Grant Management Meeting Updates & Procedures

G-MUG Meeting February 22, 2021

Welcome / Introductions Name, Position & Grant(s) You Work on Put in the chat a word/phrase that expresses your gratitude for something

Agenda for Today Welcome / Introductions (5 min) Asset Tracking on Federal Grants / IT Update (15 min) BSO Update (20 min) Delana Miller Purchasing Update (10 min) Bradley Olin / Gale Stevens Written Procedures on Cash Management (15 min) Delana Miller & Carrie Mulcaire Grant Office Update (10 min) Carrie Mulcaire CRRSAA Funding (5 min) - Delana Miller & Carrie Mulcaire Proposed Agenda Topics for Future Meetings (5 min)

Asset Tracking on Federal Grants / IT Update Spring Andrews

BSO Update: Staff Update & Preliminary Budget Process Delana Miller

Purchasing Update Bradley Olin & Gale Stevens

Proposed Changes to Written Procedures on Cash Management Delana Miller & Carrie Mulcaire

Written Procedures on Cash Management For federal grants, Cabrillo must have written procedures on cash management including advance payments and reimbursements [2 CRF 200.302(b)(6) and 2 CFR 200.305] Exiting language in Business Office Guide on pg. 48: 2. 2 CFR Sec. 200.302(b)(6) & 2 CFR Sec. 200.305 As such, the District operates on a reimbursement basis. Any deviation from this method will require pre-approval from the program's Vice President and the Business Services Office.

Proposed New Written Procedures on Cash Mgmt. District policy for requesting federal funds follows a cost reimbursement basis; Draw downs for Federal awards is done by the BSO (after receiving paperwork from grant director); Most draws downs are done on a quarterly basis (as allowed by the funder). New proposed language: written procedures if the District is seeking advance payment on a federal award (a rare situation).

Proposed New Written Procedures on Cash Mgmt. Procedures to Draw Down Funds: A general ledger report is produced by the grant director, or their fiscal support, and submitted to the BSO to initiate the process; this report must indicate the expenditures to be reimbursed by the grantor agency; BSO fiscal analyst reviews the paperwork to determine the dollar amount requested; BSO fiscal analyst draws down the funds on a quarterly basis; Grant directors / managers to be in regular contact with their BSO fiscal analyst for draw downs & cash management.

Proposed New Written Procedures on Cash Mgmt. Advance Payment on Federal Awards It is a rare occurrence for the District to seek advance payments or a working capital advance on a federal award. Any deviation from the cost reimbursement method requires pre- approval from the VP of Administrative Services and the BSO Director. Funds must be maintained in an interest-bearing account, unless interest earnings are expected to be less than $500. Interest earned up to $500 may be retained by District. Any additional interest earned must be remitted annually to the Federal awarding agency.

Location of Draft Written Procedures on Cash Management GO TO: P:\President_PUBLIC\Grant Office_PUBLIC After finalizing, they will be updated in the Business Office Guide

Grant Office Update Carrie Mulcaire

Grant Office Update Training Opportunities (FTLF, Brustein & Manasevit, etc.) Written procedures on P drive Grant Manual being developed in Canvas

CRRSAA Funding Delana Miller & Carrie Mulcaire

CRRSAA Funding Coronavirus Relief and Recovery Supplemental Appropriations (CRRSA) Higher Education Emergency Relief Fund (HEERF2) : $8.8 million ($2.5 million Student Emergency Grant and $6.3 million Institutional); HEERF2 Title V /MSI will also be released soon; Grant mgmt duties are in addition BSO/GO regular office duties Lost revenue workshops - this Thursday 2/25 & Friday 2/26 (see email): Will cover only expenses as a result of lost revenue (one-time funds) Will not focus on lost state apportionment as this is District duty Must have evidence of lost revenue for past 3 years Examples (Pino Alto, Hort s Plant Sale, Cabrillo Extension, etc.)

Agenda Topics for Future Meetings Next G-MUG Meeting April 19, 2021 10am 11:30am Zoom Mtg. info - in BoardDocs & Email Invite