(A) A "WIOA Fiscal Agent" is an entity
designated by the chief elected official in accordance with section
107(d)(12)(B)(i)(II) of WIOA to assist in the administration of WIOA grant
funds under the direction of the local workforce development board. The WIOA
fiscal agent
shall
must receive and manage all formula WIOA funds for the
area and other federal, state, or local funds allocated to the local workforce
area.
(B) The WIOA fiscal agent is
responsible for the receipt, disbursement, accounting and reporting of all
funds related to WIOA program operations including collection and disposition
of program income generated by WIOA program activities pursuant to federal
regulations.
(1) Subaward notification and
advances
WIOA fiscal agents are responsible for notifying local WIOA
sub-areas of subgrant awards, the catalogue of federal domestic assistance
(CFDA) number of the subgrant, and the respective
grant period of performance of the
funding
availability. WIOA fiscal agents
are also responsible for ensuring processes are in place to minimize the time
elapsing between receipt of WIOA funds and disbursement in order to maintain
cash balance.
(a) WIOA fiscal agents
shall
must
maintain adequate systems of internal control over cash to ensure compliance
with rules and regulations set forth in rule
5101:9-7-04
of the Administrative Code.
(b)
WIOA fiscal agents
shall
must ensure processes are in place to approve draw
requests from and issue funding to local sub-areas.
(c) WIOA fiscal agents
shall
must
ensure processes are in place to amend budgets if necessary and
shall
must
communicate amendments to local sub-areas.
(2) Reporting
WIOA fiscal agents are responsible for establishing the
reporting practices to be utilized by WIOA sub-areas. The fiscal agent combines
all local area financial data, which includes the compilation of all sub-area
financial data, and performs area-wide
state reporting via county finance information system (CFIS) web as described
in rule
5101:9-7-29
of the Administrative Code.
(a) The
local WIOA area
shall
must ensure its sub-areas utilize a unified financial
reporting system for recording financial activity, generating and reporting
financial statements, cash draws, and participant information.
(b) Fiscal agents are required to allocate
costs as described in rule
5101:9-7-20
of the Administrative Code. However, all WIOA stand alone areas
shall
must
allocate their costs as described in rule
5101:9-31-17
of the Administrative Code.
(3) Reconciliation
Reconciliation involves the comparison and process of
correction of local area financial data which includes the compilation of all
sub-area financial data related to budgets, draws, net zero vouchers,
expenditures and ceiling excess and effort reporting.
(a) The WIOA local area
shall
must
establish a written reconciliation process which includes reconciling
expenditures, receipts, accruals and obligations between sub-areas and the
fiscal agent.
(i) The WIOA local areas are
required to complete the reconciliation process each quarter.
(ii) The WIOA local area
shall
must
review and update, if necessary, their reconciliation process on an annual
basis.
(b) The WIOA
fiscal agent
shall
must ensure that the combined disbursements, receipts,
accruals, obligations and cash balance of sub-areas match those reported on the
local area's quarterly certification submitted to the Ohio department of job
and family services (ODJFS).
(c)
The WIOA fiscal agent
shall
must review CFIS
web reports and make adjustments and/or corrections prior to the final approval
of the financial data for the last month of the quarter. The WIOA fiscal agent
has access to system reporting throughout the quarter and can make ongoing
adjustments/corrections as necessary.
(4) Monitoring
The WIOA fiscal agent is responsible for overseeing and
monitoring the WIOA fiscal activities of their sub-areas, subrecipients and
contractors to ensure compliance with all applicable
state and federal requirements.
(a) The WIOA fiscal agent
shall
must
ensure expenditures are allocated against the appropriate cost categories and
within cost limitations as specified in the WIOA plan, state and federal
statutes and regulations.
(b) The
WIOA fiscal agent
shall
must communicate, in writing, to the local area and
sub-areas all fiscal related
monitoring reviews. If the
monitoring review contains audit findings
, the
written communication must
including
include
any appropriate corrective action steps
necessary for compliance.
The WIOA fiscal agent must
continue to monitor the continuous improvement plans to ensure the
implementation of those corrective action steps.
(c) The WIOA fiscal agent
shall
must
provide technical assistance to local sub areas regarding financial issues
to maximize the effectiveness of the local
sub-area.
(C) The local area
shall
must maintain
documentation in accordance with the records retention requirements in rule
5101:9-9-21
of the Administrative Code. This documentation may be subject to inspection,
monitoring, and audit by the ODJFS office of fiscal and monitoring services
(OFMS) and the Ohio auditor of state (AOS).
Notes
Ohio Admin. Code 5101:9-7-05
Effective:
11/13/2020
Promulgated Under:
111.15
Statutory
Authority: 5101.02,
6301.03
Rule
Amplifies: 5101.02,
6301.03
Prior
Effective Dates: 10/28/2012, 09/25/2015
