Strategic Government Contracting. Hydeh Ghaffari, CPA Ghaffari Zaragoza LLP Certified Public Accountants

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1 Strategic Government Contracting Hydeh Ghaffari, CPA Ghaffari Zaragoza LLP Certified Public Accountants

2 Objectives Understand the added risk for managing programs and activities Evaluate whether your organization is ready to accept governmental funds Determine what you can get reimbursed for Understand what is a strong indirect recovery rate

3 Added Risks The American Recovery & Reinvestment Act of Awarding period Guidance continuously coming out Transparency is the theme Single audits will be open to public inspection Years ending 9/30/09 and after

4 Added Risks OIGs Must conduct audit quality reviews OMB can designate some programs as high risk Primary recipient will be required to submit new quarterly reports within 10 days of quarter s end.

5 Are You Ready? Changing audit environment Transparency Accountability Both for the Auditor and Auditee Must enhance compliance policies, processes to manage the added risks Must have strong accounting and financial management systems Must have knowledgeable accounting staff

6 What is Reimbursable? Program expenses include: Direct program expenses Benefits the participants Direct program administrative expenses Supports program activities Indirect program expenses Houses the program and its staff Agency administrative expenses Ensures that the infrastructure is in place so the program may continue operating

7 What is Reimbursable? Direct Allocation of common Total Cost Agency administration $500 $250 $750 Fundraising 1, ,500 Programs 4,500 2,250 6,750 Total expenses $6,000 $3,000 $9,000

8 What is Reimbursable Scenario 1 A government grant for $9,000 Limitations include Fundraising cost is unallowable Agency administrative cost is limited to 10% of program cost Total reimbursable cost is $7,425

9 What is Reimbursable? Reimbursable costs include: Program expenses $6,750 Fundraising expenses 0 Agency administration 675 ($6,750 x 10% = $675) Total recovery $7,425 Unreimbursed costs $1,575 ($9,000 - $7,425 = $1,525)

10 What is Reimbursable Scenario 2 Program cost consists of: Direct client cost $4,000 Program support cost 500 Share of facility costs 2, $6,750

11 What is Reimbursable? Scenario 2 A government grant for $9,000 Limitations include: Fundraising cost is unallowable Administrative cost is limited to 10% of direct client cost Grant agreement defines Administrative costs to include a) program support, b) facility costs and c) agency administrative costs Total reimbursable cost is $4,400

12 What is Reimbursable? Reimbursable costs include: Direct client costs $4,000 Fundraising expenses 0 Agency administration 400 ($4,000 x 10% = $400) Total recovery $4,400 Unreimbursed costs $4,600 ($9,000 - $4,400 = $4,600)

13 Understand Your Costs! $1 spent in direct client cost requires:.13 in program support costs ($500/$4,000).57 in facility costs ($2,250/$4,000).19 in agency administrative costs ($750/$4,000).38 in fundraising costs ($1,500/$4,000) Full cost = Direct client cost $1.00 Program support cost.13 Facility cost.57 Agency Admin.19 Fundraising.38 Total $2.27

14 Indirect Recovery Rate When to negotiate? Before taking the money Before signing the grant agreement

15 Indirect Recovery Rate With Whom? Not the program liaison Start with the financial liaison Know your rights Know the funding requirements The actual statutes The actual regulations Not what they tell you

16 Indirect Recovery Rate What is necessary? Strong financial management systems Timely and accurate financial information Reliable financial information Timely audits without adjustments Auditors who understand your organization and can provide constructive feed back

17 Collaborations Beware! What are your responsibilities Are the other collaborators considered your sub-recipients? Know your responsibilities Get it in writing

18 Challenges When funds pass-through local governments Dealing with non-financial staff Don t trust everything you are told Know the regulations If something is too good to be true, it probably is! Get everything in writing

19 An exchange between an NPO staff and their funding source staff after submission of a grant budget

20 Series of s Funding source staff I have reviewed the budget and the only item is the insurance $176 x 12 months = $2,112. Nonprofit staff Is there a problem with the insurance line item? Funding source staff The total is off a few dollars. Calculation is $176 x 12 = $2,119, its $2,112.

21 Series of s Nonprofit staff That is because we ve rounded off the number. We do that with all of our budget formulas. The actual figure would be $176.58/month, which is rounded to $176. Please confirm that this is ok. Funding source staff Show it with cents as this ensures the calculation total is the same +/- 1 to 2 dollars the cost column.

22 Series of s Funding source staff (continued) Also I had asked for your agency s prorate percentage for this grant as many costs on the Operating Expenses sheet should be prorated to ensure costs charged to total agency budget equals percentage (example: $322,412/$1,500,000 =.21%, so insurance line item could be $2,119 x.21% = $445). This formula applies to insurance, utilities, audits, and could apply to supplies, rent, vouchers, custodian, contractors, travel, and transportation also, depending on what it is and how it is used.

23 Series of s Nonprofit staff We have approximately 40 public contracts (state, federal, city) and close to 100 restricted private sources, along with nearly 2,000 individual and corporate donors. We allocate costs to our cost-centers, not funders, based on allocation policy in line with OMB Circular A-122. This policy, which I attach, is reviewed during our annual independent audit and by many other public agencies during their fiscal monitoring visits.

24 Series of s Nonprofit staff It is not accurate to simply take the insurance line item from a grant and divide it by the total insurance for the agency. This is too simplistic and does not take into account the number of staff or risk associated with the programs that this grant partially funds or the differing insurance coverage required at our different properties, some of which we own and some we lease.

25 Contact Information Hydeh Ghaffari, CPA Ghaffari Zaragoza LLP Certified Public Accountants (Serving only non-profit organizations)

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