The District utilizes grant writers through union contracts to write and maintain the Title I grant. We successfully provided the necessary documentation to the auditors on October 25, 2024.
Step 1: Development of a Federal Fund Documentation Retention Policy - Create a formalized policy for the re...
The District utilizes grant writers through union contracts to write and maintain the Title I grant. We successfully provided the necessary documentation to the auditors on October 25, 2024.
Step 1: Development of a Federal Fund Documentation Retention Policy - Create a formalized policy for the retention, organization, and timely retrieval of federal fund documentation, including all documents required for audits and compliance reporting.
Step 2: Creation of a Centralized Document Management System - Implement a centralized document management system (either physical or electronic) for all federal award-related documentation. This system will include folders or digital records for each grant, with clearly defined categories for required forms, reports, and applications.
Step 3: Implementation for Document Submission and Tracking - Establish a clear timeline for submitting required documentation, including deadlines for each document related to federal funds (e.g., Consolidated Application, Consultation forms, SIG performance reports, etc.). Develop a tracking system to ensure timely submission and to monitor progress.
Step 4: Assigning Responsibility for Documentation Compliance - Assign specific responsibility for ensuring the completion, collection, and timely submission of all federal fund documentation to designated staff members. This will include assigning oversight for the internal control questionnaire and ensuring that it is completed and submitted on time.
Step 5: Timely Completion and Return of Internal Control Questionnaires - Establish a process for ensuring that all required internal control questionnaires are completed and returned within the required timeline. This may include setting up automatic reminders and follow-up procedures to ensure compliance.
Step 6: Training for Staff on Federal Fund Documentation - Provide training for all relevant staff (including grant writers and Business Office personnel) on federal fund documentation requirements, including deadlines and the importance of timely submission. Emphasize the role of proper documentation in ensuring compliance with federal funding regulations.
Step 7: Quarterly Review of Federal Fund Documentation - Implement a quarterly review process to assess the completeness and compliance of federal fund documentation. This review will include a check of all required reports, applications, and forms, ensuring that they are filed correctly and on time.
Timeline:
○ December 1, 2024: Assign specific responsibilities for federal fund documentation compliance.
○ December 15, 2024: Develop and implement a federal fund documentation retention policy and process for completing internal control questionnaires.
○ January 15, 2025: Implement centralized document management system and complete staff training on documentation requirements.
○ January 31, 2025: Implement the timeline and tracking system for document submission.
○ March 2025: Conduct the first quarterly review of federal fund documentation.
○ June 30, 2025: BOE policy creation or update for Federal Fund Documentation Retention
● Responsible Parties:
○ Dr. Georgia Gonzalez, Director of Business & Finance responsible for oversight of documentation management, responsibility of assignment, and policy implementation
○ Dana Benzo and Jennifer DePerno, Title I Grant Writer responsible for ensuring that all required documents (e.g., Consolidated Application, Consultation forms) are prepared and submitted on time.
● Expected Outcome:
By implementing these actions, the District expects to significantly improve the organization, retention, and timely retrieval of federal fund documentation. A well-structured document management system and clear submission timelines will reduce the risk of non-compliance and ensure that the District is prepared for future audits. With regular training and monitoring, the District will strengthen its internal controls over federal funds, providing better oversight, compliance, and accountability.