 Thank you all for joining us here today. This training is for the fiscal year 2021 High Frequency Communications Equipment Program Reimbursement and Modification Training. My name is Cindy Logan and I'm the Division Chief over the High Frequency Communications Equipment Program here at Cal OES. Today with us we have Al Hardway, he's the unit chief over the program and we also have Nick Martin who is our program representative. With that said, Nick has a few things that he would like to say for some housekeeping item, so I'll let Nick take it away. Hello everyone, first things first, this presentation is being recorded and will be available for on-demand viewing later. Everyone who has joined is in on listen mode, we cannot see or hear you and the raise hand feature is off as well. We do encourage you to share your questions throughout the presentation using the chat box feature. There will be a questions portion in the presentation where we'll answer all chat box questions and unmute people so that we can answer any verbal questions. And with that I believe we are ready to start with the presentation. Hello everyone. My name is Al Hardway and like Cindy said this is the High Frequency Communications Equipment Program. We're going to review a report of expenditures and requests for funds to report form 2-201 and the grant sub award modification form 2-223 and the processes needed and related. And in case you are recently back from a long, long trip, today is May 24th, 2022. So the goals of the presentation are to review the guidelines for grant sub-award fiscal management, the tools and processes for submitting payable 201 and the tools and processes for submitting a modification 2-223. And the common errors to avoid. We'll start out with the grant sub-recipient, you folks, your responsibilities. First adhere to any special conditions. I don't believe that that will apply to very many of you. A special condition is basically maybe something was missing on the application and it wasn't a showstopper. So we went ahead and process the application, but we put in a special condition to resolve the problem within a certain time period. Like I said probably only applies to one or two of you. Another responsibility on you is to submit a report of expenditure and requests due to the 2-201, the invoice basically timely and then on your side track those expenditures and as we get closer to the end of the grant, the close out deadlines. Timely submission of a 201, you're all considered local governments. There's a few of you that are JPAs and we're going to consider you local government as well. And so your submissions are quarterly. So the first quarter is April 1st through June 30th and your submission period would be 30 days following that so that the month of July that we would need to see your invoices. Thanks first. Some of you have gotten your grant subaward approvals, the rest of you there soon to come. And part of the grant package that you submitted was a face sheet or in the future if you need a modification, then you'll refer to that. And a signature authorization form, budget pages and any special conditions if any. And then on your side you need a general ledger that tracks your expenditures and your program specialist contact information and email should you need any assistance. This is a budget summary report which we will be sending to you monthly. I apologize it's for a different program but basically it should have the key pieces here which on your budget you had three sections, personal services, operating expenses and equipment. Most of you had the equipment section as your primary piece of the budget. The column budget amount is what your budget amount is, your allocation which is for most of you it's 60,000 or thereabouts. Submitted some invoices you would see what you have been paid and expanded and then the balance column would indicate what your balance is. This particular budget summary report with the column pending is indicating that there's an invoice that has been received or is being processed for 8500 and then the next column over is the pending balance that would be in place should that invoice be approved and processed. Where do we get the forms? You want to go to CalOES.ca.gov and then on the right is CalOES Divisions which will take you to this page. You want to scroll down to Grants Management and then scroll down to Helpful Links and click on Forms. That'll take you to this page which lists all our forms. You always want to go out to this page and get your forms in whatever form you need because you're going to get the current version and Grants Processing needs to have the current version. Remember that like a mantra, always get the current version of the form. In this case we're scrolling down to a 2-201 report of expenditures and request for funds and this is what the form looks like. Looks a little busy but it's actually not too complicated. People in the chat are saying they cannot see your screen for some reason. Somebody says they can't see the screen. Some people can't. I'm sure what the issue is. Do you have any direction on that? It seems most people can see it so I'm sorry if you can't see it sounds like it's a setting you may need to change on your end. We will be sending the video right Nick? Yes after the presentation is over we will be sending the recording out and that should not have any of these issues. Okay I apologize about that. I think we're good to go out. Okay so the top section of the 201 has basically your information and the grant information. Number one is the grant sub award number which indicates what grant it is, what the fund source is and then the last four numbers are specific to your agency. They are the identifier for our system on who you are. And then the sub recipient name and the payment mailing address are on your face sheet. Those are the names and the payment address that you reported to us on your application. Those are in our system and those need to match what you've submitted to us. The grant sub award number, the grant is FH 2101 and then the last four numbers like I said is exclusive to your agency and would be located on virtually all the documents in your application approval. Your sub recipient name is specific and the payment type most of these most of these lines are drop downs and so for the payment type it's a drop down that's going to give you a reimbursement which is your the one you're primarily going to use additional which is if you need to let's say you you invoiced for the first quarter but you found out that there was some additional expenditures that you didn't include then you can do an additional for that time period after the fact. An abatement is where you owe money back and there's a process for that. Match doesn't apply to you and then final payment is your final invoice and that would trigger grants processing and the system that you are done with the grant and we will not be receiving any more invoices. Now the program code is a drop down. It'll list all the grants that are being offered or worked on and one of them will be FH high frequency communications equipment program that's the one you want to select. The billing period will be quarterly and like I said the first first quarter will be April 1st through June 30th. Your payment mailing address is critical that it matches what was on the face sheet because that's what's in our system that's where the check is going to go. The fund year is 2021 and the fund source is PSC1. Here's a snapshot of the lower section or the middle section I should say of the 201. Like I said the fund year and the fund source is a drop down and then this is where you would put your amount requested. In this example what they're saying is they're claiming $1,000 from the personnel section and then $1,000 from the equipment section totaling $2,000 and you would enter the initial amounts and then it auto sums from there. So this covers pretty much what I said match does not apply and advance nobody got an advance so those two don't don't apply. So once again this is an example of requesting $1,000 for the personnel section $1,000 for the equipment $2,000 is what's being requested. You want to use whole numbers don't put any cents in that'll create rounding errors and then the final section of the 201 is very critical this is where a lot of problems come from is part of the application process forms one of them was 2-103 which you listed all your authorized signers and so be sure that you sign the 201 with signers that have been approved that you've submitted that are in our system and that's that's what it looks like where you sign so there's a financial side and there's a programmatic side. So you've got the 201 created and you feel free at the point if you want send an unsigned copy to the HF communications email and we can review it make sure it's correct and the information that you want to review is the grants of award number the funds requested are available remember budget summary so you should compare that if you're going to claim that $1,000 from the personnel section that there is actually $1,000 balance in that section whole dollar amounts and then the signatures match the current authorization forms you want to send the completed reimbursement form to this email vsgrantspaymentsatcaloas.ca.gov and any abatements need to be mailed in because basically an abatement is an overpayment so you are sending us a check and you would send the invoice with the check to that Cal OAS accounting address these addresses are listed on the top left of the 201 form couple common questions is when can I expect to receive my payment so Cal OAS has 30 calendar days from a receipt date to complete the payment approval process then after that process it goes to the state controller's office and they have 15 days calendar days so 45 days is a typical processing time for an invoice that's been submitted you're welcome to contact the program specialist at any point and we can usually determine where it is in the process and give some rough estimate on when you could expect to see something and this 45 days does not include mailing time if there is a problem with the invoice then what will be sent out is an invoice dispute notification and that'll be sent out to the the project director and I think the financial officer as well and also a copy will go to the program specialist so we'll be aware of it as well there's two different flavors of an invoice dispute one is non-payable and one is payable the non-payable dispute would be for things like an unauthorized signature incorrect billing period white out white out as a no no um and uh incorrect total amount possibly depends on what um what what that looks like payable something that um that the accounting team would go ahead and process fix on their side is um they may adjust the invoice amount to available funds so let's say you sent in an invoice with $2,000 in that personal section but you only had a thousand dollar balance then they would probably just adjust that invoice and pay you and then send you this dispute to notify you and the notification will include a budget summary so you can confirm what our system shows so this is a snapshot of a non-payable dispute in this case um it's an unauthorized signer which is um that's that's a typical problem in a typical non-payable dispute this is a payable dispute and like i said the on this one the claimed amount was 16,644 and the balance was available was only 16,294 so they adjusted the amount and then went ahead and processed the invoice and then sent to dispute here's another example of a budget summary report um and the dispute goes to the program specialist as well and in fact when they're approving the invoice the first thing that happens uh when your invoice comes in it's sent to the program specialist and that specialist reviews what you've submitted and either approves or denies it and at that point and then at the dispute point um you know we'll look at what your balances are and your trends and try to help guide you on maybe you may need to move some money let's say in this case if your um your invoices are primarily from operating you're almost out of uh operating funds then we may you know ask you do you think you need to move some money over from the personal section over to the operating um kind of try to be proactive on it okay another question typical question is how do i claim additional expenses on a pass 201 um you can either include it on your next 201 but i would recommend that you do an additional 201 and and that's one of the drop downs on the invoice form uh what what type of uh invoice are you submitting an additional and then just put in the amount that you are claiming not the entire amount for both um uh invoices all right at this point uh are there any questions we had uh one question in the chat that i'm sure uh other people probably will curious about is uh do we need to attach any invoices or supporting documents with the reimbursement request no no supporting documents you're operating off of your ledger and um you uh just complete the invoice the two dash 201 submit that one um through the email if there are any other questions please feel free to unmute yourself and ask or we got one more in the chat um what if in one invoice alone will be the full granting request then that would be your final invoice your first and final so um you would have a choice whether you wanted to mark it as your final because being your final invoice is kind of a one-way ticket um so if it's you know prior to the close of the grant i would probably go ahead and submit it as a reimbursement and then um you know that gives you time to reevaluate in case there was an error or or that you could always send in a final invoice later which um one of the things i failed to mention was uh you need to submit an invoice uh for each invoice period whether you have reimbursements or not so you know at the end of June is the end of the first quarter and you don't have any reimbursements uh needed then you would submit a two dash 201 for requesting zero basically can i clarify that a little bit al pardon me can i clarify that a little bit sure so basically if you only have one expense your $60,000 or whatever it was that you were granted and it's one reimbursement because you purchased one um high frequency um communications equipment then you would still continue to submit your reimbursement forms when they're due but you would just continue would put that there's nothing on there you would put zero and then for the one that you do want to get reimbursed for you would submit that one i don't know if that clarified a little bit better did that help okay she says yes that makes sense okay uh our next question from sherry lang she says if we have not received our sub award when should we expect to receive it uh should should be coming shortly um this is the end of the fiscal year for the state so it's kind of the the perfect storm time period so but um i would expect to see them here pretty soon so actually the sub awards are it's a reimbursement so you would not receive the actual funding until you request a reimbursement but you should be receiving your award letters very shortly if you haven't already uh next question from vicki osborn so are we using the invoices as a progress report Cindy want to answer that sure so the progress report there's only one progress report that is due at the end of the performance period so um i believe al can you remind me when that performance period ends is it december 31st of october october 31st 2023 so that's we will be sending out emails to everyone um to provide you a progress report um that needs to be completed and submitted back to and that will be due um november the end of november i believe so you should be receiving some time mid next year an email from us on that progress report and how to submit it but um the invoices are not your progress report um thank you cindy scott millner wants to know does psc one stand for public safety communications grant one uh yes i'm gonna say yes on that it's uh the uh acronym that was attached to that grant funding so psc one actually is yeah it's like al said it's public safety communications for psc the one probably you know it doesn't signify that there's going to be a second one we cannot guarantee that there's and you're going to be any more funding for this but um each grant program that we have here at calloway s does need an acronym and that was just what was chosen there's no significance to it but yes the psc does count for uh public safety communications thank you cindy uh daniel goldstein asks once we receive the sub award are we allowed to place the order with the vendor i'm assuming daniel you mean once you receive your award notification are they allowed to place the order with the vendor uh yes you um you want to you want to you want to receive your uh sub award approval before you do any expenditures that's for sure um and then once you're approved you're uh you're all set you're ready to go uh theresa uca wants to know is the award letter something we need to sign in return or is it our document or is it that our documentation that we move forward and can order equipment you'll receive an award letter and uh heart uh most most of your application documents that uh were submitted and approved so it's a package that you'll receive and this sub award letter is obviously the the official formal letter that approves you for the grant thank you al uh they see tanuma i believe we did answer this asked if we have submitted our quarter invoice and reimbursement request for the full amount do we still need to continue submitting quarterlies i believe we said that yes we would just continue to submit them for zero dollars requested correct correct unless um unless you submitted a final invoice then that would indicate that you're done with the grant no more invoices would be expected from you uh thank you our jim jim marchetti asked are the award letters sent via email or postal service um they're going to be received email i don't believe they mail them out anymore so they'll be sent out to the project director on your um project contact list the two dash 102 you listed the project director and the financial officer so each of those uh officials would would receive a copy thank you next question uh scott ricker asks just to confirm we will go ahead and purchase the approved equipment with agency funds and then we would put in uh the request with the 201 reimbursement form yes yes correct yes uh next question when is the first reimburse reimbursement form going to be due to calloway s so the first uh invoice period is april 1st through june 30th that's the first quarter of the grant and then july is your invoicing period so you want to get your invoice in within that time period july 1st through july 31st thank you crystal harland asks will calloway s require governing board of approval to accept the grant before the grant agreement is awarded and executed um once you get the grant approval you've been approved your um your your approvals on your side are already completed i mean we're we're not going to um this is what the the form that was required for your application the certificates of assurance of compliance the form uh 2-104 is this right so your your certificate of assurance is basically assuring that your um you've gone through your board your board has approved and your one of your board members has signed that certificate so the answer would be yes calloway s is going to require the board of approval through the one of four yes um which everyone here should have already submitted and so that should be resolved um next question from tamera witcher is there a way to follow up with someone if we do not receive the sub award approval uh it was said earlier these are still going out um if you've not received it yet they are coming very very soon i would say that the actual um award letters probably will not come out until june so um probably mid june if not sooner but uh we actually have until june 30th to get them out so um they have been cited for our um our um accounting department so they are all in the process of getting out so if you haven't gotten anything by the end of i don't know um from mid june go ahead and email the hf communications epochs and just follow up with us and just say hey i haven't received it yet what's my status have no problem um you know giving that information to you yes any questions uh of any kind concerning this grant should be sent to the hf communications at calloway s.ca.gov which all of you are interacting with uh next question from jesulito sorry uh is there a form to request transfers between budget line items yes that is uh the form 2-223 it is the second half of this presentation we're going to cover it in length here momentarily uh next question from mary heath is this grant funded with state funds federal funds and do we need to complete an EHP it's it's funded with state funds um and we don't require an EHP okay next question from scott millner is the codan and or vered equipment readily readily available uh or should we expect to encounter long back or supply chain delays we cannot answer that question that is a question you would have to ask the vendors directly we do not have any contact with them yeah can we restrict the questions to um the invoicing process yes if you have any questions that aren't related to these forms please email us at the email we stated earlier hf communications at ls.ca.gov we'll be happy to answer them shortly but due to the time constructions we'd like to keep the questions just to the forms today and it looks like that may be the last of the questions unless anybody has any now is your time all right thanks a lot of good questions um the next section is modifications and uh that would be changes to your grant sub award agreement uh the goals of the presentation are to understand how to make those changes and to review the forensome process needed to do the modification uh the grant sub award modification form is a two dash two two three uh basically it's the official process to make changes to the approved budget and or other functional components of the sub award always get the latest version which you would want to go here to caloas.ca.gov on the right caloas the visions scroll down to grants management helpful links and click click on forms scroll down to the two dash two two three the grant sub award modification form same location as the invoice form but in this case it's a two dash two two three this is what the form looks like once again the top section is going to be uh your agency information the grant sub award number modification number is this your first one second one uh the grant sub award performance period which is four one twenty two through ten thirty one twenty three uh the sub recipient name and then once again critical get the payment mailing address that um that we have on file that you submitted with the original application or changed with the previous modification think we'll go through those sections the grant sub award modification you want to do this whenever you're changing key personnel um and authorized signers your mailing address uh and then operational or equipment changes and budget changes this is the one oh two this is the form that you listed your key personnel uh the grant sub award director and the financial officer are the key signers on the the next form which is a one oh three so those are critical um critical authorized signers so any changes to this contact information form you would do a modification and that would most likely lead to this is a two dash one oh three that lists the authorized signers that you've supplied us the uh grant sub award director and the financial officer those are the first two positions on the previous form and then any other signers so if you notice on this form there's a programmatic side and a financial side the same person can't sign on both you can only sign on one so this is what we're going to refer back to this is what's going to be in our system for authorized signers um if you're going to change your equipment you most likely will need to do a modification check with your program specialist and this will probably lead to not only a budget update but a budget narrative where you explain in detail um your budget uh budget changes this is an example of a budget page this is the personnel section and basically this is um so someone is adding a line item on this modification uh executive director salary yearly salaries 80 000 and then they're claiming 10 percent of that time on this grant which yields eight eight eight thousand i'm sorry and then this is um on the right is the budget page and then on the left is the modification page so this section of the uh modification page the two dash two two three um it lists the grant information which this grant is 2021 funds and the psc one acronym and uh initially the grant was awarded for 20 000 and it was all in the operating section so this is indicating that you are now adding a line item in the personnel section you're moving 8 000 out of the operating into the personnel and then the lower section the revised allocation is indicating your new allocations of eight thousand dollars in the personnel and in 12 000 in the operating with the total the total remains the same 20 000 the proposed change section cancels itself out uh so that should always be zero um additional forms may be needed depending on what style of modification you need so contact your program specialist and review with him what what you're what you need to do what your goals are with the modification and and they'll guide you the timeline for a modification is uh you submit it it goes to your program specialist for review if he has any problems or notices anything uh he'll send it back to you for corrections and then when he gets it back he'll send it to the unit chief the unit chief does a final check and then sends it over to grants processing grants processing then we'll send out an approval letter to the subrecipient uh and that process takes about two weeks final reminders reach out to your program specialist at any time uh and use them as a guide to discuss any changes that you may need and use the current forms any questions you have a question in the chat uh elavia hilda she asked do we need to have the approved modification modification before submitting an invoice yes yes your modification so if you're submitting an invoice if you're doing the modification so you can submit the invoice reflected through the changes then yes you want the modification submitted you want it approved and then submit the the invoice after that and one thing I forgot to mention was if you're doing a signature authorization change then the modification form you want to sign that with the new signatures not the old ones the old ones are theoretically gone so you you want to you want to sign that form with the the new changes thank you a couple of you will ask who is the program specialist or who do we find out who it is program specialist is me nick martin but you should still contact us through the hf communications at callas.ca.gov email inbox and I'll follow up with you there uh the next question when submitting a a person of contact change do I have to up to update the information the 2-223 only do I also attach a new 2-1 or 2 form with it so um number one if you if you if you actually need to do a modification then please follow up um with contacting us on the hf communications email so we can consult with you but in in that case you're sounds like you're doing key personnel changes so you would need the 223 the 102 the key key personnel form and then if that involves a signature change then you would do the 2-103 and I think that would be it but I advise you to contact the contact us at the hf communications email any other questions you can unmute yourself if you don't want to type it in the chat and feel free to ask going once twice okay I think that might be it for questions great well thank you everyone for taking the time um and uh always use the most current form uh reach out to us for any assistance or guidance that uh you need any questions you have and um thank you very much yeah I just want to say on behalf of Cal OES thank you very much we're really excited to work with you all so like Al said just go ahead and email us at hfcommunication at cal oes.pa.gov if you have more questions we have Nick that is um he's uh uh looking at the inbox daily so he responds really quick to you if not it would be Al or myself that could respond well so um we we aim to try to respond really quick and with that said thank you all and have a great rest of your day bye thank you