Post-Award Webinar July 21, 2020 Haid Bloxham, Chief Financial Officer & Jeannette Vaughn, CSP Project Director WA Charters https://wacharters.org/charter-school-program/
TODAY’S WEBINAR Ø Outline Next Steps Ø Financial/Procurement Details Ø Monitoring Ø Basecamp Ø Q&A 2
CSP GRANT GOALS Washington’s Innovation and Excellence Program has four objectives: ü Increase the number of high-quality charter public schools and authorized charter public school seats in Washington ü Improve student outcomes in Washington’s charter public schools, especially for at-risk students ü Disseminate innovative, effective educational practices that improve student outcomes with key Washington stakeholder groups (i.e., educational partners, traditional public education systems, parents and families, and community-based organizations.) ü In collaboration with Washington authorizers, support and strengthen our best-in-class authorization process and develop, review, and iterate an authorization renewal process in alignment with the National Association of Charter School Authorizers (NACSA)’s quality practices In carrying out these objectives, Washington’s Innovation and Excellence Program will provide subgrants to qualified charter public school developers to provide financial support for the initial implementation of expanding, replicating, or opening a charter public school. 3
CSP GRANT MANAGEMENT TEAM Haid Bloxham, Chief Financial Officer cspfinance@wacharters.org, (206) 424-2780 Jeannette Vaughn, CSP Project Director & School Implementation Coach cspgrant@wacharters.org, (206) 424-2780 Please get in the habit of using CSP specific e-mail addresses 4
POLICIES AND PROCUREMENT 5
POLICIES AND PROCUREMENT □ Best practices of policy development, approval, and monitoring □ Review of WA State, Federal, and CSP Procurement Policies □ Review of time and effort reporting requirements □ Monitoring of internal controls for policies 6
BEST PRACTICES □ Washington’s charter public schools must be in compliance with the School District Accounting Manual (SDAM)* □ Policies should be publicly available □ Designate a team to review annually (should be written into your policies) □ Adjust based on events that trigger alterations (i.e. Federal policy change, fraud, etc.) □ Board should review regularly (should be written into your policies) *WASBO and your peers are great resources to build out policies in compliance with the SDAM; WASBO 7 releases annual summaries of the updates to the SDAM
WA STATE VERSUS FEDERAL PROCURES Federal Information: https://www.ecfr.gov/cgi-bin/text- idx?SID=6214841a79953f26c5c230d72d6b70a1&tpl=/ecfrbrowse/Title02/2cfr200_main_02.tpl 8 State Information - RCW: https://app.leg.wa.gov/rcw/default.aspx?cite=28A.335.190
FEDERAL PROCUREMENT SOLE SOURCE For all federal grants: Procurement by noncompetitive proposals is procurement through solicitation of a proposal from only one source and may be used only when one or more of the following circumstances apply: (1) The item is available only from a single source; (2) The public exigency or emergency for the requirement will not permit a delay resulting from competitive solicitation; (3) The Federal awarding agency or pass-through entity expressly authorize noncompetitive proposals in response to a written request from the non-Federal entity; or (4) After solicitation of a number of sources, competition is determined inadequate. A written justification will be prepared and kept on file for any sole source procurement under a federal grant. 9
CSP PROCUREMENT □ CSP (Charter School Program) grant is a Federal program and follows Federal procurement policies □ CSP procurements should follow the grant’s budgeted expenses and fit the “allowable cost” criteria: • Is the expense required to operate the school? If YES, the expense is not allowable • If NO, move to Question #2 • • Is the expense required for operations after the grant has ended? If YES, the expense is not allowable If NO, move to Question #3 • • Does the expense directly support the proposed objective? If YES, the expense is allowable • If NO, additional investment opportunities should be considered • 10
TIME AND EFFORT □ All salaries, wages, and benefits charged to a Federal program must be supported by time and effort documentation □ Common documentation forms include a personnel activity report, extra documentation on a time sheet, or a semi-annual certification □ Compensation must be evidenced by employment contracts or letters listing the staff name, position, hire date, and agreed pay rate/salary 11
INTERNAL CONTROLS FOR POLICIES After policies are reviewed, updated, approved, and staff is trained… □ Ensure internal controls are in place and operating □ Monitor through ongoing controls □ Monitor through periodic internal audits □ Provide feedback to staff to enhance system 12
ONGOING MONITORING 13
ONGOING MONITORING Subgrantees will be expected to submit a monthly monitoring report, via excel which will include: □ Monthly expenses being claimed for reimbursement • Receipts, time and effort tracking, employment contracts, vendor contracts, and other financial justification will be required to be submitted at the time the expense is claimed □ Demographic data and enrollment □ Progress toward CSP goals □ Other items as they are related to sub-grantee specific monitoring or TA A finalized monthly monitoring workbook will be available in Basecamp in early August 14
ONGOING MONITORING □ A grant activity is eligible to be reimbursed once it has been paid for not encumbered □ Accurate inventory control of CSP purchased items is critical….if you don’t have an inventory system established now is the time to do so □ A procurement policy consistent with federal and state law should be established as soon as possible 15
BASECAMP 16
BASECAMP • Basecamp is the platform that we will use for holding documents, establishing timelines, and the place where schools will upload monthly reimbursement requests and reports • People in your organization who will have a role in your CSP sub-grant should gain access to your school’s Basecamp ‘project’ • Please email Jeannette with the names/email addresses of those who should have access – each person will then receive an invitation to join your Basecamp project • There is a Basecamp policy and job aid for you to review once you get into Basecamp 17
BASECAMP 18
BASECAMP 19
BASECAMP 20
QUESTIONS AND ANSWERS 21
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