on Inkind and Financial Reports Presented by: Diane Knight, Fiscal Officer

Transcription

1 on Inkind and Financial Reports Presented by: Diane Knight, Fiscal Officer

2 In accordance with Head Start regulations, Policy Council members are required to discuss and approve or disapprove the financial and inkind reports at each monthly meeting. Fiscal responsibility is the key to running a successful program. The responsibility of the Policy Council is to understand the fiscal operations of the program, and to give input and suggestions where ever possible to ensure the program is operating correctly. It is also the responsibility of the Policy Council to review the financial and inkind reports prior to each meeting and to bring your list of questions to each meeting. Two important things to remember: we can not overspend our grant award, and that the agency does not under spend its grant. The responsibility of the Executive Director and the Fiscal Officer is to ensure that you understand what you are approving each month. It is extremely important that all members become knowledgeable in how these reports are developed, and their importance to the fiscal operation of the agency. This training will give you the opportunity to acquire such knowledge.

3 # Jul-12 Jul-13 Aug-12 Aug-13 Sep-12 Sep-13 Oct-12 Oct $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $ $ $ $ $51.51 $ $51.51 $ $ $0.00 $ $2, $1, $2, $1, $1, $1, $2.35 $ $1, $ $1, $ $1, $3, $6, $16, $19, $20, $35, $20, $76, $85, $0.00 $1, $3, $ $1, $ $ $ $0.00 $0.00 $ $1, $ $1, $3, $2, $1.01 $20.20 $ $ $76.41 $ $12.12 $ $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Totals $6, $18, $28, $24, $41, $24, $84, $92, Total Inkind Needed for 12-13=$949,226 Total Inkind YTD for 12-13= $76, Total Inkind Needed for 13-14=$900,084 Total Inkind YTD for 13-14=$159, Difference=$ CODES: 810=Home Visit Space 820=Home Visit Time~~830=Mileage 840=Non Professional Time~~850=Other~~860=Professional Time~~870=Recruitment~~880 office donated space

4 Inkind (also called Non-Federal Share) is a requirement of our Head Start regulations. 20% of our total Head Start and Early Head Start funds we received from the federal government must be matched by donations within the community. The total amount of inkind needed from the Head Start and Early Head Start programs this year is $900,084. VERY IMPORTANT TO REMEMBER: in order for the agency to spend all of the grant money, all of the inkind HAS to be collected prior to the end of the fiscal year, which is June 30, Inkind is not real money, however money can be donated to the program and counted as Inkind. Inkind is used to show the federal government that parents are involved in working with their child(ren) and are giving back to the program with their time and other services. When a parent or another person donates time or services, it is converted into a dollar amount and logged into different categories.

5 Non Professional/Parent Hours Parents who are members of Policy Council, Advisory Committees, and/or Men-In In-PACT and attend those meetings Parents taking their child(ren) to the dentist or doctor for the program which is a requirement for the program Reading materials that pertain to Policy Council, Advisory Committees, Men-In In-PACT Attend Socializations/Classroom Activities and/or Field Trips Helping out in the classroom Assisting the Teacher by working on projects for the classroom Professional Services Board Members and Professionals on Advisory Committees attending meetings, reading materials Doctors, Dentists difference in regular fee vs. charging PACT a reduced fee for services to Head Start and Early Head Start children

6 Socialization Activity Space Donated space from churches, schools, etc. for letting the program use their buildings for PACT activities. Mileage Donated mileage from Board Members or Policy Council members, mileage from parents who took their child(ren) to the doctor/dentist for our program. Home Activity Visit Time Inkind from your weekly activity charts that parents use when working with their child(ren) during the week. Home Visit Space Space in the home for the weekly home visits. Other Any other type of donation, which doesn t fit in any other category. Recruitment/Intake Space Inkind donated by persons applying for Head Start or Early Head Start. Space in the home to take the application or discuss the program with the family.

7 A parent spent 2 hours taking their child to the dentist so that the child could receive a dental exam as required by the program. This 2 hours include travel time as well as time spent in the office waiting on your child. The dentist office was 30 miles round trip. A parents time is allowed at $11.21 per hour and mileage is allowed at $.47 per mile. The parent donated inkind amounting to: 2 hours X $11.21 per hour = $ miles X $.47 per mile = $14.10 Total Inkind Donated $36.52 Inkind is tracked by the Office Manager monthly. These dollar amounts are then given to the Fiscal Officer for her to input the amounts into the monthly financial reports. Board and Policy Council members then receive a monthly and year to date report at each meeting.

8 FINANCIAL REPORTS The purpose of monthly financial reports is to ensure that the agency is spending dollars according to what is budgeted. Should there be line items that are overspent, decisions will have to be made as to what line item could be under spent. You will receive these reports monthly prior to each Policy Council meeting.

9 How to Read Financial Reports

10 PROGRAM ACCOUNTS FOR HEAD START (3 TO 5 PROGRAM) PA 20 ACCOUNT 01 GRANT 101 DEPARTMENT PA 20 is considered the amount of money that the agency has budgeted for Head Start staff training and training for parents. This means that this PA 20 budget can not be spent for any other purpose besides training.

11 PA 20 LIST OF EXPENSES: Supplies for staff training Parent travel to meetings/conferences Staff travel to conferences CDA Credential Reimbursement for workshops/conferences and college tuition for staff Speakers for Staff Meetings

12 PACT for West Central IL Statement of Revenues & Expenditures October 31, 2013 Current Year Actual Total Budget $ - Original Total Budget Remaining 101 PA20 Head Start 6240 HEALTH SUPPLIES PT CREATIVE CURRICULUM SOCIAL SERVICE SUPPLIES PARENT TRAVEL , , STAFF TRAVEL/TRAINING 5, , , TEACHER QUALIFICATION 1, , , POLICY COUNCIL EXPENSE , , T/TA CDA (285.00) 7740 T/TA INSERVICE TRAINING 1, , , T/TA PAT TRAINING 1, , Grant Remaining 11, , ,499.96

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14 Macomb United Way USDA program (Reimburses PACT for meals/snacks served at the centers.) Parent Fees DHS Reimbursements (Parent Fees & DHS are generated from head start parents utilizing the child care services before or after class time.) Misc. Revenue (various donations, church groups, individuals, etc.) Tracy Foundation Grant (sometimes if there is a need)

15 PACT for West Central IL Statement of Revenues & Expenditures October 31, PA22 Head Start Current Year Actual Total Budget $ - Original Total Budget Remaining 4100 MACOMB UNITED WAY MISC. REVENUE 4, , USDA REVENUE 17, , Total Revenue 22, ,565.17

16 Salaries (teachers, coordinators, bus drivers) Fringe Benefits Staff s local travel Rent, Utilities, Telephone Policy Council, Parent Activity Fund Supplies Food/Snacks Field Trips

17 Current Year Actual Total Budget $ - Original Total Budget Remaining 5000 SALARIES 262, , , ACCRUED LEAVE 5, , , ACCRUED VACATION (281.61) 5520 FICA 20, , , HEALTH/LIFE/TDA 22, , , UNEMPLOYMENT 11, , , WORKMAN'S COMPENSATION 12, , , DENTAL EXAMS , , MEDICAL EXAMS MENTAL HEALTH ASSESSMENT/CARE 2, , , NUTRITION CONSULTANT 1, , , PHYSICALS/STAFF 1, , , DISABILITIES SUPPLIES CB EDUCATION SUPPLIES 2, , , DIAPERING EXPENSES , , ASSESSMENT (ON-GOING) , , HB EDUCATION SUPPLIES-MY , HB EDUCATION SUPPLIES-KK , , CENTER MAINTENANCE SUPPLIES , , HEALTH SUPPLIES , , PARENT INVOLVEMENT SUPPLIES PROGRAM SUPPLIES 1, , , SNACK/MEALS USDA 25, (25,009.90) 6310 SNACK/MEALS , , SNACK/MEALS-NON FOOD USDA (975.82) 6330 SNACKS/MEALS-NON FOOD , ,669.21

18 Current Year Actual Total Budget $ - Original Total Budget Remaining 6340 SOCIAL SERVICE SUPPLIES (70.22) 6345 STAFF RECOGNITION TRANSITION SUPPLIES CHILD TRANSPORTATION 12, , , FIELD TRIPS , , PARENT STIPEND , STAFF TRAVEL/TRAINING 16, , , VEHICLE EXPENSES 3, , , OCCUPANCY EXPENSES 21, , , RENTS 52, , , TELEPHONE 6, , , EQUIPMENT REPAIR , , INSURANCES 8, , , EQUIPMENT RENTAL 5, , , FAMILY LITERACY , , JANITORIAL SERVICES 7, , , PARENT ACTIVITY FUND , , POLICY COUNCIL EXPENSE , , SERVICE AGREEMENTS 1, , , , ,774, ,259, Grant Remaining 492, ,774, ,282,268.08

19 PA 22A is the budget for administrative costs of the Head Start program. Administrative expenses can not exceed 15% of the total grant and inkind expenses. PACT is at %, this is Head Start and Early Head Start together. Some expenses HHS tells you where they must go and at what percent for example: occupancy expense 95%/5% admin; telephone 75%/25% admin; legal, audit, office supplies, postage, advertising are all 100% admin

20 PA 22A EXPENSES Salaries Fringe Benefits Staff Travel Supplies Advertising

21 PACT for West Central IL Statement of Revenues & Expenditures October 31, 2013 Current Year Actual Total Budget $ - Original Total Budget Remaining 103 PA22-Admin Head Start 5000 SALARIES 43, , , ACCRUED LEAVE (549.05) 1, , ACCRUED VACATION 2, (2,066.73) 5520 FICA 3, , , HEALTH/LIFE/TDA 1, , , UNEMPLOYMENT , , WORKMAN'S COMPENSATION 2, , , AUDIT , , BENEFITS ADMINISTRATION , , LEGAL , , COPYING/PRINTING 1, , , ADMINISTRATIVE ASSISTANT SUPPL OFFICE SUPPLIES 2, , , BACKGROUND CHECKS , POSTAGE SUPPLIES 2, , , TECHNOLOGY SUPPLIES 1, , , BOARD TRAVEL/EXPENSES , , STAFF TRAVEL/TRAINING 1, , , OCCUPANCY EXPENSES , , RENTS 3, , , TELEPHONE 1, , , INSURANCES JANITORIAL SERVICES , , ADVERTISING 1, , , Grant Remaining 70, , ,748.32

22 HEAD START BUDGET - $2,039,035 19% 3% 3% 4% Personnel & Fringes $1,450,221 Supplies & Equipment $56,371 71% Travel $81,695 Contractual 57,166 Other $393,582

23 Program Accounts for Early Head Start (birth to 3 program) PA 26 Account 04 Grant 401 Department PA 26 is considered the amount of money that the agency has budgeted for Early Head Start staff training and training for parents. This means that this PA 26 budget can not be spent for any other purpose besides training.

24 PA 26 Early Head Start Expenses:

25 PACT for West Central IL Statement of Revenues & Expenditures October 31, 2013 Current Year Actual Total Budget $ - Original Total Budget Remaining 401 PA 26 Early Head Start 6240 HEALTH SUPPLIES PT CREATIVE CURRICULUM , SOCIAL SERVICE SUPPLIES PARENT TRAVEL STAFF TRAVEL/TRAINING 6, , , TEACHER QUALIFICATION 1, , , POLICY COUNCIL EXPENSE , , T/TA CDA T/TA INSERVICE TRAINING 1, , , T/TA PAT TRAINING 1, , Grant Remaining 11, , ,575.02

26 PA 25 is considered the amount of money needed for the general operation of the Early Head Start program. PA 25 Financial Reports will show Revenue plus Expenses.

27 PA 25 List of Revenue USDA Program (Reimburses PACT for meals/snacks) Parent Fees & DHS Payments (These funds are generated from the parents utilizing the child care services before or after class time.) Misc. Revenue (various donations, churches groups, individuals, etc)

28 PACT for West Central IL Statement of Revenue & Expenditures October 31, 2013 Current Year Actual Total Budget $ - Original Total Budget Remaining 402 PA 25 Early Head Start 4302 HS CC PARENT FEE REV DHS REIMBURSEMENT HS REVENUE USDA REVENUE 11, , Total Revenue 13, ,413.29

29 PA 25 Expenses (report is 2 pages) Salaries (teachers, percentage of coordinators) Fringe Benefits Staff s local travel Rent, Utilities, Telephone Policy Council, Parent Activity Fund Supplies Food/Snacks

30 Current Year Actual Total Budget $ - Original Total Budget Remaining 5000 SALARIES 270, , , ACCRUED LEAVE 3, , , ACCRUED VACATION (79.63) 5520 FICA 20, , , HEALTH/LIFE/TDA 18, , , UNEMPLOYMENT 5, , , WORKMAN'S COMPENSATION 13, , , HEARING SCREENINGS , , DENTAL EXAMS NURSE CONSULTANT MEDICAL EXAMS MENTAL HEALTH ASSESSMENT/CARE 1, , , NUTRITION CONSULTANT , PHYSICALS/STAFF , , MISC. SUPPLIES (73.94) 6210 DISABILITIES SUPPLIES CB EDUCATION SUPPLIES 4, , , DIAPERING EXPENSES 2, , , ASSESSMENT (ON-GOING) , , HB EDUCATION SUPPLIES-MY 1, , , HB EDUCATION SUPPLIES-KK , , CENTER MAINTENANCE SUPPLIES , HEALTH SUPPLIES , , PARENT INVOLVEMENT SUPPLIES PROGRAM SUPPLIES 1, , , SNACK/MEALS USDA 11, (11,999.66) 6310 SNACK/MEALS , , SNACK/MEALS-NON FOOD USDA (540.96) 6330 SNACKS/MEALS-NON FOOD , ,176.06

31 Current Year Actual Total Budget $ - Original Total Budget Remaining 6340 SOCIAL SERVICE SUPPLIES (30.20) 6345 STAFF RECOGNITION TRANSITION SUPPLIES PARENT STIPEND , , STAFF TRAVEL/TRAINING 18, , , OCCUPANCY EXPENSES 9, , , RENTS 23, , , TELEPHONE 3, , , EQUIPMENT REPAIR , INSURANCES 5, , , EQUIPMENT RENTAL 2, , , FAMILY LITERACY , , PLAYGROUND IMPROVEMENTS , , JANITORIAL SERVICES 4, , , PARENT ACTIVITY FUND POLICY COUNCIL EXPENSE SERVICE AGREEMENTS , , , ,402, , Grant Remaining 415, ,402, ,415.83

32 PA 25A is the budget for administrative costs of the Early Head Start program. Just like Head Start Admin, some expenses HHS tells you where they must go and at what percent for example: occupancy expense 95%/5% admin; telephone 75%/25% admin; legal, audit, office supplies, postage, advertising are all 100% admin.

33 PACT for West Central IL Statement of Revenues & Expenditures October 31, 2013 Current Year Actual Total Budget $ - Original Total Budget Remaining Expenses 403 PA 25 Admin Early Head Start 5000 SALARIES 21, , , ACCRUED LEAVE (270.54) , ACCRUED VACATION (698.19) 5520 FICA 1, , , HEALTH/LIFE/TDA , , UNEMPLOYMENT , , WORKMAN'S COMPENSATION 1, , , AUDIT , , BENEFITS ADMINISTRATION LEGAL , , COPYING/PRINTING , , ADMINISTRATIVE ASSISTANT SUPPL OFFICE SUPPLIES 1, , , BACKGROUND CHECKS , POSTAGE SUPPLIES 1, , , TECHNOLOGY SUPPLIES 1, , , BOARD TRAVEL/EXPENSES STAFF TRAVEL/TRAINING , , OCCUPANCY EXPENSES , , RENTS 1, , , TELEPHONE 1, , , INSURANCES JANITORIAL SERVICES , ADVERTISING , , Grant Remaining 35, , ,629.71

34 Early Head Start Budget $1,561,299 1% 11% 4% 4% Personnel & Fringes $1,256,206 Supplies & Equipment $55,256 Travel $66,032 Contractual 15,140 80% Other $168,665

35 Child Care Child Care is provided only in the Macomb Center, per our agreement with Western IL University. This is a fee for services, it is not a free program like head start and early head start. Parents are expected to pay for this service. The most important issue with child care is making sure that they can pay for itself. Head Start or Early Head Start funds CANNOT pay for this services. The regulations specifically state that there will be no inter fund loans. Therefore we have to make sure that our revenue exceeds our expenses for child care. 02 Grant 200 Department

36 Hopefully each month will show a profit, but it won t be a big profit. Child Care is not a money maker. The agency does have a little cash reserve to cover expenses if need be for the month, but it doesn t have a whole lot, and we have no means to replace our cash reserve should it be used up. That is why it is important for us to make sure that child care expenses will not exceed their revenue. As you can see Child Care s financial report is divided into two sections, revenue and expense, just like Head Start and Early Head Start.

37 Child Care List of Revenue: USDA program (Reimburses PACT for meals/snacks served at the centers.) Parent Fees DHS Reimbursements Western IL University payments (WIU subsidizes a small portion of the child care for WIU students.)

38 PACT for West Central IL Statement of Revenues & Expenditures October 31, Child Care Current Period Actual Total Budget $ - Original Total Budget Remaining 4300 PARENT FEE REVENUE 39, , DHS REIMBURSEMENT REVENUE 19, , WIU CC REVENUE 10, , USDA REVENUE 7, , Total Revenue 76, ,439.26

39 Child Care Expenses (Report is 2 pages) Salaries (teachers, % of cook, Fiscal Officer, Executive Director, Clerk/Typist, Site Supervisor) Fringe Benefits Staff s local travel Telephone Policy Council, Parent Activity Fund Supplies Food/Snacks

40 Current Period Actual Total Budget $ - Original Total Budget Remaining 5000 SALARIES 57, , , ACCRUED LEAVE , ACCRUED VACATION (54.35) FICA 4, , , HEALTH/LIFE/TDA 2, , , UNEMPLOYMENT 2, , , WORKMAN'S COMPENSATION 2, , , BENEFITS ADMINISTRATION LEGAL NUTRITION CONSULTANT PHYSICALS/STAFF COPYING/PRINTING (42.18) 6208 ADMINISTRATIVE ASSISTANT SUPPL CB EDUCATION SUPPLIES , , DIAPERING EXPENSES CENTER MAINTENANCE SUPPLIES HEALTH SUPPLIES OFFICE SUPPLIES PARENT INVOLVEMENT SUPPLIES BACKGROUND CHECKS (16.00) 6272 PT CREATIVE CURRICULUM POSTAGE SUPPLIES PROGRAM SUPPLIES SNACK/MEALS USDA 8, (8,922.97) 6310 SNACK/MEALS , , SNACK/MEALS-NON FOOD USDA (16.10) 6330 SNACKS/MEALS-NON FOOD , STAFF RECOGNITION TECHNOLOGY SUPPLIES (136.58) 6425 WIU PARKING FEES 1, , PARENT TRAVEL ,

41 Statement of Revenues & Expenditures October 31, 2013 Current Period Actual Total Budget $ - Original Total Budget Remaining 6510 STAFF TRAVEL/TRAINING , , TEACHER QUALIFICATION OCCUPANCY EXPENSES RENTS TELEPHONE , EQUIPMENT REPAIR INSURANCES 1, (387.91) 7630 EQUIPMENT RENTAL , JANITORIAL SERVICES , , PARENT ACTIVITY FUND POLICY COUNCIL EXPENSE T/TA INSERVICE TRAINING SERVICE AGREEMENTS ADVERTISING , , Total Expenses 85, , , Excess Revenues(Expenditures) (9,503.23) 252, ,675.77

42 CHILD CARE BUDGET $252,179 Travel/Contractual/Other $16,335 Supplies & Equipment $12,175 Personnel & Fringes $223,669 $- $50,000 $100,000 $150,000 $200,000 $250,000

43 Questions?