Teaching Parents and Volunteers the Basics of In-Kind

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1 National Head Start Association 42 nd Annual Head Start Conference and Expo March 29 April 2, 2015 Washington, DC Walter E. Washington Convention Center Teaching Parents and Volunteers the Basics of In-Kind Thursday, April 2, :00 pm 3:30 pm Presented by: Tammy T. Jelinek, MBA, Senior Manager NONPROFIT AND GOVERNMENT PRACTICE Reproduction or use of any training materials in this manual, except within a participant s agency without express written permission is prohibited by copyright law.

Teaching Parents and Volunteers the Basics of In-Kind Trainer:

Jelinek, MBA, Senior Manager 1 Materials/Disclaimer Please note

3 Teaching Parents and Volunteers the Basics of In-Kind Trainer: Tammy T. Jelinek, MBA, Senior Manager 1 Materials/Disclaimer Please note that these materials are incomplete without the accompanying oral comments by the trainer(s). These materials are informational and educational in nature and represent the speakers' own views. These materials are for the purchasing agency s use only and not for distribution outside of the agency or publishing on a public website. 2 Teaching Parents and Volunteers the Basics of In-Kind 1

Purpose and Goal Purpose Understand the road

4 Purpose and Goal Purpose Understand the road map of generating volunteer in-kind Learn how to teach staff and volunteers the importance of in-kind Goal Help volunteers understand and help generate in-kind 3 Introductions 4 Teaching Parents and Volunteers the Basics of In-Kind 2

5 My Agenda History Education Monitoring Celebrations Nuggets 5 Your Agenda 6 Teaching Parents and Volunteers the Basics of In-Kind 3

6 History of Head Start / Early Head Start History of Your Organization When did you start providing services? Why do provide the services? Who do you provide services to? What services are provided? 8 Teaching Parents and Volunteers the Basics of In-Kind 4

7 History of You When did you start? What is your story? Why do you work for HS/EHS? What makes you stay? 9 Be Prepared 10 Teaching Parents and Volunteers the Basics of In-Kind 5

8 Acceptable In-Kind HEAD START PROGRAM GRANT NO., State SCHEDULE E - QUESTIONED COSTS For the Year Ended August 31, 1983 Ref. Program Category Amount Reason Questioned (1) Full-Year, Part-Day Nonfederal Other $35,620 This amount represents 52 grave plots donated to the grantee. The Grave plots, which were valued at $685 each, do not appear to be of benefi to the Head Start Program. Also, the grantee does not have independent third party appraisals to support the value claimed for the grave plots. 11 Allowable In-Kind Flow Chart 12 Teaching Parents and Volunteers the Basics of In-Kind 6

Allowable In-Kind Flow Chart From Question #5 #6 Is it provided for in the approved budget?

? #6A Check the budget - is it provided for, or is it something you would have put in the budget?

NO Unallowable In-Kind S YE NO Unallowable In-Kind YES #8 Would the agency want to defend paying Federal money for it?

* OMB Circular A-21 - Colleges and Universities - OMB Circular A-87 - State and Local Units of Government - A-122 -

Determinations have been made on a case-by-case basis on whether Federal funds from other programs are allowable match for

These determinations are based on specific requirements of ACF programs and language in applicable statutes.

Bureau of Indian Affairs - Indian Self-Determination and Education Assistance Act (P.L. 93-638, as amended).

9 Allowable In-Kind Flow Chart From Question #5 #6 Is it provided for in the approved budget? UNSURE YES #7 Would the agency pay, out of federal funds, the same amount they re claiming as the in-kind value?? #6A Check the budget - is it provided for, or is it something you would have put in the budget? NO #7A Can you re-value it? NO Unallowable In-Kind S YE NO Unallowable In-Kind YES #8 Would the agency want to defend paying Federal money for it? NO Unallowable In-Kind YES YOU HAVE ALLOWABLE IN-KIND! * OMB Circular A-21 - Colleges and Universities - OMB Circular A-87 - State and Local Units of Government - A Non-Profit Organizations ** Except where authorized by Federal statute to be used for cost sharing or matching: Determinations have been made on a case-by-case basis on whether Federal funds from other programs are allowable match for an ACF program. These determinations are based on specific requirements of ACF programs and language in applicable statutes. Specifically: 1. USDA funds are of Federal origin and, therefore, cannot be counted as match. 2. Bureau of Indian Affairs - Indian Self-Determination and Education Assistance Act (P.L , as amended). The Act authorizes the use of funds for matching purposes as long as the identified use is specifically related to the approved grant activities. 3. Title XX Social Services Block Grant funds are considered to be Federal funds and, therefore, may not be used as match for ACF programs. 4. Expenditure of funds from the Housing and Community Development Act of 1974, P.L may count as allowable match for a Head Start program for renovation of a building. The determination is dependent on whether or not the Head Start grant is included as part of the Community Development Program, as required by the Housing and Community Development Act. (Grants Administration Manual, Section (b)(1-4)) Volunteers Teaching Parents and Volunteers the Basics of In-Kind 7

10 Adoption 15 Math = Yuck Computing Federal $ s = $1,000,000 = 80% Non-Federal = $ 250,000 = 20% Total Funding = $1,250,000 = 100% 20% of Total Funding OR 25% of Federal Funding 16 Teaching Parents and Volunteers the Basics of In-Kind 8

(One month) = 1,805 Average Hours Per Classroom = 56 Average Hours Per Day (20 days/month) = 2.

11 Easy Equation For every $1 you spend of Federal Funds, you must have $.25 non-federal match 17 Volunteers Example from a Head Start Program Total Classrooms = 32 Total Volunteer Hours (One month) = 1,805 Average Hours Per Classroom = 56 Average Hours Per Day (20 days/month) = 2.8 Lowest Hours (4 classrooms) = 0 Most Hours (1 classroom) (12 hrs/day) = 238 Dollar Value of In-Kind (Rate+Fringe = $8) = $14, Teaching Parents and Volunteers the Basics of In-Kind 9

12 Math = Good 1 Volunteer/Day (4 hrs. x 20 days x 32 classrooms x $8) = $20,500 2 Volunteers/Day (4 hrs. x 20 days x 32 classrooms x $8 x 2) = $41,000 3 Volunteers/Day (4 hrs. x 20 days x 32 classrooms x $8 x 3) = $61, Classroom Volunteers Worksheet 1 Volunteer/Day (4 hrs. x 20 days x classrooms x $ ) = $ 2 Volunteers/Day (4 hrs. x 20 days x classrooms x $ x 2) = $ 3 Volunteers/Day (4 hrs. x 20 days x classrooms x $ x 3) = $ 20 Teaching Parents and Volunteers the Basics of In-Kind 10

13 Volunteers Documentation Donated Time Volunteer s name The dates the volunteer provided services, including the year The duration of time of services the volunteer provided to the program The volunteer s supervisor s signature The volunteer s signature The volunteer activity The rate applied to this activity Total valuation for the time period Source: Head Start Fiscal Assistant 21 Sample In-Kind Related Job Descriptions Ability to articulate the amount of, the type of, and the process for, in-kind for AGENCY. Suggest groups, organizations and businesses to conduct in-kind donation drives based on the needs of AGENCY to TITLE. Respond to inquiries from the community regarding in-kind donations, and refers donors to TITLE for the orderly intake of useable items and coordination of volunteer services. 22 Teaching Parents and Volunteers the Basics of In-Kind 11

14 Sample In-Kind Related Job Descriptions Send out acknowledgements for donations. Communicate current needs and celebrations to TITLE for inclusion on website and in e- newsletter. 23 Sample In-Kind Related Review Questions Employee demonstrates the ability to articulate the amount of, the type of, and the process for, in-kind for AGENCY. Example: Employee trained a parent group Employee suggested groups, organizations and businesses to conduct in-kind donation drives based on the needs of AGENCY to TITLE. Example: Employee suggested a partnership with LOCAL BUSINESS NAME 24 Teaching Parents and Volunteers the Basics of In-Kind 12

15 Sample In-Kind Related Review Questions Employee respond to inquiries from the community regarding in-kind donations, and refers donors to TITLE for the orderly intake of useable items and coordination of volunteer services. Example: Employee turned in X # of volunteer signin sheets for the program year out of the expected X #. 25 What gets measured gets done 26 Teaching Parents and Volunteers the Basics of In-Kind 13

type=doc&id=36301 27 Celebrating Source:

16 Celebrating Source: 27 Celebrating Source: 28 Teaching Parents and Volunteers the Basics of In-Kind 14

Celebrating Source: http://www.bgcdc.org/who-we-are/facts-figures/ 29 Celebrating Source: http://r.b5z.

17 Celebrating Source: 29 Celebrating Source: 30 Teaching Parents and Volunteers the Basics of In-Kind 15

18 Feedback 31 In-Kind Rap We will, we will Learn In-Kind We will, we will Prove Benefit We will, we will Prove Value We will, we will Prove Allowable We will, we will Document We will, we will Provide Training We will, we will Learn In-Kind 32 Teaching Parents and Volunteers the Basics of In-Kind 16

19 In Review Why is In-Kind Important 33 For Information on How We Can Help Visit the Wipfli Booth (#316) for more details or 34 Teaching Parents and Volunteers the Basics of In-Kind 17

www.wipfli.com Connect with me: www.linkedin.

com/wipflingp Bring Wipfli to You: Tammy T.

2954 @TammyJelinek My Wipfli Access to our experts: Evaluation:

20 Connect with me: Bring Wipfli to You: Tammy T. Jelinek My Wipfli Access to our experts: Evaluation: Regulation questions Audit Process Human Resource Technology Leadership Thank You! 35 Teaching Parents and Volunteers the Basics of In-Kind 18

New NPO Reporting Model

National Head Start Association 44 th Annual Head Start Conference and Expo April 7 10, 2017 Nashville, TN Hyatt Regency Chicago New NPO Reporting Model Monday, April 10, 2017 9:00 am 10:30 am Presented