New Statewide AT Directors Orientation Modules

Module Four: Fiscal and Contract Management

Under the Assistive Technology Act of 1998 (AT Act), as amended, statewide AT programs are responsible for the fiscal and contract management of the statewide AT program grant.

Objectives:
After completing this module, you will be able to:

• Describe what EDGAR is and list relevant EDGAR sections applicable to statewide AT Act programs.
• Describe the AT Act requirements for budgeting and allocating percentages of funds to state level and state leadership activities.
• Define the terms obligating funds and liquidation funds, and describe the purpose of the SF 425 Form.
• Describe why a statewide AT program might use a contract for services.
• Identify project management resources.

This Module has seven parts:

1. Overview of Statewide AT Fiscal and Contract Management (2011) (ppt)
   PowerPoint explaining the Statewide AT Act Program fiscal and contract management.
2. EDGAR (Education Department General Administrative Regulations)
   • EDGAR Website
3. Budgets
   • Quick Sheet For Formula AT Act Grants (2011) (word) (For additional information, see Module One)
     This sheet summarizes the state level and state leadership activities.
   • Federal Reporting Requirements (2011) (word)
     This document provides a table of Federal reporting requirements and suggested reference documents for State Plans, Financial Expenditures, and Data Progress Reports.
   • Program Planning: Comparability, Flexibility, & the 60 /40 Split (word)
     Advice from Willie Gunther, Illinois AT Program, and Marty Exline, Missouri AT Program on Comparability, Flexibility, and the 60/40 vs. 70/30 Split.
   • Indirect Cost Rules-10% ceiling (RSA Direct and Indirect Fact Sheet) (2007) (word)
     This document is a transcript from a 2007 conference call with RSA explaining direct and indirect costs for statewide AT Act programs.
4. Expenditures
   Federal Financial Report SF 425
   • Federal Financial Report SF 425 Fact Sheet (word)
     This document is a fact sheet explaining the Standard Form (SF)-425, financial reporting form.
   • Federal Financial Report SF 425 (2011) (pdf)
     This PDF is a copy of the Federal Financial Report SF 425. Note: This form should be completed in MIS.
   • Federal Financial Report SF 425 Instructions (2010) (pdf)
     This PDF explains how to complete the Federal Financial Report SF 425.
   • How to Liquidate Formula Funds - Teleconference (2011) (MP3)
     Brian Bard and Rob Groenendaal from RSA provide information about a new process for obligating and liquidating formula grant funds for statewide programs, with particular attention on the procedure for late liquidations.
5. Contracting
   • Performance Based Contracts (2011)( MP3 ppt)
     Sonke Dornblut, Project Coordinator with Assistive Technology in New Hampshire, discussed the Program's use of Performance Based Contracts (PBC), how to achieve statewideness through PBC, determining PBC project goals and data reporting, contractor professional development, and what is funded through PBC.
   • RESNA Catalyst Subcontract Repository
     Sample documents used by states for reuse, device loan, device demo, and financing services.
6. Project Management & Reporting Systems
   • Project Management Resources (2011) (word)
     This document provides different project management resources for statewide AT Act programs to consider.
   • Kansas Project Management Presentation: Federal and State Data Collection Requirements: Selecting A Tool To Meet Your Needs (2010) (ppt)
     This PowerPoint presentation is from Assistive Technology for Kansans Program, and explains their project management tools.
   • Nebraska Project Management Presentation: Nebraska AT4ALL (2010) (ppt)
     This PowerPoint presentation is from Nebraska Assistive Technology Partnership, and explains their project management tools.
   • Washington Project Management Presentation: Washington State’s Day-to-Day Collection and Reporting Database (2010) (ppt)
     This PowerPoint presentation is from Washington Assistive Technology Act Program, and explains their reporting database tool.
7. Program Income
   • Fee for Service – Experiences of Statewide AT Programs (2011) (word)
     This document looks at some of the services that statewide programs are providing for fees.
   • Getting Started: Adding Fee-For-Service as another Tool in Your Toolbox (2011) (word)
     This document provides questions that can guide a statewide program when it is considering adding fee-for-service as a method of providing services.
   • Fee for Service Teleconference PowerPoint (2009) (ppt) rtf version
     Tammy Koger from the North Carolina AT Act Program shared information on how NC has implemented fee-for-service to serve more people with disabilities. This presentation provides information about the NC administrative code, the fees charged, and the type of services provided.
   • Marketing Survey for AT Assessments and Training (2011) (word)
     This document provides data from a survey on what fees are charged by various programs that provide AT assessments.