Office of Highway Safety Office of Highway Safety PlanningPlanning

Grantee Grantee Orientation Orientation

MeetingMeetingNovember 1, 2005November 1, 2005

FY 2006 Program YearFY 2006 Program Year

OHSP OHSP DirectionDirectionMaintain high levels of safety belt and child Maintain high levels of safety belt and child

safety seat compliancesafety seat compliance

Reduce alcohol/drug traffic deathsReduce alcohol/drug traffic deaths

Improve traffic record data, accuracy, and Improve traffic record data, accuracy, and timelinesstimeliness

Reduce intersection-related fatalities and Reduce intersection-related fatalities and serious crashesserious crashes

Support Statewide Strategic Highway Safety Support Statewide Strategic Highway Safety PlanPlan

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Program Program OverviewsOverviews

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Pilot programs: Fatal Alcohol Crash Team, Pilot programs: Fatal Alcohol Crash Team, Drug Recognition Expert, DWI paperwork Drug Recognition Expert, DWI paperwork reduction softwarereduction software

Improve prosecution and treatment of drunk Improve prosecution and treatment of drunk drivers, including training and support of drivers, including training and support of expanding DUI court programsexpanding DUI court programs

Implement 2005 Impaired Driving Program Implement 2005 Impaired Driving Program Assessment recommendationsAssessment recommendations

AlcoholAlcohol

Strict enforcement of underage drinking lawsStrict enforcement of underage drinking laws

Training in recognition of fraudulent IDTraining in recognition of fraudulent ID

Promoting alcohol-free youthPromoting alcohol-free youth Courageous PersuadersCourageous Persuaders Protecting You/Protecting MeProtecting You/Protecting Me MCRUDMCRUD

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Youth AlcoholYouth Alcohol

Technician training to reduce misuse of child Technician training to reduce misuse of child restraintsrestraints

Michigan Dental Association promotionMichigan Dental Association promotion

Head Start ‘Buckle Bear’ pilot programHead Start ‘Buckle Bear’ pilot program

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Child Passenger Child Passenger SafetySafety

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Develop City of Detroit Pedestrian Safety Task Force

Bike helmets for children in low-income populations

Pedestrians, Pedestrians, BikesBikes

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Implement 2005 Motorcycle Rider and Education Program Assessment recommendations

Work with Department of State to increase training and education of new riders

Conduct a motorcycle helmet use observation survey

MotorcyclesMotorcycles

Safety Belt Enforcement ZonesSafety Belt Enforcement Zones

Michigan State University 4-H Safety Belt Michigan State University 4-H Safety Belt ProgramProgram

Outreach EffortsOutreach Efforts

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Safety BeltsSafety Belts

Continued support of national safety belt Continued support of national safety belt and drunk driving mobilizations and: and drunk driving mobilizations and:

- summer-long enforcement- summer-long enforcement- Operation SABRE on U.S.-2- Operation SABRE on U.S.-2- Pilot intersection enforcement- Pilot intersection enforcement

First-ever statewide Traffic Enforcement First-ever statewide Traffic Enforcement Training Conference last monthTraining Conference last month

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Police Traffic Police Traffic ServicesServices

Community-based grants for local traffic Community-based grants for local traffic safety initiativessafety initiatives

Refinements to the Safe Communities Refinements to the Safe Communities program to target individual communities’ program to target individual communities’ needsneeds

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Community Community ProgramsPrograms

Low-cost intersection safety training for Low-cost intersection safety training for non-engineers non-engineers

Roadway design safety analysis for three Roadway design safety analysis for three additional Metropolitan Planning additional Metropolitan Planning OrganizationsOrganizations

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Roadway Roadway SafetySafety

Drive Safely Work Week campaign Drive Safely Work Week campaign Workplace traffic safety conference for an Workplace traffic safety conference for an

estimated 100 corporate partnersestimated 100 corporate partners Pursuing programs with Department of Pursuing programs with Department of

Military and Veterans Affairs and Office of Military and Veterans Affairs and Office of the State Employerthe State Employer

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Corporate Corporate ProgramsPrograms

Improvements in crash records and data Improvements in crash records and data collectioncollection

Web-based learning management systemWeb-based learning management system

Develop LEAMS crash moduleDevelop LEAMS crash module

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Traffic Traffic RecordsRecords

Upper PeninsulaUpper Peninsula

• Sponsor traffic safety training for Sponsor traffic safety training for the U.P. Northern Michigan Training the U.P. Northern Michigan Training ConsortiumConsortium

• Sponsor U.P. traffic safety partners Sponsor U.P. traffic safety partners to attend the Michigan Traffic Safety to attend the Michigan Traffic Safety SummitSummit

Research, ReportsResearch, Reports

• Statewide safety belt observation Statewide safety belt observation surveyssurveys

• Updated ‘Crime vs. Crash’ studyUpdated ‘Crime vs. Crash’ study– Breakdown of societal costs of crime Breakdown of societal costs of crime

and traffic crashes for counties and and traffic crashes for counties and local communitieslocal communities

Paid advertising and news media push for traffic Paid advertising and news media push for traffic enforcement mobilizationsenforcement mobilizations

New advertising ‘creative’ for safety belt New advertising ‘creative’ for safety belt mobilizationsmobilizations

Build on sports marketing opportunitiesBuild on sports marketing opportunities- NASCAR races at Michigan International SpeedwayNASCAR races at Michigan International Speedway- Detroit Tiger games at Comerica ParkDetroit Tiger games at Comerica Park- Super Bowl XLSuper Bowl XL

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CommunicatioCommunicationsns

February 28-March 1, February 28-March 1, 2006 2006

Lansing Sheraton HotelLansing Sheraton Hotel

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2006 Traffic Safety 2006 Traffic Safety SummitSummit

Progress and financial reports are required at a Progress and financial reports are required at a minimum quarterlyminimum quarterly Final report shall include project’s purpose, significant Final report shall include project’s purpose, significant

accomplishments and summary of impact on stated accomplishments and summary of impact on stated problemproblem

Contact program coordinator for prior approval Contact program coordinator for prior approval of deviations to approved grantof deviations to approved grant

Out-of-state travel requires prior written Out-of-state travel requires prior written approval at least 30 days in advanceapproval at least 30 days in advance

Grant-funded data, materials, plates, negatives, Grant-funded data, materials, plates, negatives, video, designs, audio, etc. must be provided to video, designs, audio, etc. must be provided to OHSPOHSP

Printing requirements require program Printing requirements require program coordinator and/or Division Director approvalcoordinator and/or Division Director approval

Program Program RequirementsRequirements

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Pay special attention to the Pay special attention to the Lobbying Restrictions for Lobbying Restrictions for federal grantees federal grantees

see Grant Management Requirements see Grant Management Requirements handout pages 1-2handout pages 1-2

Program Program RequirementsRequirements

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LobbyingLobbying

• Urging an elected official to take a Urging an elected official to take a particular position or action on a particular position or action on a legislative matter and expending funds legislative matter and expending funds for that purposefor that purpose– Direct lobbying – contacts and activities Direct lobbying – contacts and activities

targeted directly at government decision targeted directly at government decision makersmakers

– Grassroots lobbying – contacts and activities Grassroots lobbying – contacts and activities that have the intent or effect of encouraging that have the intent or effect of encouraging third parties, members of special interest third parties, members of special interest groups or the general public to contact their groups or the general public to contact their legislators or government officialslegislators or government officials

Federal Lobbying Federal Lobbying RestrictionsRestrictions

• Applies to OHSP supported Applies to OHSP supported persons/programs including grants, persons/programs including grants, contracts and cooperative contracts and cooperative agreementsagreements

• Prohibits the use of appropriated Prohibits the use of appropriated funds directly or indirectly in acting funds directly or indirectly in acting on legislation before and after its on legislation before and after its introductionintroduction

AdvocacyAdvocacy

• Definition: speaking or writing in Definition: speaking or writing in support of somethingsupport of something

• Permitted PRIOR to a bill being Permitted PRIOR to a bill being introducedintroduced

Advocacy Advocacy

• Become an expert in the subject area Become an expert in the subject area • Invite legislator to press or other eventInvite legislator to press or other event• Develop general materials about the Develop general materials about the

topictopic• Send legislators updates on progress Send legislators updates on progress

of project in districtof project in district• Arrange for legislator to participate in Arrange for legislator to participate in

seat belt check, safety belt zone, car seat belt check, safety belt zone, car seat clinicseat clinic

Bottom LineBottom Line

• Check with your program Check with your program coordinator prior to any action to coordinator prior to any action to assure federal program complianceassure federal program compliance

Financial Financial OverviewOverview

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General GuidelinesGeneral Guidelines Audit Requirements / DatesAudit Requirements / Dates Administration CostsAdministration Costs Indirect CostsIndirect Costs Proper Reporting ProceduresProper Reporting Procedures EquipmentEquipment Federal Grant RequirementsFederal Grant Requirements Back-up DocumentationBack-up Documentation Examples of Good Financial Examples of Good Financial

DocumentationDocumentation Year-End RequirementsYear-End Requirements QuestionsQuestions

Financial Grant Financial Grant ManagementManagement

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Reporting Entities are required to fill out and Reporting Entities are required to fill out and submit a new budget each year.submit a new budget each year.

The budget must accurately reflect all costs, The budget must accurately reflect all costs, based on the grantees best estimate. based on the grantees best estimate.

While estimates are allowed for budgeting While estimates are allowed for budgeting purposes, only actual costs can be claimed for purposes, only actual costs can be claimed for reimbursement.reimbursement.

Fringe Rates for overtime should only include Fringe Rates for overtime should only include costs that increase if overtime is worked, costs that increase if overtime is worked, usually FICA, Workers Compensation, and usually FICA, Workers Compensation, and Retirement. Retirement.

General General GuidelinesGuidelines

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If the reporting entity receives $500,000 or more in If the reporting entity receives $500,000 or more in federal financial assistance, the grantee must include federal financial assistance, the grantee must include accurate audit dates in their applicationaccurate audit dates in their application

Reporting entity’s that do not receive $500,000 or more Reporting entity’s that do not receive $500,000 or more in federal financial assistance are not required to fill in federal financial assistance are not required to fill out the audit dates. However they are required to out the audit dates. However they are required to check the box indicating this fact.check the box indicating this fact.

Do not just guess about this. This information is used Do not just guess about this. This information is used for follow-up at year-end for federal reporting purposesfor follow-up at year-end for federal reporting purposes

CFDA #s are provided with your grant award, and CFDA #s are provided with your grant award, and should be provided to your auditors if receiving over should be provided to your auditors if receiving over $500,000$500,000

(See hand-out for more details)(See hand-out for more details)

Audit Audit RequirementsRequirements

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The audit requirement dates should cover the The audit requirement dates should cover the reporting entity’s entire fiscal period. If the reporting entity’s entire fiscal period. If the grant falls within 2 audit periods for the grant falls within 2 audit periods for the reporting entityreporting entity, both should be listed. The , both should be listed. The grant must be submitted to OHSP within 9 grant must be submitted to OHSP within 9 months following the end of the audit period.months following the end of the audit period.

Audit Period Example- Calendar Year Grantee Audit Period Example- Calendar Year Grantee Beginning: 1/1/2005Beginning: 1/1/2005 Ending: 12/31/2005Ending: 12/31/2005 Submission: 6/15/2006Submission: 6/15/2006

Beginning: 1/1/2006Beginning: 1/1/2006 Ending: 12/31/2006Ending: 12/31/2006 Submission: 6/15/2007Submission: 6/15/2007

Audit Requirement Audit Requirement DatesDates

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For overtime enforcement, administrative costs, For overtime enforcement, administrative costs, including both salaries and fringes, must be no including both salaries and fringes, must be no more than 5% of the total grant budget.more than 5% of the total grant budget.

ExampleExample Overtime Administrative CostsOvertime Administrative Costs = $ 372.00= $ 372.00 Overtime Administrative Fringe BenefitsOvertime Administrative Fringe Benefits = $ = $ 91.0091.00 Total Administrative CostsTotal Administrative Costs = $ 463.00= $ 463.00 Total Grant BudgetTotal Grant Budget = $ 14,994.00= $ 14,994.00 Administrative PercentAdministrative Percent ($463.00/$14,994.00) ($463.00/$14,994.00) = 3.09%= 3.09% 3.09% Administrative Costs are acceptable, since it is under the 5% 3.09% Administrative Costs are acceptable, since it is under the 5%

limit.limit.

(See hand-out for more details on Administrative (See hand-out for more details on Administrative Costs)Costs)

Administrative Administrative CostsCosts

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The indirect cost rate must be approved by the The indirect cost rate must be approved by the grantee's grantee's federal cognizant agencyfederal cognizant agency, with , with written documentation to be maintained by the written documentation to be maintained by the granteegrantee

If a grantee doesn’t have a federal cognizant If a grantee doesn’t have a federal cognizant agency, OHSP will serve in this capacityagency, OHSP will serve in this capacity

The approved indirect cost rate may be subject The approved indirect cost rate may be subject to a negotiated reduction that is mutually to a negotiated reduction that is mutually acceptable to the grantee and OHSPacceptable to the grantee and OHSP

Higher indirect costs result in less funding Higher indirect costs result in less funding dedicated to program activitiesdedicated to program activities

(See hand-outs for more details)(See hand-outs for more details)

Indirect CostsIndirect Costs

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Financial back-up documentation must match Financial back-up documentation must match the reimbursement request entered into e-the reimbursement request entered into e-grantsgrants

If there is a local match, the total back-up If there is a local match, the total back-up must agree with the total reported, separated must agree with the total reported, separated by OHSP’s share and the grantees matchby OHSP’s share and the grantees match

Costs must be incurred within the fiscal year Costs must be incurred within the fiscal year in which reimbursement is requested. Costs in which reimbursement is requested. Costs incurred before the grant period is approved incurred before the grant period is approved or after it ends will not be reimbursed.or after it ends will not be reimbursed.

Proper Reporting Proper Reporting ProceduresProcedures

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Grantees who purchase any single piece of Grantees who purchase any single piece of equipment with a total cost of $5,000 or more equipment with a total cost of $5,000 or more are required to fill out an Equipment Records are required to fill out an Equipment Records Form. This form has been sent with your grant Form. This form has been sent with your grant approval letter.approval letter.

This applies whether OHSP provides all or only This applies whether OHSP provides all or only part of the funding. For example, if our office part of the funding. For example, if our office provides $4,000 and your agency matches provides $4,000 and your agency matches $3,000 for a single piece of equipment costing $3,000 for a single piece of equipment costing $7,000, the Equipment Records Form is still $7,000, the Equipment Records Form is still required.required.

You will receive a letter at year-end asking you to You will receive a letter at year-end asking you to verify that you are still using the equipment for verify that you are still using the equipment for highway safety purposeshighway safety purposes 35

EquipmentEquipment

Grantees are required to report actual costs, Grantees are required to report actual costs, not budgetednot budgeted

If a cost is missed for reporting purposes in a If a cost is missed for reporting purposes in a prior quarter within the same fiscal year, it prior quarter within the same fiscal year, it may be added to the current quarter for may be added to the current quarter for reimbursement, with an explanation providedreimbursement, with an explanation provided

Costs cannot be claimed for prior expenses Costs cannot be claimed for prior expenses not within the current fiscal year, or for costs not within the current fiscal year, or for costs incurred after the grant period endsincurred after the grant period ends

Financial or Program reporting errors may Financial or Program reporting errors may delay reimbursement to the granteedelay reimbursement to the grantee

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Federal Grant Federal Grant RequirementsRequirements

Back-up documentation is required to be submitted Back-up documentation is required to be submitted for all costs claimed for reimbursement. OHSP’s for all costs claimed for reimbursement. OHSP’s requirements for back-up have been revised due to requirements for back-up have been revised due to a review this year by NHTSA. a review this year by NHTSA.

Documentation must now include one of the Documentation must now include one of the following: following: A detailed general ledger, trial balance, or A detailed general ledger, trial balance, or

budget/expenditure report from the grantee’s official budget/expenditure report from the grantee’s official accounting system.accounting system.

Actual receipts &/or lists of officers, times, and amount Actual receipts &/or lists of officers, times, and amount paid, supporting the amount requested, with a general paid, supporting the amount requested, with a general ledger confirming the amounts submitted at year end.ledger confirming the amounts submitted at year end.

(See hand-out for more details)(See hand-out for more details)37

Back Up Back Up Documentation...Documentation...

Time and attendance records or daily records Time and attendance records or daily records are required to be kept by the grantee for all are required to be kept by the grantee for all personnel costs. These do not have to be personnel costs. These do not have to be submitted with the financial statement but must submitted with the financial statement but must be available for review during monitoring.be available for review during monitoring.

In order to properly document expenses you In order to properly document expenses you have incurred throughout the grant year, have incurred throughout the grant year, grantees grantees must set up a separate account or must set up a separate account or cost centercost center in their accounting records to track in their accounting records to track expenditures of federal highway safety funds.expenditures of federal highway safety funds.

(See hand-out for more details)(See hand-out for more details)

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...Back Up ...Back Up DocumentationDocumentation

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Examples of Good Financial Examples of Good Financial DocumentationDocumentation

Example A: Equipment GrantExample A: Equipment Grant Example B: Mini GrantExample B: Mini Grant Example C: Enforcement GrantExample C: Enforcement Grant Example D: Non-Enforcement Example D: Non-Enforcement

GrantGrant

(See hand-out for more details)(See hand-out for more details)

September: OHSP sends a year-end letter to all September: OHSP sends a year-end letter to all grantees with information on year-end issues and a grantees with information on year-end issues and a form to fax to us with year-end estimates.form to fax to us with year-end estimates.

October 11: October 11: IFIF the final financial report has not been the final financial report has not been submitted by this date, grantee must submit year-end submitted by this date, grantee must submit year-end estimates. The estimate allows OHSP to set up estimates. The estimate allows OHSP to set up payables in order to close out the state’s financial year.payables in order to close out the state’s financial year.

November 15: Submission of all financial requests and November 15: Submission of all financial requests and documentation for the grant year are due and the documentation for the grant year are due and the Final Report box must be checked in e-grantsFinal Report box must be checked in e-grants

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Year End RequirementsYear End Requirements

October 11, 2006:October 11, 2006: November 15, 2006: Submission of all November 15, 2006: Submission of all

financial requests and documentation for financial requests and documentation for the grant yearthe grant year

Grantees submitting their final financial Grantees submitting their final financial reports after October 11 must fax an reports after October 11 must fax an estimate to OHSP by that date, using the estimate to OHSP by that date, using the form provided with the year-end letter. The form provided with the year-end letter. The estimate form allows us to set up payables estimate form allows us to set up payables in order to close out the state’s financial in order to close out the state’s financial year.year.

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Grant DeadlinesGrant Deadlines

QuestionsQuestions

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Contact Contact InformationInformation

Please contact your program Please contact your program coordinator for questions – coordinator for questions –

Contact sheet in your foldersContact sheet in your folders

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Enforcement Grant Enforcement Grant Project Directors Project Directors must return after must return after

lunch for some lunch for some brief informationbrief information

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