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  • 4 - Keeping Volunteers Engaged - Volunteer Recruitment and Management
    By assigning tasks that build on volunteers skills you are recognizing and acknowledging the value of the talents they bring to the table Someone tasked with filing papers every time they come in may not last long and you could potentially lose a wealth of knowledge they possess in other areas Instead offer additional tasks or opportunities based on areas in which your volunteers want to grow If you have a person for example who is interested in design ask them to create a flyer or brochure for an upcoming event If the budget allows look for professional development opportunities such as community center classes to help volunteers expand their skill sets Thank you notes personalized certificates and simple words of appreciation can really make your volunteers feel valued Get creative Organizations should provide volunteers with the same opportunities as employees including training supervision feedback and opportunities for professional development The more specific you can be toward each individual the better Volunteers generally do not want you to spend a lot of money to appreciate them If they did they d likely spend their time at a part time job earning wages not volunteering Meaningful rewards are often small but

    Original URL path: http://www.strengtheningnonprofits.org/resources/e-learning/online/volunteermanagement/default.aspx?chp=4 (2016-02-12)
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  • Summary - Volunteer Recruitment and Management
    to volunteers as you would to paid staff your efforts will pay off You are far more likely to retain volunteers with both hard skills and strong interpersonal skills when you support and continually engage them The resources and websites listed below will offer you additional supports and tools for recruiting volunteers Thank you for taking the time to view this e learning lesson on volunteer recruitment and management These resources will help you with volunteer recruitment and management Please see the following resources for additional information Volunteer Management Resources from the United Way of the Greater Seacoast http volunteer united e way org uwgs volunteer news resources Points of Light Institute http www pointsoflight org Points of Light Institute embraces service and civic engagement as fundamental to a purposeful life and essential to a healthy world Volunteer Match http www volunteermatch org Volunteer Match allows people to find volunteering opportunities with nonprofit organizations by location and interest area Idealist org http www idealist org Idealist is an interactive site where people and organizations can exchange resources and ideas locate opportunities and supporters and take steps toward building a world where all people can lead free and dignified lives Thank

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  • Managing Public Grants
    used by organizations that have a grant or a cooperative agreement Grants and cooperative agreements are used when the principal purpose of the transaction is to support a public purpose authorized by the awarding agency s Federal statute Grants are used when a recipient organization is expected to implement and achieve programmatic goals autonomously Cooperative agreements are used when substantial involvement is expected between the funding agency and the recipient when carrying out the funded activities Contracts are used when the principal purpose is the acquisition of property or services for the direct benefit or use by the Federal government Federal funds are restrictive meaning they must be used for a specific purpose detailed in the grant or cooperative agreement The actual terms of the arrangement between your organization and the Federal awarding agency will be specified in the cooperative agreement or grant which will be mailed to you for negotiation and signature prior to the issuing of an award If the Federal funding agency requires cost sharing or matching you may be required to produce those funds before a cooperative agreement is signed and Federal funds are disbursed Once you have signed and returned your cooperative agreement an award will be made and funds will be released When a funding award is made the Federal funding agency and the Division of Payment Management DPM initiate the process for receiving award payments Process for Receiving Award Payments Recipient submits application for grant Awarding agency reviews application and approves Data regarding grant is transmitted to Payment Management System PMS PMS updates databases Information about how to set up your payment accounts is provided in your grant award package or sometimes directly by DPM It is also available on the DPM website at www dpm psc gov DPM serves many agencies so it is important to note that organizations with multiple grants paid through DPM will have a single account for all of the grants Payment to your organization may be tied to reporting schedules so it is critical to submit completed required reports on time and as specified by the Federal awarding agency Payments to your organization may be withheld if one of the following situations occurs Failure to comply with the project objectives terms and conditions of the award or Federal reporting requirements A recipient or subrecipient is delinquent in a debt to the United States as defined in OMB Circular A 129 Keep in Mind DPM offers Payment Management System user training classes for new grant recipient organizations For information about registering for the training or obtaining a CD of the training visit www dpm psc gov Developing an operational plan begins with goals objectives activities and assigning responsibilities Using information you provided in your application narrative and reporting requirements specified by the Federal funding agency in your award package develop a document that relates goals objectives and activities to implementation and reporting timelines This document is called an operational plan or work plan document Set intervals that are appropriate to your project and reporting requirements The above table provides a sample operational plan format and allows you to indicate who is responsible for completing each of the activities detailed In this sample operational plan format reporting deadlines can be entered as activities with due dates indicated in the timeline CHAPTER 3 Financial Management Audits In addition to a well planned project your organization s financial management systems must meet certain requirements in order for you to receive and manage Federal grant funds Financial systems must follow a number of guidelines Also a sound financial management system should maintain records that adequately identify the source and application of funds for federally sponsored activities All organizations that receive Federal funds are subject to basic audit requirements These audits are intended only to examine the federally funded parts of an organization s operations and are not designed to identify unrelated problems The audits are necessary to make sure that Federal dollars have been spent properly on legitimate costs Therefore it is extremely important for grant recipients to keep accurate records of all transactions conducted with Federal funds Federal agencies have banking standards and accounting and cost principles Federal awarding agencies do not require separate depository accounts for funds provided to a recipient but you are accountable for the receipt obligation and expenditure of funds Advances of Federal funds must be deposited and maintained in insured interest bearing accounts Cost principles for nonprofit organizations can be found in 2 CFR 230 Questions about specific requirements for accounting methods and fiscal reporting should be directed to your assigned Federal grants management officer Most Federal agencies will reimburse their share of indirect costs Most Federal awarding agencies consider activities conducted by recipients that result in indirect charges a necessary and appropriate part of grants and will reimburse their share of those indirect costs The appropriate share is either a fixed amount as specified in statute or in regulations or is determined based on a rate negotiated by a cognizant agency with an applicant grantee and reflected in a formal rate agreement To simplify relations between Federal grantees and awarding agencies OMB established the cognizant agency concept whereby a single agency represents all others in dealing with grantees in common areas The cognizant agency reviews and approves grantees indirect cost rates Approved rates must be accepted by other agencies unless specific program regulations restrict the recovery of indirect costs The cognizant agency for nonprofit organizations is determined by calculating which Federal agency provides the most grant funding The Department of the Interior is the cognizant agency for all Indian tribal governments For hospitals HHS serves as the main cognizant agency HHS is also the cognizant agency for all states and most cities The cognizant agencies for community based organizations are HHS and the Department of Labor To establish an indirect cost rate for your organization contact your cognizant agency to initiate the application process Indirect cost rate agreements are negotiated by a division within the agency You will find a sample indirect cost proposal format for nonprofit organizations at http rates psc gov fms dca np exall2 html Should You Apply for a Federal Indirect Rate Consider the amount of the award and the actual amount of indirect costs that may be recovered Consider the amount of time your organization will have to invest in preparing and submitting the indirect rate proposal and negotiating the indirect rate Earnings generated through an activity supported by a public grant are considered program income Program income is defined in 45 CFR 74 as income earned by the recipient that is directly generated by a supported activity or earned as a result of the award Program income includes but is not limited to income from fees for services performed the use or rental of real or personal property acquired under Federally funded projects the sale of commodities or items fabricated under an award license fees and royalties on patents and copyrights and interest on loans made with award funds Interest earned on advances of Federal funds is not program income Except as otherwise provided in the terms and conditions of the award program income also does not include the receipt of principal on loans rebates credits discounts etc or interest earned on any of them Furthermore program income does not include taxes special assessments or levies and fines raised by government recipients Program income earned during the project period is retained by your organization for use as specified by the Federal awarding agency in the award document In the event that the Federal awarding agency does not specify in its regulations or the terms and conditions of the award how program income is to be used the regulations in 2 CFR 215 will provide you with specific instructions Organizations must submit financial reports to the Federal awarding agency Financial reporting requirements for your project are specified in your award package issued by the Federal awarding agency For more detailed information about requirements for financial management systems payment methods and rules for cost sharing and matching requirements accounting for program income and establishing fund availability see OMB Circular A 110 subpart C You will likely be required to submit financial reports to both the Federal awarding agency and the Division of Payment Management The Federal Financial Report is the financial reporting form for most of these reports It combines the PSC 272 previously used by DPM and the SF 269 used by grants management offices DPM has fully implemented the switch to the FFR however many grants management offices may still be using the SF 269 Be sure to use whichever financial report is required by the grants officer The Federal awarding agency determines the Financial Status Report deadlines The Division of Payment Management requires you to submit quarterly reports FFR that certify the disbursement of the funds within fifteen calendar days of the end of each quarter It is important to remember that you must submit financial reports to the awarding agency and DPM on time even if no activity has occurred during the reporting period Programs receiving public money are audited at the Federal government s discretion Most organizations are not audited by the government itself although the Federal government has the right to audit any program that receives public money at any time For example charities that spend less than 300 000 per year in Federal funds are generally asked only to perform a self audit Larger grants those over 300 000 per year require an audit by a private independent legal or accounting firm Non Federal organizations that expend 300 000 or more per year in Federal awards are required to have a single or program specific audit conducted for that year Non Federal entities that expend less than 300 000 per year in Federal awards are exempt from Federal audit requirements for that year but they must make records available for review or audit by appropriate officials of the Federal agency and Government Accountability Office GAO The scope of a single audit or program specific audit includes a purposeful review of the following information Financial statements To determine that you conformed to generally accepted accounting principles and that the schedule of expenditures of Federal awards is presented fairly in relation to your financial statements Internal control To assess effectiveness in detecting noncompliance with the agreement Also to assess compliance with generally accepted accounting principles and control risk for major programs Compliance To determine whether you have complied with laws regulations and the provisions of contracts or grant agreements that may have a direct and material effect on each of your major programs Audit follow up The auditor will follow up on prior audit findings from your organization and as a current year audit finding report indications of prior misrepresentation Data collection form The auditor will complete and sign specified sections of the data collection form OMB Circular A 133 governs audit procedures Consult the OMB Circular A 133 for specific information The Federal awarding agency or any authorized representatives is entitled to all of your program s records Financial records supporting documents statistical records and all other records pertinent to an award must be retained for a period of three years from the date of submission of the final expenditure report Some exceptions may apply given litigation property records and agency transference See 2 CFR 215 53 for specific details If authorized copies of original records may be substituted for the original records The Federal awarding agency may request transfer of certain records to its custody from recipients when it determines that the records possess long term retention value As long as records are maintained the Federal awarding agency or any of its duly authorized representatives has the right of timely and unrestricted access to any books documents papers or other records of recipients that are pertinent to the awards in order to make audits examinations excerpts transcripts and copies of such documents This right also includes timely and reasonable access to personnel for interviews and discussion related to such documents CHAPTER 4 Property Management Property management entails the use of Federal funds to purchase real estate equipment and supplies Federal awarding agencies have specific definitions for each of these categories Title 2 part 215 of the Code of Federal Regulations specifies rules for acquiring and accounting for property purchased with Federal funds This chapter will give you an overview of the specific information that may be most applicable to your organization regarding property management including intangible property and property trust relationships Equipment purchased with Federal funds must be used for program purposes Equipment is defined in 45 CFR 74 as tangible nonexpendable personal property including exempt property charged directly to the award having a useful life of more than one year and an acquisition cost of 5 000 or more per unit However consistent with recipient policy lower limits may be established Documentation of your policy must be provided to your grants management officer Equipment you purchase may be used for other projects or programs sponsored by the Federal awarding agency if such use will not interfere with work for which the equipment was originally acquired If the equipment is owned by the Federal government use on other activities not sponsored by the Federal government is permissible if authorized by the Federal awarding agency User charges earned will be treated as program income You may use the equipment in the project or program for which it was acquired as long as needed whether or not the project or program continues to be supported by Federal funds When no longer needed for the original project or program you may use the equipment in connection with other Federally sponsored activities For specific instructions regarding equipment use and disposition see 2 CFR 215 Section 34 Titles to equipment acquired with Federal funds vest in the recipient provided it is not used to provide services to non Federal outside organizations for a fee that is less than private companies charge for equivalent services unless specifically authorized by Federal statute for as long as the Federal government retains an interest in the equipment Your property management standards for equipment acquired with Federal funds and Federally owned equipment must include all of the following Equipment records including the following information A description of the equipment Manufacturer s serial number model number Federal stock number national stock number or other identification number Source of the equipment including the award number Whether title vests in the recipient or the Federal government Acquisition date or date received if the equipment was furnished by the Federal government and cost Information from which one can calculate the percentage of Federal participation in the cost of the equipment not applicable to equipment furnished by the Federal government Location and condition of the equipment and the date the information was reported Unit acquisition cost Ultimate disposition data including date of disposal and sale price or the method used to determine current fair market value where a recipient compensates the Federal awarding agency for its share Equipment owned by the Federal government must be identified to indicate Federal ownership A physical inventory of equipment must be taken and the results reconciled with the equipment records at least once every two years A control system that ensures adequate safeguards to prevent loss damage or theft of the equipment must be in effect Adequate maintenance procedures should be implemented to keep the equipment in good condition If authorized or required to sell the equipment proper sales procedures providing for competition and resulting in the highest possible return should be used Upon award completion and closeout equipment records must be maintained but report only equipment valued at over 5 000 Property acquired with Federal funds is under your ownership given you are using it for the purpose of an authorized project The title to real property acquired with Federal funds is vested with your organization provided it is used for the authorized purpose of the project for as long as it is needed When you determine the property is no longer needed for the purpose of the original project you must obtain written approval by the Federal awarding agency for the use of real property in other Federally sponsored projects Use in other projects will be limited to Federally sponsored projects or programs that have purposes consistent with those authorized for support by the Federal awarding agency When the real property is no longer needed you must request disposition instructions from the Federal awarding agency or its successor agency The title to Federally owned property remains vested in the Federal government Submit an inventory listing of Federally owned property in your custody to the Federal awarding agency on an annual basis Upon completion of the award or when the property is no longer needed report the property to the Federal awarding agency for further Federal agency utilization Supplies are vested in the recipient upon termination or completion of a grant The term supplies refers to all personal property excluding equipment intangible property and debt instruments valued at less than 5 000 The title to supplies and other expendable property are vested in the recipient upon acquisition Upon termination or completion of the grant you may retain or sell unused supplies exceeding 5 000 in total aggregate value that are not needed for any other Federally sponsored project or program and compensate the Federal government s share You must not use supplies acquired with Federal funds to provide services to non Federal outside organizations for a fee that is less than private companies charge for equivalent services unless specifically authorized by Federal statute for as long as the Federal government retains an interest in the supplies CHAPTER 5 Budget Revisions and Compliance Issues The budget plan is the financial expression of the project as approved during the award process Organizations must report variations from budget and program plans and request prior approvals

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  • Interactivites
    the lesson Click the icons to see material from each chapter come alive If something seems unfamiliar or if an activity is really tough to get through click the chapter title on the tabs above for additional instruction Overview None Understanding Roles and Achieving Objectives Test your knowledge of the roles of the individuals who manage a grant Test your knowledge of the roles of the individuals who manage a grant Text version of audio here The Grant Award Process and Developing an Operational Plan Depending on the circumstances Federal agencies may accept other forms of payment Depending on the circumstances Federal agencies may accept other forms of payment Text version of audio here Financial Management Audits Expenses associated with your project can be shared with your awarding agency Expenses associated with your project can be shared with your awarding agency Download this Federal Cost Sharing Requirements guide to help you navigate your costs Text version of audio here Property Management Property acquired with Federal funds must be insured Property acquired with Federal funds must be insured Text version of audio here Budget Revisions and Compliance Issues Good communication will help you reach an agreement about project changes Good communication

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  • Interactivites
    the overview and pause at any time by pressing the Pause button on the bottom left of the player The buttons at the bottom right of the player allow you to control the volume and shift the video to full screen On Screen Text Below the player you will find on screen text This includes the detailed information you will need to know in order to meet learning objectives for

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  • Overview - Managing Public Grants
    overwhelming number of requirements This lesson will provide you with resources and general information about grant management policies for most Federal funding agencies Questions are bound to arise as you set up and implement your funded project Since each Federal agency has specific requirements it is critical that you become very familiar with the terms of your award and the Federal staff assigned to oversee your project By engaging in this lesson capacity builders and intermediary organizations will better understand the key concepts and elements required to manage Federal grants effectively including achieving proposed program goals receiving and disbursing Federal funds complying with reporting requirements and writing continuation applications This lesson is a resource for capacity builders and nonprofits This lesson serves as a resource to assist nonprofit organizations in effectively managing Federal grants so that funded project goals are achieved in compliance with Federal regulations and reporting requirements It can help answer frequently asked questions and direct you to necessary resources and information to assist in effectively and efficiently implementing your funded project Download the Managing Public Grants Glossary to help you with any unfamiliar vocabulary throughout this lesson The lesson will also help organizations answer several key questions What are the responsibilities of being a grant recipient How do we ensure compliance with the grant agreement What is the process for receiving and distributing Federal funds What are the reporting requirements administrative financial audit How are grant funds requested and received What is the process for budget changes What are the most frequent causes of noncompliance What are the remedies penalties for noncompliance What is the process for continuation funding What is required for grant closeout There are three key documents when it comes to public grant management The first key document is the application for funding Your

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  • 1 - Understanding Roles and Achieving Objectives - Managing Public Grants
    agreement Work collaboratively with agency officials and other intermediary organizations It is important to develop a good working relationship with Federal program officers and grant management officers who have oversight responsibility for your funded project Open clear and consistent communication with your program officer and grants management officer will enhance your ability to effectively implement your program in compliance with the terms of your cooperative agreement There are two Federal officers that oversee your grant There are usually two Federal entities that play a role in overseeing your grant the grant management officer and the program officer The grants management officer GMO is the official responsible for the business management and other non programmatic aspects of an award These activities include but are not limited to Evaluating grant applications for administrative content and compliance with statutes regulations and guidelines Negotiating awards Providing consultation and technical assistance to applicants and recipients including interpretation of grants administration policies and provisions Administering and closing out grants The GMO or an assigned grants management specialist working on behalf of the GMO is usually responsible for receiving and acting on requests for prior approval or for changes in the terms and conditions of the award The GMO is the only official authorized to obligate the agency to the expenditure of Federal funds or to change the funding duration or other terms and conditions of an award Program officers POs have a vested interest in the success of your program and are responsible for the programmatic scientific and or technical aspects of assigned applications and grants They have the following responsibilities related to the grant Providing programmatic technical assistance Monitoring performance of the project program including reviewing progress reports and making site visits to observe operations Performing other activities complementary to those of the GMO The PO and the GMO work as a team in many of these activities Test your knowledge of the roles of the individuals who manage a grant You need Adobe Flash Player to view some content on this site Federal agency monitoring includes on site review audits and reporting In addition to review of reports and telephone contact Federal awarding agencies may conduct site visits to your project Program officers and grants management officers will contact project staff with questions and concerns that may arise Site visits allow Federal staff to observe the project underway and conduct any necessary on site review of records Reporting As a grant recipient you are responsible for managing and monitoring each project program subaward function or activity supported by the award Recipients are generally required to submit the original and two copies of performance reports Refer to your award package for details on format requirements for performance reports Many programs are now implementing standard Performance Progress Report forms and some programs are working with OMB to customize those forms in order to collect relevant performance data When required performance reports generally contain brief information regarding each award including A comparison of actual accomplishments with the

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  • 2 - The Grant Award Process and Developing an Operational Plan - Managing Public Grants
    when a recipient organization is expected to implement and achieve programmatic goals autonomously Cooperative agreements are used when substantial involvement is expected between the funding agency and the recipient when carrying out the funded activities Contracts are used when the principal purpose is the acquisition of property or services for the direct benefit or use by the Federal government Federal funds are restrictive meaning they must be used for a specific purpose detailed in the grant or cooperative agreement The actual terms of the arrangement between your organization and the Federal awarding agency will be specified in the cooperative agreement or grant which will be mailed to you for negotiation and signature prior to the issuing of an award If the Federal funding agency requires cost sharing or matching you may be required to produce those funds before a cooperative agreement is signed and Federal funds are disbursed Once you have signed and returned your cooperative agreement an award will be made and funds will be released When a funding award is made the Federal funding agency and the Division of Payment Management DPM initiate the process for receiving award payments Process for Receiving Award Payments Recipient submits application for grant Awarding agency reviews application and approves Data regarding grant is transmitted to Payment Management System PMS PMS updates databases Information about how to set up your payment accounts is provided in your grant award package or sometimes directly by DPM It is also available on the DPM website at www dpm psc gov DPM serves many agencies so it is important to note that organizations with multiple grants paid through DPM will have a single account for all of the grants Payment to your organization may be tied to reporting schedules so it is critical to submit completed required

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