ACT Missouri
COALITION RESOURCE REQUEST GUIDELINES
(Regional Development Funds, Training/Technical Assistance Funds and Mini-Grant Administration)
ELIGIBILITY REQUIREMENTS
Regional Development Funds, Training/Technical Assistance Funds & Mini-grant Administration funding is intended for registered community coalitions working with the Prevention Resource Centers (PRC).
ACT Missouri provides funding to communities that work directly with their Prevention Resource Center to assist with their capacity building to effectively reduce substance use. Annual funding for this service is provided by ACT Missouri and the Department of Mental Health, Division of Behavioral Health. Source of funding: CFDA #93.959 HHS Substance Abuse Prevention & Treatment (BGP).
Funding must focus on programs/strategies for implementing drug and violence prevention activities, including:
- Activities that complement and support local educational agency activities including developing and implementing activities to prevent and reduce violence associated with prejudice and intolerance;
- Dissemination of information about drug prevention;
- Development and implementation of community-wide drug prevention planning and organizing
The coalition must complete the appropriate request form. The PRC must review the form and sign for approval if the request is appropriate and reasonable, and then submit it to ACT Missouri at least 30 days prior to the date of event. ACT Missouri will review and send a Notice of Approval/Disapproval to the PRC contact within 10 business days of receipt of the request.
All funding requests must relate to their PRC’s Strategic Plan and should enhance the work and goals of the coalition. Only registered coalitions can request these funds for their planned events.
ADMINISTRATION
Funding awarded by ACT Missouri is to be used in accordance with the terms and conditions of the award. The Coalition is responsible for the completion of all required reports including submitting copies of invoices that funds were used to pay within the grant period. Any changes to the budget or the scope must have prior written approval.
BUDGET
Written approval is required prior to any changes to the budget & before the expense incurs. Failure to obtain prior authorization may result in suspension of the funding or not receiving approval of the expenditure.
DISBURSEMENTS
Use of grant monies is subject to compliance with these conditions of grant and satisfactory project performance. Payment will be issued within 30 days of receipt of proper documentation. ACT Missouri reserves the right to terminate any project that is not satisfactorily pursuing and fulfilling stated project goals and objectives. At any time, ACT Missouri deems that the Coalition is noncompliant, we will take action in accordance with Section 200.338 of the Uniform Guidance.
PROCUREMENT
ACT Missouri’s procurement procedures are in accordance with Federal Law and Standards identified in the Code of Regulations, Section 200.
Uniform Guidance states an entity should uses its own documented procurement procedures provided they conform to Federal regulations.
The subrecipient should have a written procurement policy that outlines the above, and that they follow their own policy and document their compliance. Copies of policies may be requested by ACT Missouri during the grant period.
If an entity does not have their own procurement policy or isn’t sufficient to meet federal requirements the subrecipient will be covered for the funds ACT Missouri provides to them by agreeing to follow the terms outlined below:
- If the subrecipients purchase is $3,000 or less the requirement is to spread purchases equitably among suppliers. For example, don’t always buy office supplies from Walmart, but spread purchases to Target, Staples, Office Depot, etc.
- If the subrecipients purchase is greater than $3,000 (less than $150,000) the requirement is to get quotes from an adequate number of suppliers. This can be done by looking at prices online or calling for a quote.
RETENTION
The Coalition will keep financial records that support project activities and will maintain said records for six years. This includes receipts, invoices, statements and other documentation.
MONITORING
ACT Missouri will select random awards annually and perform reviews as a monitoring tool. The Coalition agrees to participate in the review. Notification of such reviews will be provided to the Coalition at least 10 working days prior to the review. The Coalition must also view a webinar on training and technical assistance on program & budget related matters.
AUDIT
Audit requirements for Federal award recipients are detailed at 2 CFR 200.501. Specifically, non-federal entities that expend a total of $750,000 or more in Federal awards, during each Fiscal Year, are required to have an audit completed. The Circular defines Federal awards as Federal financial assistance (grants) and Federal cost-reimbursement (contracts) received both directly from a Federal awarding agency as well as indirectly from a pass-through entity and requires entities submit, to the Federal Audit Clearinghouse (FAC), a completed Data Collection Form (AF-SAC) along with the Audit Report within the earlier of 30 days after receipt of the report or 9 months after the fiscal year end.
Please send a copy of the audit via email kwieberg@actmissouri.org or mail a copy to:
ACT Missouri
Attn: Katrina Wieberg
428 East Capitol Avenue, 2nd Floor
Jefferson City, MO 65101
FISCAL AGENT
If your Coalition utilizes a Fiscal Agent, the Fiscal Agent accepts responsibility for establishing and maintaining an adequate system of accounting including both internal controls and an adequate system for maintaining grant fiscal records. Fiscal Agent sponsorship occurs when a community or organization utilizes a tax-exempt 501(c)(3) not-for-profit organization to insure financial accountability.
Fiscal Agent further agrees to:
- Maintain financial records that support all expenditures.
- Provide oversight for the grant budget, including:
- Establish procedures with Coalition on how expenditures will be handled. Procedures should include the tracking of deposits and withdrawals of all funds associated with the funding and associated documentation including invoices, bills, receipts or other statements detailing expenses.
- Establish an accounting system that will be used to ensure that grant funds are being used for grant purposes and a tracking method must be in place.
- Allow Coalition to use their State Sales Tax exemption.
- Submit a W-9 to ACT Missouri for payment processing.
- Allow ACT Missouri to review or inspect financial operations and records that pertain to the funding. Notification of such reviews will be provided at least 10 working days prior to review or inspection.
- Notify ACT Missouri of contact and address information changes immediately.
- Notify ACT Missouri immediately if the Coalition fails to comply with established procedures.
Guidelines:
- Registered coalitions can apply one time a year for up to $5,000 after the Request For Proposal is released. Applications are submitted through an online process.
All data to justify programs/activities must be taken from the PRC workplan, unless previously approved by ACT Missouri.
- The application submitted by the Coalition will serve as the official scope of work.
- Coalitions who are awarded Mini-Grant funding will be issued an advance payment, within 30 days upon receipt of the executed agreement.
- Any unused funds left at the end of the grant period exceeding $100 must be returned to ACT Missouri with the final report.
- The Coalition will provide reports to the Prevention Resource Center Prevention Specialist. A mid-year and year-end report, with copies of all invoices must be submitted to the PRC. The PRC will then forward the reports to ACT Missouri. Forms are available on our website.
- Subsequent Mini-Grant requests will not be awarded to any coalition if the mid-year, final report, copies of invoices, and/or evaluations are not turned in within the above stated timeframe.
Regional Development Funds (RDF)
Guidelines:
- Registered coalitions can apply for RDFs twice a year for up to $500 per request.
- Coalitions who are awarded RDF funding will be issued an advance payment within 30 days after the ACT Missouri approval notice.
All data to justify programs/activities must be taken from the PRC workplan, unless previously approved by ACT Missouri.
- The Coalition will provide reports to the Prevention Resource Center Prevention Specialist. A Final Budget must be completed and submitted within 30 days after the event. The PRC will then forward the Final Budget to ACT Missouri. The Final Budget Worksheet must include copies of all receipts for expenditures, numbers served, and if applicable a check made payable to ACT Missouri for any unused funds over $25.
- Should the event be rescheduled or cancelled, it is the PRC’s responsibility to contact ACT Missouri.
- An evaluation of the event must be completed by all participants. The summarized results must be sent to the PRC and ACT Missouri within 30 days after the event. The PRC may identify/create evaluation forms for the coalitions to use. A basic evaluation form can be accessed at actmissouri.org
Training/Technical Assistance Funds
Guidelines:
- Coalitions can request logistical funds for attending trainings as appropriate (mileage, lodging, etc. – not registration fees to PRC’s). For non-DMH/DBH supported trainings, registration fees will be considered.
- CONFERENCES – For multiple day conferences, the registration fee is not covered, however mileage and meals can be requested. Lodging will only be covered for those traveling more than 75 miles for the conference.
All data to justify programs/activities must be taken from the PRC workplan, unless previously approved by ACT Missouri.
Mileage will be reimbursed at the current federal rate.
- Requests shall not exceed $1,000.00. However, if more than one coalition is involved, each coalition can request funding.
- If the coalitions provide training with these funds, then they are required to conduct a pre-post test and evaluation of the training measuring the recipients change in attitudes, knowledge and/or behavior. The PRC may identify/create evaluation forms for the coalitions to use. A basic evaluation form can be accessed here: Evaluation Form
- The evaluation results should be sent to ACT Missouri and the PRC within 30 days after the event.
- Invoices for TA requests will not be paid until evaluations are received.
- All invoices and paperwork should be turned in 30 days after the event.
- The Final Budget Worksheet/Invoice must include all receipts for expenditures.
- Training Logistics requests are unlimited. However, this funding will only be available until all monies are exhausted.
Guidelines:
- Requests for assistance coming from community coalitions must be made to the PRC. The PRC must determine whether or not it has the expertise and staffing necessary to meet the request. If a PRC cannot fulfill a coalition’s training request, then the coalition will apply for “consultant” funds to help them with that need. ACT Missouri will assist in identifying an appropriate consultant to meet the needs of the request. As much as possible, the PRC should be able to provide training requests.
All data to justify programs/activities must be taken from the PRC workplan, unless previously approved by ACT Missouri.
- Consultant applications must be filled out by all consultants. These must be renewed with ACT Missouri on an annual basis (fiscal year).
- Motivational speakers are not appropriate for consultant requests – see RDFs.
- Individuals trained through an DBH/ACT Missouri sponsored training, PRC Staff and/or Training of Trainers (TOT) is not eligible for payment using consultant funds.
- Requests shall not exceed $1,000.00 per coalition. However, if more than one coalition is involved, each coalition can request funding.
- Consultant fees will be paid at a rate of no more than $50.00 per hour or $400 per day. Actual expenses will be reimbursed. Mileage will be reimbursed at the current federal rate. All consultants must have a Consultant Application on file with ACT Missouri. A consultant application can be accessed at www.actmissouri.org
- The consultant invoice indicating their service fee and the services s/he will provide must be attached to the application.
- Once the request is approved, all payment paperwork will be sent to the PRC.
- ACT Missouri reserves the right to deny any consultant requests or make mandatory changes.
- Coalitions are required to conduct a pre-post test and evaluation of trainings measuring the recipients change in knowledge. The PRC may identify/create evaluation forms for the coalitions to use. Examples of pre-post tests and evaluation forms can be accessed at actmissouri.org.
- The evaluation results should be sent to the PRC within 30 days after the event. The PRC will review and forward the evaluation to ACT Missouri.
- Mileage will be reimbursed at the current federal rate.
- Invoices for consultant reimbursement will not be paid until evaluations are received.
- All invoices and paperwork should be turned in 30 days after the event.
Subsequent funding requests will not be awarded to any coalition if the reports, expense documentation &/or evaluations are not turned in within the above stated time.
When events/trainings are rescheduled or cancelled, it is the PRC and coalitions’ responsibility to contact ACT Missouri and the consultant forty-eight (48) hours prior to the event to make alternative arrangements. NOTE: Failure to do so will result in the coalition accepting full responsibility for payment of the consultant and/or service provider fee including any and all other associated expenses.
Allowable costs:
- Disseminating information about alcohol and drug prevention
- Developing and implementing comprehensive, community-based alcohol and drug prevention programs that link community resources with schools and integrate services involving education, law enforcement, health, mental health, community service, mentoring and other appropriate services
- Recreational, instructional, cultural, and artistic programs that encourage alcohol and drug free lifestyles
- Service learning projects that encourage alcohol and drug free lifestyles
- Activities/trainings conducted in your service area only
Unallowable costs:
- Post prom events, post-graduation events, and dance events will not be funded unless otherwise approved by ACT Missouri. Please contact Alicia (aozenberger@actmissouri.org) for consultation.
- PRC staff reimbursement requests or consultant fees.
- Purchase of incentives or other symbolic disposable items intended for giveaways
- Website maintenance
- Lodging will not be approved for 1 day trainings.
- Funding for out of state conferences/consultants.
- Gift cards
- Supplanting Mini-Grant Administration Funds, Regional Development Funds, & Training/Technical Assistance Funds
- Lobbying
Refreshments/food must follow these guidelines:
- Cannot be used as an incentive
- Must be necessary and reasonable
- Meeting must be long enough (at least 4 hours) and over a meal time (ex: 8 am, 12 pm, 6 pm.) to be considered for funding.
- Only 5% of the total request will be allowed for food.
Definitions:
Consultant: A person who has expertise in a particular program or subject matter and who is registered as a consultant with ACT Missouri.
Facilitator: Someone educated in a particular curriculum to facilitate the group process, for example, Community and Teen Baselines.
Speaker: A professional who has expertise in a subject area who facilitates workshops and trainings and who is registered as a speaker with ACT Missouri.
Staff: A paid staff who works for the Division of Behavioral Health’s Prevention Resource Center or Statewide Training and Resource Center.
Workshop: Duration: 4 hours or less – provides awareness and knowledge of the nature and extent of substance use, abuse, and addiction and their effects on individuals, families and communities. It also provides knowledge and awareness of available prevention programs and services.
Training: Duration: 4 hours or more – Providing education to promote learning, discussion and feedback about a topic.
Conference: Duration: 1 day or more – a meeting or series of workshops where 10 or more individuals with different skills but with common interests come together for training or learning purposes.
FY2018