(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 shallmust 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 fundingavailability. 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 shallmust
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 shallmust
ensure processes are in place to approve draw requests from and issue funding
to local sub-areas.
(c)WIOA fiscal
agents shallmust
ensure processes are in place to amend budgets if necessary and shallmust 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 shallmust
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 shallmust 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 shallmust
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 shallmust
review and update, if necessary, their reconciliation process on an annual
basis.
(b)The WIOA fiscal
agent shallmust
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 shallmust
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 shallmust
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 shallmust
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 includinginclude 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 shallmust
provide technical assistance to local sub-areas regarding financial issues to maximize the effectiveness of the local sub-area.
(C)The local area shallmust 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).
Effective: 11/13/2020
Certification: CERTIFIED ELECTRONICALLY
Date: 11/03/2020
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