Form 1 Financial Management Survey
Financial Management Survey Form
Financial Management Survey proposed revisions 01-22-08
Financial Management Survey Form
OMB: 3045-0102
Corporation for National and Community Service
FINANCIAL MANAGEMENT SURVEY
Appendix to CFO-029
OMB No: 3045-0102, Expires 01/31/2008
The
information collected by this survey will be used by the Corporation
for National and Community Service primarily as a tool to assess the
capacity of your organization to manage federal funds and will become
the basis for determining the areas of your organization’s
financial systems that may warrant technical assistance.
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INSTRUCTIONS: For this survey to be complete, please: 1) respond to all questions, 2) attach a copy of documents requested, and 3) provide comments/explanations, where applicable.
While section “A. General Information” can be completed by the executive officer of your organization, we recommend that sections “B. Funds Management” and “C. Internal Controls” be completed by your fiscal or accounting officer.
A. GENERAL INFORMATION
Is your organization incorporated as a nonprofit?
YES In what state? ___________________________________________________
NO Type of organization? ____________________________________________
Please attach a copy of the most recently filed IRS Form 990.
2. Has your organization received a federal grant or cost-type contract award in the last 2 years?
YES NO NOT SURE
If “Yes,” please identify your federal cognizant/oversight agency:
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Federal Agency:
Name of Contact:
Telephone:
If “Yes,” please attach a schedule showing the total federal dollars awarded to your organization by granting agency for each of the two most recently completed fiscal years.
Please answer No. 3 if your organization has ever received funding from the Corporation for National and Community Service.
3. Has your organization received Corporation funding:
Directly from the Corporation? YES NO
If “Yes,” specify grant number[s]: _________________________________________________
Indirectly through a state commission, nonprofit organization, or university? YES NO
If “Yes,” specify grant number[s]: _________________________________________________
4. Has your organization been audited by an independent Certified Public Accountant firm within the past two years?
YES NO NOT SURE
If “Yes,” please attach a copy of the most recent audit.
Comments: ____________________________________________________________________
5. Has your organization completed an OMB A-133 audit within the past two years?
YES NO Exempt (Do not expend $500,000 annually) NOT SURE
If “Yes,” please attach a copy of most recent A-133 audit.
If “No,” is one currently underway or scheduled? YES NO
Provide scheduled completion date: ________________
Does your organization have established, written policies relating to the following areas?
Accounting Practices YES NO NOT SURE
Management Controls YES NO NOT SURE
Personnel Policies YES NO NOT SURE
Salary Scales YES NO NOT SURE
Employee Benefits YES NO NOT SURE
Travel & Reimbursement YES NO NOT SURE
Procurement YES NO NOT SURE
Records Retention YES NO NOT SURE
Property Management YES NO NOT SURE
Drug Free/ Smoke Free YES NO NOT SURE
Ethics YES NO NOT SURE
Other ______________________________________________
B. FUNDS MANAGEMENT
Has any Government Agency rendered an official written opinion concerning the adequacy of the accounting system for the collection, identification, and allocation of costs under Federal grants within the past three years?
YES NO NOT SURE
If “Yes,” please attach a copy of the most recent review.
What accounting system is used by your organization? _____________________________________
Which of the following best describes the accounting system:
Electronic/ Automated
Manual
Combination
Check which of the following books of account are maintained by your organization:
General Ledger
Cash Receipts Journal
Cash Disbursements Journal
Payroll Journal
Income (Sales) Journal
Purchase Journal
General Journal
Other ________________________________________________________
How frequently do you post to the general ledger?
Daily Weekly Monthly Other NOT SURE
Does your accounting system track the receipt and disbursement of funds by each grant or funding source?
YES NO NOT SURE
Does your accounting system enable you to track and document disbursement of funds from original invoice through final payment, for a clear audit trail?
YES NO NOT SURE
Is your accounting system able to track costs by funding sources?
YES NO NOT SURE
Are common or indirect costs accumulated into cost pools for allocation to projects, contracts, and grants?
YES NO NOT SURE
Does your organization have an approved negotiated indirect cost rate?
YES NO NOT SURE
If “Yes,” please attach a copy of the approved rate.
Does your accounting system provide for the recording of budgeted versus actual grant/contract costs, and provide for current and complete disclosure?
YES NO NOT SURE
Are personnel activity reports, i.e., timesheets, maintained by funding source and project for each employee to account for total actual hours [100%] devoted to your organization?
YES NO NOT SURE
Please answer No. 13 if your organization currently receives federal funds.
Who in your organization is responsible for understanding the federal cost principles governing federal grants and contracts and ensuring expenditures claimed under grants and contracts meet the requirements of those principles?
Please specify Name/Title: ______________________________________________________
C. INTERNAL CONTROLS
Are the duties of the accountant/bookkeeper/record keeper separate from cash functions (receipt or payment of cash)?
YES NO NOT SURE
Are checks signed by individual[s] whose duties exclude recording cash received, approving vouchers for payment, and the preparation of payroll?
YES NO NOT SURE
Are procurement methods documented and communicated?
YES NO NOT SURE
Are accounting entries supported by appropriate documentation?
YES NO NOT SURE
Are cash or in-kind matching funds supported by appropriate documentation?
YES NO NOT SURE
Are employee activity reports, i.e., timesheets, or semi-annual certifications, appropriately signed by the employee or by a responsible supervisory official having first hand knowledge of the activities performed by the employee?
YES NO NOT SURE
Are employees who handle funds bonded against loss by reasons of fraud or dishonesty?
YES NO NOT SURE
Preparer’s Comments and Explanations:
Attachments - The total number of attachments is ______ including, Audit(s) Review by Federal Agency Approved Indirect Cost Rate Agreement Schedule of Federal Funds IRS Form 990, if Non-Profit Other _____________________________________ _____________________________________ _____________________________________ _____________________________________ _____________________________________
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Signature of primary Preparer: |
Preparer Certification: By my signature I certify that the above information is complete and correct to the best of my knowledge. __________________________________________________________
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Name(s) of Preparer(s): |
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Date: |
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title(s) of Preparer(s): |
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FOR INTERNAL USE ONLY at the Corporation for National and Community Service
Reviewed by: ___________________________________________ Date: __________________
Comments:
Technical assistance needed by the grantee: YES NO
Comments:
NEXT STEPS:
| File Type | application/msword |
| File Title | Pre-award Review of Grant Applicant's Financial Management Capanbilities |
| Author | Corporation for Nat'l Service |
| Last Modified By | OIT |
| File Modified | 2008-01-22 |
| File Created | 2008-01-22 |
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