HomeMy WebLinkAbout20223031.tiffChloe White
From:
Sent
To:
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Subject
Esther Gesick
Wednesday, October 12, 2022 2:14 PM
Lesley Cobb
Chloe White; HS -Contract Management
RE: Fast Tracked Contract ID (6366)
Thanks Lesley! We'll make note of this for any other forms of this nature that are processed in the future.
Have a nice afternoon!
Esther E. Gesick
Clerk to the Board
1150 O StreetIP.O. Box 758!Greeley, CO 80632
tel: (970) 400-4226
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Original Message
From: Lesley Cobb <cobbxxlk@weldgov.com>
Sent: Wednesday, October 12, 2022 1:43 PM
To: Esther Gesick <egesick@weldgov.com>
Cc: Chloe White <cwhite@weldgov.com>; HS -Contract Management <HS-
ContractManagement@co.weld.co.us>
Subject: RE: Fast Tracked Contract ID (6366)
Hi Esther,
I received an answer on this one. I looks like neither Lennie Bottorff or Kelly Morrison are authorized to legally
bind the Non -Federal entity (2 CRF 200.415) and that the form must be signed by an official who is authorized.
That authorized official was Jamie, so the document is complete as received.
Please let me know if you have any further questions.
Thank you!
Lesley Cobb
Contract Management and Compliance Supervisor Weld County Dept. of Human Services
315 N. 11th Ave., Bldg A
PO Box A
Greeley, CO 80632
G(970) 400-6512
0 (970) 353-5212
cobbxxlk@weldgov.com
Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended
only for the person or entity to which it is addressed and may contain information that is privileged, confidential
or otherwise protected from disclosure. If you have received this communication in error, please immediately
Comm on; coq do n s 2022-3031
11/07/22
l-tRoo99
Single Entry Point (SEP) Subrecipient Performance Questionnaire
Instructions
•Please answer all questions on the form to the best of your ability.
•All sections must be completed.
•Please use the dropdown options on applicable questions.
•Please retain this completed form in your records.
•This form must be signed by an official who is authorized to legally bind the non-federal entity (2 CFR 200.415).
Please direct any questions, this completed form and any required attachments to the Office of Community Living, Finance Section at
hcpf_subrecipientinonitoring@state.co.us.
Total Operating Budget - Total amount of funding the entity receives for ail programs which include a federal funding component.
Organization Fiscal Year End - DD/MM/YYYY of the organization's fiscal year end.
Total Employees # of the Organization - Total number of full and part-time employees completing Single Entry Point activities.
Total # of Employees Completing Accounting Functions - Total number of full and part-time employees performing accounting functions
within the organization.
Sub -awarding Funds - Has the organization subcontracted Single Entry Point activities to outside contractors? Sub -awarding funds is when an
award provided by a pass -through entity to a subreclpient for the subrecipient to carry out part of a Federal award received by the pass -through
entity. It does not include payments to an individual that is a beneficiary of a Federal program.
Agency Information
This section covers the background information of this form's submission
1 Name of Single Entry Point (SEP):
Weld county Area Agency on Aging
2 Name and title of person completing this form:
Leonard Bottorff, Senior Fiscal Advisor - Weld County Department of Human Services
Organizational Information
This section reviews the organization's financial and contractual information for the SEP program.
Provide the total dollar amount for all funding sources, for all program areas where federal funding is a component. Please ensure that the
3 total dollar amounts requested are split out by program name and includes the total dollar amount for each funding source.
Our 2021 Annual Report, which includes the Schedule of Expenditure of Federal Awards, is available at
https://www. weldgov.com/Government/Departmenfa/Finance-a nd-Admi nistration/Accounting-Department/Annual-Report52021-Annual-
Report
4 When is the SEP program calendar/fiscal year end?
December 31
5 How many total employees are charged to the SEP program:
30
6 How many total individuals perform accounting functions on behalf of the SEP program (including part-time and contractors)?
13
Has the SEP program had any significant changes in key personnel or changes to the accounting systems used for the SEP program in the
last year, if applicable (e.g. Controller, SEP Administrator, Chief Financial Officer, Accounting Manager, Bookkeeper, SEP Program Manager,
? etc.)? Please use the dropdown options.
No
If the SEP program had any significant changes in key personnel or changes to the accounting systems used for the SEP program in the last
8 year, please explain:
n/a
So Is the SEP program sub -awarding any portion of this Contract to complete the deliverables? Please use the dropdown options.
No
Mb If yes, please attach the sub -awarding agreements to your submission.
Does your organization have an independent auditor conduct an annual audit of the agencies financial statements under Generally
10a Accepted Auditing Standards (GAAS)? 2 CFR part 200.514, Subpart F? Please use the dropdown options.
Yes
10b If yes, please attach the most recent audited financial statements to your submission.
Our 2021 Annual Report, which includes the Audit Report, Is available at https://www.weldgov.com/Government/Departments/Finance-and-
Admi nistration/Accounting-Department/Annual-Report/2021-Annual-Report
How many years has the audit (Single or Independent) been completed by the current auditor? (2 CFR part 200.509 Subpart F) Please use
11 the dropdown options.
Less than 3 years
Is the organization's accounting records kept in accordance with Generally Accepted Accounting Principles (GAAP)? (2 CFR part 200.515,
12 Subpart F). Please use the dropdown options.
Yes
Does the accounting system allow for segregation of all assets, liabilities, revenue, and expenditures by funding source, and have the ability
13 to produce a self -balancing report by each funding source? Please use the dropdown options.
Yes
14 Please explain how the organization intends to account for all costs and revenues assodated with each funding source:
All SEP and HCA Revnues and Expenditures are tracked in Fund 265995. SEP Revenues and Expenditures are further segregated from HCA
within this fund in 0rganizatoin Code 61780
15 Are accounting records supported by source documentation? Please use the dropdown options.
Yes
16 Please summarize examples of source documentation that the SEP maintains and retains:
Invoices, if paid directly to a vendor, or documentation of journal completion, if journalized through a subsequent distribution.
Does the organization have a cost allocation plan that spreads out common costs, such as phone, rent, utilities, etc. among all funding
17a sources? (2 CFR part 200.416, Subpart E). Please use the dropdown options.
Yes
17b If yes, please attach the cost allocation plan to your submission.
fl: C n, PI 202 Weld C rnt Cal r do FY 1 B All Lion I 2 CFR rt 200 - Finai.pdi
Does the organization have a quality review process for all expenditures for the SEP program that will provide a certainty that all costs for
the SEP program are allocated and recorded correctly to ensure the funds are not commingled with non SEP funding sources? (2 CFR Part
18a 200.404 & 200.405, Subpart E). Please use the dropdown options.
Yes
18b If yes, please attach an electronic copy of the organization's current process for reviewing costs to your submission.
https://library. municode.com/co/weld_county/codes/cha rter_and_county_code
Does your organization currently have any funding received from the SEP Contract that has not been spent on allowable SEP Program
19a expenses. Please use the dropdown options.
Yes
19b If yes, please state the amounts by fiscal year below.
Fiscal Year 2020-21:
Fiscal Year 2021-22:
$ 303,764.72
Does the organization have sufficient internal controls in place to ensure that the accounting records for the SEP program are free from
20a material misstatements? (2 CFR 200.303, Subpart D). Please use the dropdown options.
Yes
20b If yes, please attach the organization's overall intemal fiscal controls and structure to your submission.
https://library. municode.com/co/weld_cou ny/codes/charter_and_county_code
130,401.32
As a result of any performance issue, audit inquiry, audit finding or state agency inquiry, has the SEP program received a request from any
21a state agency to return, refund, or otherwise repay any amount paid to your organization? Please use the dropdown options.
No
If the SEP program has received a request from any state agency to return, refund, or otherwise repay any amount paid to your
organization as a result of any performance issue, audit inquiry, audit finding or state agency inquiry, please explain the circumstances and
216 the amount:
N/A
As State Fiscal Rules allows for up to 45 days for payment, does the organization have an adequate cash flow that will enable management
22a of finances between the time costs are incurred and reimbursed? Please use the dropdown options.
Yes
22b If yes, please explain how costs will be covered prior to receipt of payment from the Department:
As of December 31, 2021, Weld County's cash and Investrments totaled $502,182,927
Does the organization have a time and effort reporting system in place to account for 100(1/0 of all employee's time with a breakdown of the
23a actual time spent on the SEP program? (2 CFR 200.430, Subpart E). Please use the dropdown options.
Yes
23b If yes, please explain how the organization documents actual hours worked for each employee, by funding source:
Through our PeopleSoft Personnel and Payroll time Reporting system
Has anyone in the organization who performs activities for the SEP program, been suspected of, investigated for, or convicted of fraud,
24a embezzlement, etc. within the last five years? (2 CFR Part 200.435, Subpart E). Please use the dropdown options.
No
246 If yes, please explain. Be sure to include the allegation(s), the result(s), and other necessary information.
Certifications
By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and I am
aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil
or administrative penalties for fraud, false statements, false claims, or otherwise.
Please double click on the signature blocks to sign the document.
2S SEP Program Administrator Signature:
X
SEP Program Administrator
26 SEP Program Administrator's phone number and email:
Kelly Morrison, 970-400-6786 - kmorrison@weldgovcom (Note: Na authorized to legally bind the Non -Federal entity)
27 Please enter the date the Administrator has approved this form:
28 SEP Financial Director:
Leonard Bottorff
29 SEP Financial Director's phone number and email:
970-400-6537- bottorll@weldgov.com (Note: Not authorized to legally bind the Non Federal entity)
30 SEP Financial Director Signature:
X
SEP Financial Director
31 Please enter the date the Financial Director has approved this form:
32 Other Autlmrized Signature:
Hello