MGA Fiscal Procedures Manual Updated September 22, 2016 Presented by: Oregon Housing & Community Services 725 Summer St. NE, Suite B Salem, OR 97301 Claire Seguin, Interim Director i
Table of Contents Introduction Table of Contents OHCS Contacts OHCS Fiscal Contacts Roster OHCS Program Contacts Roster General Definitions/Acronyms ii iii iv v Section One Notices of Allocation NOA Fiscal Procedure 1-2 Budget Change Requests Procedure 1-2 General Budget Change Requests Instructions 1-3 Section Two Requests for Funds RFF Fiscal Procedures 2-2 OPUS LIHEAP/OEA Direct Client Vendor Corrections 2-2 Section Three Financial Status Reports FSR Fiscal Procedures 3-2 Grant Category Descriptions 3-3 Grant Non-Specific Special Reporting 3-6 Grant Rollover Procedures 3-6 Section Four Inventory Procedures Under Construction Inventory Reporting Equipment Purchase Section Five - Internet Resources 5-1 Section Six Master Grant Agreement Under Construction 6-1 ii
OREGON HOUSING & COMMUNITY SERVICES DEPARTMENT MASTER GRANT AGREEMENT FISCAL CONTACTS ROSTER Name Telephone Number Responsibility Caleb Yant 503.986.2056 Fiscal Issues Chief Financial Officer caleb.yant@oregon.gov Sandra Flickinger 503.986.2147 Fiscal Issues Financial Services Manager sandra.flickinger@oregon.gov Carol Wagner 503.986.2121 Fiscal Issues Grant Unit Leader carol.wagner@oregon.gov Marcie Clark 503.986.2071 Request for Funds Grants Specialist marcia.clark@oregon.gov Financial Status Reports Notices of Allocation OPUS Fiscal Module Monika Peterson 503.986.2088 Audits Compliance Monitor monika.i.peterson@oregon.gov Audit Confirmations Inventory Monitoring Federal Reporting Lisa Cimino 503.986.2102 Contract Issues Procurement & Contract Specialist lisa.cimino@oregon.gov iii
OREGON HOUSING & COMMUNITY SERVICES DEPARTMENT MASTER GRANT AGREEMENT PROGRAM CONTACTS ROSTER Name Telephone Number Responsibility Carie Bauer 503.986.6736 CSBG CSBG Program Analyst carie.bauer@oregon.gov David Kaufman 503.986.2134 OEA, LIHEAP OEA/LIHEAP Program Analyst david.kaufman@oregon.gov Vicki Massey 503.986.2146 Rental Assistance Programs Rental Assistance Program Analyst vicki.massey@oregon.gov Home TBA, LIRHF Roserria Roberts 503.986.2122 Homeless Programs Homeless Program Analyst roserria.roberts@oregon.gov EHA, HSP, ESGP, SHAP Steven Divan 503.986.0979 Weatherization Programs Weatherization Program Analyst steven.divan@oregon.gov BPA,DOE, ECHO, LIHEAP WX Melody Henricks 503.986.0977 Compliance Monitoring Compliance Specialist melody.henricks@oregon.gov iv
DEFINITIONS Application: A request for financial support of a project/activity submitted on specified forms and in accordance with instructions. Allocation: The provision of funds based on an approved application (work plan) and budget, to an organizational entity or an individual to carry out an activity or project under a Grant Program consistent with all term and conditions of the Master Grant Agreement. Award: Grants, cost reimbursement contracts and other agreements between the State of Oregon and the federal government, other grantors, or other funding sources. Award Period: The allowable timeframe in which the award (funds) are to be expended as identified in the award notification issued by the federal agency and other grantors, or timeframes identified through specific regulations. Budget Period: The interval of time (usually 12 months) into which a project period is divided for budgetary and funding purposes. Contract: A written agreement between a grantee and a third party to acquire routine goods or services. Direct Costs: Costs that can be identified specifically with a particular final cost objective, i.e., a particular award, project, service, or other direct activity of an organization. Grant: A financial assistance mechanism providing money, property, or both to an eligible entity to carry out an approved project or activity. A grant is used whenever the awarding entity anticipates no substantial programmatic involvement with the recipient during performance of the financially assisted activities. For the purposes of the Master Grant Agreement, grant is the term used to identify the award issued by OHCS to the subgrantee. Grant Code: The name of the grant as it appears in the Notice of Allocation. Grant Expenditure Period: The allowable timeframe in which the grant (funds) are to be expended by the subgrantee and any subrecipients. The grant period is identified in the notice of allocation. Grant Program: A coherent assembly of plans, project activities, and supporting resources contained within an administrative framework, the purpose of which is to implement an organization's mission or some specific program-related aspect of that mission. For purposes of this statement, "program" refers to those programs that carry out their mission through the award of grants or cooperative agreements to other organizations. Indirect Costs: Indirect costs are those that have been incurred for common or joint objectives and can not be readily identified with a particular final cost objective. Monitoring: A process whereby the programmatic and business management performance aspects of a grant are reviewed by assessing information gathered from various required reports, audits, site visits, and other sources. v
Notice of Allocation: OHCS Master Grant Agreement (MGA) document that notifies the subgrantee and others that an award has been made. It is contingent upon compliance with all terms and conditions of the MGA, and documents the obligation of funds. The award notice may be in letter format or may be issued electronically. OPUS: OPUS is the name for a group of related web-based computer applications. OPUS supports the programs of the Master Grant Agreement for Oregon Housing & Community Services. Project Period: The total time for which support of a project has been programmatically approved. The total project period is comprised of the initial competitive segment, any subsequent competitive segment(s) resulting from a competing continuation award(s), and non-competing extensions. Recipient: The organizational entity or individual receiving a grant or cooperative agreement. See "Grantee." In this OHCS Master Grant Agreement (MGA) we term OHCS direct grant recipients as subgrantees. Any subgrantees of that subgrantee are termed subrecipients. Subgrantee: The organization or individual awarded a grant or cooperative agreement by a pass-through entity that is responsible and accountable for the use of the funds provided and for the performance of the grant-supported project or activities. The subgrantee is the entire legal entity even if a particular component is designated in the award document. The subgrantee is legally responsible and accountable for the performance and financial aspects of the grant-supported project or activity. vi
ACRONYMS ACE Advisory Committee on Energy ADMIN Administrative AGR Agency Grant Request AGS Agency Grant Status BPA Bonneville Power Administration CAPO Community Action Partnership of Oregon CDC Community Development Corporation CFDA Catalogue of Federal Domestic Assistance CFR Code of Federal Regulations CSBG Community Services Block Grant DOE T&TA U.S. Dept of Energy Training & Technical Assistance DOE WX NA U.S. Dept of Energy Weatherization Native American DOE U.S. Dept of Energy E2C2 Energy Education & Consumer Competency ECHO Energy Conservation Helping Oregonians EHA Emergency Housing Account ESGP Emergency Solutions Grant Program FFY Federal Fiscal Year FSR Financial Status Report FY Fiscal Year GAO U.S. General Accounting Office HHS U. S. Department of Health and Human Services HMIS Homeless Management Information System HOME TBA Home Tenant Based Assistance HSP Housing Stabilization Program HUD U. S. Dept. of Housing and Urban Development LIHEAP WX Low Income Heating & Energy Assistance Program Weatherization LIHEAP WX NA Low Income Heating & Energy Assistance Program Weatherization Native American LIHEAP Low Income Heating & Energy Assistance Program LIRHF Low-Income Rental Housing Fund NA Native American NOA(s) Notice of Allocation(s) OAR Oregon Administrative Rule OEA Oregon Energy Assistance OHCS Oregon Housing and Community Services Department OMB U. S. Office of Management & Budget ORS Oregon Revised Statutes PY Program Year RFF Request for Funds SHAP State Homeless Assistance Program T&TA Training & Technical Assistance USC United States Code (Codification of Public Laws) WX Weatherization vii