete for example your organization name the CSF a number at the last call somebody had a question about the CSF a number the CSF a number appears on the uniform grant application which was one of the attachments to the funding notice sent out last week so you can refer to the uniform grant application for the CSF a number in the CSF a description you also need to enter your Duns number for nofo to notice a funding opportunity these are not competitive grants so there was no funding opportunity number for that for the WIA formula grant so you can leave that blank if this was a competitive grant you can refer to the funding opportunity notice and enter that number here fiscal year would be states to school year 18 so though so you have to complete the information at the top of section a the budget and this field here and then you have to make sure that the total amount for the revenue equals the total amount on line 18 and you have to make sure that all the line items equal the line items and section D and are equal to what you want to charge to the grant for those line items like I said there are a few new line items for py 17 we've added line items for fringe benefits and also interact so all these line items above line 17 are for direct costs only so you may have a director and you charge 50 percent of its time directly and the other 50 percent is recovered through the indirect cost rate so the 50 percent of this time would probably be up under 1a and then the other 50 percent would be recovered as an indirect cost on line 17 the $200,000 the next worksheet we're going to look at is section a indirect worksheet section a indirect worksheet for the most part is a standalone worksheet you have to complete all the fields manually the one exception would be the fields for indirect so and you can tell that those fields are locked down so you can't enter anything into that field anyway but the amount for the indirect line items comes from section a the grant budget from 17 a 17 B 17 c 17d so we're charging in this example we're charging all of our indirect admin so the only interrupt that we're going to see would be the $200,000 for admin interact online 17a there is no interact for 17b youth in school 17 see youth out of school or any other other funding stream everything is charged to admin in our example the numbers that gets enter first of all you have to enter well let me backtrack a little bit on the whole purpose of this worksheet is to provide detail for line items that have been omitted from the WI way budget template so if you recall we had some great outline items and tabs for travel supplies consultant occupancy also sub contracts and sub-awards so you don't have to enter that detail it's not being captured in the in the other worksheets but yeah you do have to break it out here the roll-up line items you have to be broken down by the sub roll up lines travel with women and that's the role of line items would be your other admin and other program costs so you have to break out the detail by travellin supplies occupancy contractual and sub awards and miscellaneous otherwise all the line items all the entries under column map are going to be exactly what you have or the corresponding line item in section a so you just cop you just copy these amounts from section a and you insert them into column F of section a and direct worksheet those are your total costs at the top you'll enter your indirect cost rate in this case we're using the de minimis rate 10% 10% amendments up at the top in column G we answer any direct cost based exclusions so for for the de minimis rate you're required to use modified total direct costs which is defined in the uniform guidance and the exclusions for modified total direct costs would include a red expense so we'll look at a dull so in column G we'll enter any exclusions from the direct cost base to calculate MTDC modified total direct costs so your exclusions from modified total direct costs will include the portion of each sub award or sub contract so that applies both the subcontractors and sub-recipients the portion of each sub award that exceeds $25,000 and on so you get $25,000 for each award that you're allowed to include in your MCC and that's a one-time that's a one-time thing so if you're if you have a sub award that spans multiple years you can only include $25,000 for the first year in MTDC so you want to exclude all sub contracts and sub-awards exceeding $25,000 so we've entered that amount here in column G for adult contractual and sub-awards you want to deduct all your your ret expense from n GGC so we've done that here we subtracted to $10,000 for occupancy expenses and that can include utilities so you may not you may not exclude all that amount but you definitely want to exclude right other exclusions for MTDC our tuition if you look at the definition and the uniform guidance it says that tuition and participant support costs have to be excluded from MTDC so we've deducted $500,000 for occupational I TAS according to vol IPAs would be an exclusion from MTDC you've also excluded all support services from MTDC $100,000 budgeted for adult supportive services an exception to the training exclusion fritzy would be work based learning so we're paying on the job training and incumbent worker training and that includes that and tells a lot of effort on our part we have to monitor that and we have to kind of check to the employer or we have to cut a paycheck we may have to cut a paycheck to the OJT percent well no we want to cut a paycheck for the OJT participant but those are included and MTDC your on-the-job training and cover worker training and work experience are included so we did not deduct that in column G and then the MTDC your direct cost space and it may not always be MTDC if you have a negotiated rate your direct cost space would be whatever your you know would be defined in the negotiated indirect cost rate agreement and that can be direct salaries and wages so the only thing in your direct cost base would be direct salaries and wages you would enter all costs under column G under the exclusions except for direct salaries and wages but in this case we're using the de minimis rate so we're required to use MTDC in column H the after you enter all the numbers and columns F and columns columns G column H will automatically calculate the direct cost base for each line item LLL and then after that the this worksheet will take the 10% indirect cost rate and multiply it by the total of the direct cost base for all line items and that will and the total would display under total indirect costs at the bottom of work sheet so this will be our total indirect cost calculated on this indirect work sheet and then this $200,000 here is from section a our the total of all the indirect costs on the on the budget section a budget and then the worksheet compares the calculated indirect costs on the indirect work sheet and it subtracts the amount from the budget and then it gives you the total on in this field here and the total should be zero if you calculated your indirect cost and you plan to charge all of your indirect costs to the grant the total should be zero there may be cases and there probably a lot of instances where this may apply to apply to local areas where you're not you don't plan to charge I'll be indirect to the grand you know you decided you're only going to you're only going to charge two hundred thousand dollars that's e if you're charging more than that you're going to exceed the 10 percent admin cap so if that's the case and we'll change some of our numbers here let me see let's take this out of out of MTDC exclusions just for the sake of example will delete this amount so this increases our direct cost base by nine hundred thousand dollars so our total direct costs calculated on the spreadsheet should increase by ninety thousand dollars so the new total the new calculation is two hundred ninety thousand dollars and the amount that we're budgeting on the on this budget is $200,000 so that leaves it leaves a difference of ninety thousand dollars so what you can do is you know you can enter a note at the bottom in the comments field say that we're only budgeting $200,000 our total allowable indirect cost based on our estimates of our costs and our direct cost exclusions are two hundred ninety thousand dollars but we're actually only allocating two hundred thousand dollars the other thing you do is you don't want to change any of the numbers in columns F or Cutler G because those are your actual numbers and those are what we're going to use to review or what DCEO accounting is going to use to review and approve the worksheet and the budget but it's also for your benefit so that you can see especially if you're using the amendments rate you can see what your total allowable indirect cost rate recovery is and if your indirect costs are going to come in below or above that amount in our case our total allowable indirect costs using the de minimis rate would be two hundred ninety thousand dollars but we're only going to budget two hundred thousand dollars so what you could do the only place you want to enter a plug number is in the indirect cost rate at the top so you can lower your indirect cost rate it only goes down to two decimal places so your neck if there's going to be a difference you're not going to be able to eliminate the difference entirely but let's change this to nine point eight six percent and then if we change that to nine point eight six percent now it's not even close let's change it to you on eight point five percent then we'll change it to you on seven point five percent so you just play around with the indirect cost rate at the top until you get the difference at the bottom to be equal zero let's try to take one more stab at this well change it to 7% so now we've got it down to $3,000 so you want to get it as close to zero as possible and then our income in our comments field at the bottom you know will mention that our actual indirect cost rate election is amendment of 10% that's what we elected in the car system that's what's going to appear in the grant agreement for the indirect cost rate percentage but the actual amount in our budget is going to be $200,000 so that works out to an indirect cost rate of just under 7 percent and there's probably a lot of confusion about this but to summarize most of these you're going to enter your total costs in column F and the total cost should equal the amount of the corresponding line item in Section A if for the roll-up line items you're going to enter your cost at the sub roll-up line item level so that's going to be travel supplies contractual and sub-awards and miscellaneous you enter the cost at the sub well up line up line item level and then there's a formula for the roll-up line items which adds the cost for the sub well up line item and gives you the total so you enter your actual budgeted cost in in column math you enter your cost based exclusions in column G column H is going to cut calculate automatically and then the total of indirect costs will be calculated using the indirect cost rate and the direct cost base in column H and that will appear in this field here at the bottom total indirect cost and then the fields immediately below that those will flow over from the line 17 line items in Section A in the budget and then the very bottom field the calculation will compare the to the sum of the total indirect costs calculated on this worksheet - the line items for the indirect cost and that ideally should equal zero if it doesn't equal zero you should note the reason why in the comments field at the bottom or you should adjust the indirect cost rate at the top to make it equal zero and then you know just add a comment at the bottom indicating that you're charging less than your full allowable indirect cost rate and the instructions the general instructions will address section a section C and section being the program specific instructions will address section B which is the WI o a funding template and the section a indirect cost worksheet so if you have any questions you can give me a call or you can refer to the instructions and like Chelsey mentioned at the beginning of the webinar this this workbook is available for download in the bottom of the download pod in the conference screen so you can download this this is the same workbook that is available on work net under the e policy portal this has example numbers to you to refer to for an example so that that's pretty much all I've got to say about the you know for the walkthrough of the of the budget template are there any questions let me go to the chat pod I haven't been able to see the chat pod [Music] okay the yeah the there's a question the spreadsheets indicate that we can change formulas as needed if extra lines are added however and I and I would this is in reference to section C where you have all the tabs for the budget detail and there it is you can add additional lines as needed but it doesn't allow you to copy down the formulas and column H and it doesn't even allow you to enter your own formula or make your own entry and so Laura could you address that because I I think we've been sending having the grantees send us their spreadsheets and we said we poured them to accounting to unlock is that correct that's correct okay I commented in the chat for people just like you to me anything we get okay so we sent out a um there was a new attachment out that was sent out last week I think I think it went out last week Friday it's in the e policy portal available for download so that unlocked the worksheets for the FATA and for the section aici for your indirect cost rate election which I should mention by the way should correspond to the indirect cost rate election that you made in cars so if you do need to add additional lines for example for section 1a or for you know salaries you could send your workbook to Laura and she could afford at the DCU accounting to have it unlock so you could have the additional lines there is another question if we put in two years that doubles all their salaries so we would not have enough ad money to cover the cost of admin salaries if we can't put carryover and what do we do like I mentioned previously you want to make sure that the amounts that are in Section A and it's Section B are what what will appear in your grant agreement and in GRS so if you know you could use different bases for the suction C detail you could use ours you could use moms you could use here so you should use the basis that will give you the correct amount that you want to charge to the grant so if two years is too much then you can use one year or you could use fifteen months or you can use 16 months use whatever basis that will give you the correct amount for that employee another question is arm what does MPCV stand for mc/dc is modified total correct or modified total direct cost its MTDC and it's defined in the uniform guidance we also addressed it and the data frequently asked questions which appear on the data section of Illinois Worknet so you can refer to gather frequently asked questions and it goes into more detail about MTD MTD C MTDC is used for the de minimis rate it can also be used for a for negotiated indirect rate you can choose to use MTDC for your federally negotiated rate for state negotiated rate I think they're limiting you to direct salaries and wages but MTDC is what you would use for the de minimis rate and that would include that basically includes all costs with the following exceptions that would exclude the portion of each subcontract or sub award exceeding $25,000 that would exclude participant supportive services it would exclude student tuition which includes ITA costs it would include rental costs for rocket it would exclude rental costs for occupancy and it would exclude individual items of equipment with a unit cost of $5,000 or more so those are the MTDC exclusions if you're using modified total direct cost and if you have any questions about that you can refer to uniform guidance at UCF r200 or you can refer to the data frequently asked questions I think there are a couple of questions in the frequently asked questions about MTDC and there's one that includes the DLL response where they said that training costs to be excluded from MTDC would include I TAS but it would not include work-based learning costs and then another thing I want to mention that indirect cost worksheet on that has to be completed for everyone even if you're not claiming indirect costs and I believe there are some counties that will not be charging indirect costs to these grants and I know there's at least one local area that it got a single function entity exemption so if you're not if you're charging if you have a single function exemption and you're charging everything direct or if the carrier is not charging any indirect then you would have no indirect costs so you would have no light items for interact all those costs would be included in the direct cost line items and then you would still have to complete the indirect worksheet but you would just enter a zero for the indirect cost rate at the top and then you know and or something in the in the comments field at the bottom but you still have to complete all column F showing the amount of all the direct line items including the breakdown of the Roloffs line items by the sub floor line items [Music] and I think those are and then I mentioned that they're the CSF a number is in the uniform grant budget the uniform grant application was what which was one of the attachments to the the funding notice so you can refer that to the grant application for these for the CSF a nanu I think that does it for all the questions Laura did you want to have anything um no not on the legacy okay well yeah for if you have something bad about anything else regarding the py 17 grant establishment I guess we could we could address it now I know I just wanted to mention that the disclosure needs to be completed and submitted it needs to be the individual is authorized to sign for the grant just like a grant agreement if you have the wrong name and then you could cite through it and handwrite in the right person's name and sign it and with their title exhibit G needs to be submitted this is the last year for Dimity it is for only grants that are outside of a field state grants are outside of this video so that's funny to be putting there so that should be fairly dress fit and then there's been very few people that have completed the programmatic risk assessment and that was included in the notice that's the survey monkey link that's included in there so our individual or your local areas would go and complete those that risk assessments that would be great so we can go ahead and get those done and graded before the rollover is completed so that we can move at the grant once we're ready sir okay thanks for up on John did you have anything that you want to add no just to reiterate the programmatic risk assessment looks like we have less than 1/2 areas so you can just uh get those things done and like said we'll get these moving as as soon as possible ok so if they're on this is the last call for questions if you want to add a question you could if you want to ask the questions you can unmute your phone and ask us over on over the line over the telephone line or you can get or you could type out the question in the chat pod a lot of the questions looks like they've already answered in the chat pod and and some of them are the same so I think we addressed all those I'll give a few more seconds well there is a question follow-up question on section a indirect worksheet you said that if we do not claim indirect cost we put zero on cell 12 but we'll enter the cost on column math does this mean that any entry on Section A will be entered on column F yeah you should still enter the in column F which are your total corrupt Toorak costs you should still enter those costs manually enter those costs and column not the only constant we'll pull over from section a the budget will be your indirect line items and the purpose even if you're not claiming indirect the purpose of entering those costs under column F is so that you can provide a breakdown of the roll-up line items your other admin costs other program costs occupational training cost work-based learning costs so that's where you will provide the detail on those amounts the section a interrupt worksheet that's a supporting worksheet similar to the master budget that we used in previous years the information on there is not included in the grant agreement or in GRS that's just to provide additional nation for DCEO accounting to review and approve the grant agreements I thought of something else that I probably need to be talked about on the section a the IC I tab in direct cost where you indicate that that is not lost anymore with the latest version we realize that you cannot check the box that's the way it was created from accounting you have to put an X in there and it will show up underneath the box so check if you could try going to X from that cell that you're in right now and then there's well that's the way it's going to happen look so just so you know that and then also if you so go down further scroll down further check if notice that you have to finish completing that part there so if you select or if you have a negotiated indirect cost rate you need to complete that section down there at the bottom as well and fill it in with trustee I'm right there that's oh it's not pretty but that's the way it needs to be completed that's the way accounting is set it up also on the facade of ham that is for it so if it's not applicable at the tapas and has been unlocked so if they if it's not at the movement type in after that first part there that it's not applicable and that way well know that you've seen it and that it's not applicable so yes just doing them perfect perfect and then you don't have to complete the rest of it so we just wanted to point that out because I haven't any questions on that where you coming if we put in zero there's another question do we put in zero if we do not have an indirect cost rate or not so it out yeah you can just put in zero in the in the indirect cost rate in the field that the indirect cost worksheet you enter your cost manually in column F [Music] you don't have to entertain enter anything in column G because you don't have a direct cost base and then just set a zero up at the top yeah the whole purpose if you don't if you're not charging indirect costs the whole purpose of that indirect worksheet will be to provide detail about the sub role of line items for the roll-up line items itself nr0 then you should see zeros in the fields at the bottom above the comment field okay I think that covers all the questions and on so that does it for the for the uniform budget template walk-through i believe this is being recorded and it should be available on only worked at at a later day