RFFLITE

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RFF-LITE

• A streamlined process for requesting
  reimbursement of expenditures online using the
  Web Grants system
• (http//webgrants.community.utah.gov)

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What is RFF-LITE?

• RFF-LITE is a program designed to reduce the
  amount of paperwork and streamline the process
  for requesting reimbursement of expenditures
  under contracts administered by the State
  Community Services Office.

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Introductory Statement

• Implementation of the Web Grants system has
  revolutionized the grants management process.
• We are constantly looking for new and innovative
  ways to streamline the grants cycle.
• RFF-LITE has proven to be a highly successful
  method for reporting grant expenditures.
• The claims processing cycle has been reduced
  dramatically, often to just a matter of days.

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Glossary of Acronyms and Terms

• G/L Transaction Detail Report A financial
  report generated from the organizations
  automated accounting system listing in detail the
  expenditures charged against a specific contract
• RFF A Claim or Request for Funds (request for
  reimbursement of expenditures incurred)
• SCSO State Community Services Office
• CSBG Community Services Block Grant
• ESG Emergency Shelter Grant
• PAHTF Pamela Atkinson Homeless Trust Fund
• CNH Critical Needs Housing
• EFN Emergency Food Network

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What are the requirements for the RFF-LITE
program?

• The RFF-LITE program consists of two basic
  components
• A General Ledger Transaction Detail report (or
  Profit and Loss Detail report or Revenue and
  Expenditure Detail report or similar report)
  listing the specific expenditures claimed for
  reimbursement.
• An Excel spreadsheet that summarizes and
  reconciles amounts from the transaction detail
  report to the amounts listed on each budget line
  item on the Claim form RFF.
• Note Effective July 1, 2008, agencies approved
  for RFF-LITE are no longer required to send a
  paperless claim notice when submitting claims
  for reimbursement. The Web Grants system
  automatically notifies SCSO staff when you click
  on Submit.

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Whats in it for me?

• Grantees/sub-recipients approved for the RFF-LITE
  program are no longer required to submit
• Copies of vendor invoices and/or statements
• Copies of checks
• Copies of pay stubs and time sheets

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Expected Benefits

• Grantees/sub-recipients should experience cost
  savings from a reduction in the amount of
  paperwork previously required to be submitted
  with each RFF
• Reduction in cost of paper and toner
• Reduction in cost of postage to send RFFs to SCSO
• Reduction in employee time required to sort and
  make copies of vendor invoices, etc.

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Does my organization qualify to participate in
RFF-LITE?

• To participate in RFF-LITE, your organization
  must have a financial management system capable
  of producing a transaction level detail report
  listing the specific current period expenditures
  being claimed for reimbursement.

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Does my organization qualify to participate in
RFF-LITE?

• Your financial management system must also be
  capable of producing a cumulative or Year-to-Date
  transaction level detail report at the end of the
  contract term that includes all expenditures
  claimed against the particular award. This
  report may be required as part of the contract
  close-out process.

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Submission of Financial Reports

• The current period transaction detail reports are
  submitted electronically as an attachment to your
  RFF/Claim using the Web Grants on-line system.
  Consult the Web Grants Grantee User Guide for
  instructions on how to attach a file.
• If your financial management software will not
  allow you to export the data to an attachable
  file, you can scan the reports to a PDF file and
  attach to your claim. The basic requirement is
  that the file must be in a format that can be
  opened using the software currently in use by
  SCSO.
• (Note files in Excel 7.0 format cannot be
  opened by SCSO and are not acceptable. Contact
  SCSO for instructions)
• If you cannot attach the reports in Web Grants,
  you will need to print and mail them with the
  signed RFF/Claim form printed from the Web Grants
  system to your SCSO Program Specialist.

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How about some examples?

• The following slides provide some specific
  examples of how the RFF-LITE method works with
  two funding sources
• Example 1 is for an ESG contract
• Example 2 is for a PAHTF contract

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Example 1 Submitting an RFF/Claim for
expenditures incurred during September 2008 under
an ESG contract

• Prepare a transaction detail report that includes
  the current period expenditures for the ESG award
  and export to Excel or other attachable file
• Summarize the data in an Excel spreadsheet by
  subtotaling the individual G/L account totals
  that add up to each budget line item on the
  RFF/Claim form (see sample on next slide)
• Tip Save all of the above in a single Excel
  workbook to facilitate attaching to your
  RFF/Claim through the WebGrants on-line system.
  Create a separate Excel folder for each contract
  then, as you prepare the reports for your
  RFFs/Claims throughout the year, save each file
  as Claim 1, Claim 2, etc. within a single
  folder.

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Example 1 - Submitting an RFF/Claim for
expenditures incurred during September 2008 under
an ESG contract (continued)

• Enter the line item totals from the Excel Expense
  Summary spreadsheet in the Reimbursement
  component of the RFF/Claim in Web Grants.
• Attach current period transaction detail report
  and Excel summary/reconciliation sheet to the Web
  Grants Claim (see page 17 of the Grantee Claims
  training manual it works the same as adding an
  attachment to an email message!).
• Print a copy of the Claim form for your records.

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Example 2 Submitting an RFF for July 2008
expenditures under a PAHTF program contract

• Prepare a transaction detail report that includes
  the current period expenditures for the PAHTF
  contract and export to Excel (or scan to
  attachable file).
• Summarize the data in an Excel spreadsheet by
  subtotaling the individual G/L account totals
  that add up to each budget line item on the
  RFF/Claim form in Web Grants.
• Enter the line item totals from the Excel
  spreadsheet to the RFF/Claim form (see page 17 of
  RFF training manual).
• Attach the transaction detail report and Excel
  summary sheet to the WebGrants RFF/Claim (see
  page 17 of the RFF training manual).
• Print a copy for your records.

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Supporting Documentation

• RFF-LITE does not change the requirement that
  your agency must maintain adequate documentation
  to support amounts charged against any contract
  administered by SCSO
• Expenditures must be supported by vendor
  invoices, statements, vouchers, receipts, etc.
• Personnel costs must be supported by time and
  activity records and based on actual
  after-the-fact activity.
• Records must be retained for at least the period
  of time specified in Attachment B of the
  Contract.

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Supporting Documentation

• The significant difference with RFF-LITE is that
  you no longer have to submit copies of the
  supporting documentation (vendor invoices, etc.)
  to SCSO unless specifically requested to do so.

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Periodic Requests for Supporting Documentation

• RFF-LITE is a relatively new program. To ensure
  grantee compliance with the supporting
  documentation provisions stated in the contract,
  SCSO may randomly select one or more RFF/Claim
  forms submitted during the contract period and
  request that supporting documentation for
  particular expenditures be submitted.

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How will I know if I need to submit supporting
documentation?

• Your SCSO Program Specialist will notify you by
  telephone and/or via email
• Once notified, you will have ten business days to
  submit the supporting documentation for the
  specific expenditures selected

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What happens next?

• Upon receipt, the documentation will be reviewed
  by SCSO fiscal staff and/or DHCD accounting staff
• You will be notified of any deficiencies, and be
  given an additional ten business days to respond
  by providing any additional documentation
  requested.

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What happens if adequate supporting documentation
is not provided?

• Failure to provide adequate supporting
  documentation in a timely manner will result in
  disqualification from the RFF-LITE program.
• If disqualified, the organization will be
  required to submit complete supporting
  documentation with all future requests for
  reimbursement.
• Costs with inadequate supporting documentation
  may be disallowed, and the organization may be
  required to repay these amounts.

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Proven Results

• The RFF-LITE program has required very little, if
  any, additional effort from the grantee, saving
  valuable time resources.
• SCSO Program Specialists spend less time
  reviewing and approving the Claims for
  reimbursement.
• The overall reimbursement processing cycle is
  more efficient, with a significant reduction in
  time to process your payment!

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Where to Get More Information

• Contact your SCSO Program Specialist
• Stephanie Bourdeaux [phone]
• Pema Chagzoetsang [phone]
• Contact SCSO Fiscal Auditor
  Douglas Lee, CPA [phone]
• Contact SCSO Program Director
• Jonathan Hardy [phone]

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Thank You!

• Together we can make a difference