compliance: it’s everybody’s job protecting the investment and ensuring fiscal and program...

Compliance: It’s Everybody’s Job

Protecting the Investment and Ensuring Fiscal and Program Compliance at your Program

Does Your Program PoP?

A Little Story…

This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. Nobody talked to Everybody. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have.

Program and Fiscal Joint

Responsibilities

Alignment of Spending

Criminal History Checks

Allocation of Staff Time and Expense/Match

Spending Down the Grant

15-16 Budget

Enrollment Period

8/15/15

Members Enroll in Portal1/30/16

Spending/Reporting Match

60 Days Prior to Members Begin

Service

Staff Turnover

15-16 Members Exit Including FT Member-

Spending/Match not on Track

Spending/Reporting Match

Staff Turnover

Enrollment Period

8/14/16

Enrollment Period

8/15/16

Full Time Member

Begins Service

16-17 Members

Begin Service

Final ARR 15-16 Grant Year

16-17Budget

Every successful individual knows that his or her achievement depends on a community of persons working together.

~Paul Ryan~

Alignment of Spending

Enrollment Period

8/15/15

Enrollment Period

8/14/16

Important Communication: Members enrolled and members exited

Criminal History Checks

Personnel in Approved Budget Staff Turnover Full time Members

15-16 Members Exit Including FT Member-

Spending/Match not on Track

Spending/Reporting Match

Enrollment Period

8/14/16

Enrollment Period

8/15/16

16-17 Members

Begin Service

Final ARR 15-16 Grant Year

Allocation of Staff Time and Expenses/Match

15-16 Members Exit Including FT Member-

Spending/Match not on Track

Spending/Reporting Match

Enrollment Period

8/14/16

Enrollment Period

8/15/16

16-17 Members

Begin Service

Final ARR 15-16 Grant Year

Spending Down the Grant

Checklist

Program and Fiscal Joint Responsibilities

Checklist

Program and Fiscal Joint Responsibilities

General Practices:Set up regular bi-weekly, monthly or quarterly meetings with

fiscal or program staff responsible for implementation of the AmeriCorps grant

Appropriate program staff is made aware of the AmeriCorps budget

Fiscal staff is made aware of program calendar for the year

Checklist

Program and Fiscal Joint Responsibilities

Alignment of Spending:Program staff provides fiscal staff with information on the program enrollment

cycle Member actual AmeriCorps starts dates; Upcoming expected member exit dates Member actual exit dates

Program informs fiscal staff if there are Full-time or Half-time members on the budget that have been suspended or reinstated.

Program staff updates fiscal staff on status of previous year’s members still

active .

Checklist

Program and Fiscal Joint Responsibilities

Criminal History ChecksProgram staff communicates any staff turnover to fiscal

staff immediately so the program for budget purposes.

Program informs fiscal staff if/when they bring on a Full-time member that will be included on the budget.

Program or other staff responsible for running background checks on staff ensures CHCs are run on current or new staff on the budget, and approved by YBUSA for reimbursement purposes.

Checklist

Program and Fiscal Joint Responsibilities

Allocation of Staff Time, Match and Spending down the Grant

Program staff keeps fiscal informed on upcoming exits dates for the last member in service for the relevant grant year for final ARR request.

Fiscal checks in with program whether the program is on track for meeting match requirements in terms of activities, staff time and spending

Both parties have an understanding of the grant member enrollment period, member service terms, and spending period for the actual grant

We’re All In It Together

The Story…

This is a story about four people named Everybody, Somebody, Anybody and Nobody. There was an important job to be done and Everybody was sure that Somebody would do it. Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was Everybody’s job. Everybody thought Anybody could do it, but Nobody realized that Everybody wouldn’t do it. It ended up that Everybody blamed Somebody when Nobody did what Anybody could have. Nobody talked to Everybody, and well, Nobody got paid…