2005 overview

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Office of Highway Safety PlanningGrantee
Orientation MeetingNovember 1, 2005
FY 2006 Program Year
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OHSP Direction

• Maintain high levels of safety belt and child
  safety seat compliance
• Reduce alcohol/drug traffic deaths
• Improve traffic record data, accuracy, and
  timeliness
• Reduce intersection-related fatalities and
  serious crashes
• Support Statewide Strategic Highway Safety Plan

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Program Overviews
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Alcohol

• Pilot programs Fatal Alcohol Crash Team, Drug
  Recognition Expert, DWI paperwork reduction
  software
• Improve prosecution and treatment of drunk
  drivers, including training and support of
  expanding DUI court programs
• Implement 2005 Impaired Driving Program
  Assessment recommendations

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Youth Alcohol

• Strict enforcement of underage drinking laws
• Training in recognition of fraudulent ID
• Promoting alcohol-free youth
• Courageous Persuaders
• Protecting You/Protecting Me
• MCRUD

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Child Passenger Safety

• Technician training to reduce misuse of child
  restraints
• Michigan Dental Association promotion
• Head Start Buckle Bear pilot program

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Pedestrians, Bikes

• Develop City of Detroit Pedestrian Safety Task
  Force
• Bike helmets for children in low-income
  populations

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Motorcycles

• 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

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Safety Belts

• Safety Belt Enforcement Zones
• Michigan State University 4-H Safety Belt Program
• Outreach Efforts

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Police Traffic Services

• Continued support of national safety belt and
  drunk driving mobilizations and
• - summer-long enforcement
• - Operation SABRE on U.S.-2
• - Pilot intersection enforcement
• First-ever statewide Traffic Enforcement Training
  Conference last month

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Community Programs

• Community-based grants for local traffic safety
  initiatives
• Refinements to the Safe Communities program to
  target individual communities needs

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Roadway Safety

• Low-cost intersection safety training for
  non-engineers
• Roadway design safety analysis for three
  additional Metropolitan Planning Organizations

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Corporate Programs

• Drive Safely Work Week campaign
• Workplace traffic safety conference for an
  estimated 100 corporate partners
• Pursuing programs with Department of Military and
  Veterans Affairs and Office of the State Employer

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Traffic Records

• Improvements in crash records and data collection
• Web-based learning management system
• Develop LEAMS crash module

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Upper Peninsula

• Sponsor traffic safety training for the U.P.
  Northern Michigan Training Consortium
• Sponsor U.P. traffic safety partners to attend
  the Michigan Traffic Safety Summit

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Research, Reports

• Statewide safety belt observation surveys
• Updated Crime vs. Crash study
• Breakdown of societal costs of crime and traffic
  crashes for counties and local communities

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Communications

• Paid advertising and news media push for traffic
  enforcement mobilizations
• New advertising creative for safety belt
  mobilizations
• Build on sports marketing opportunities
• NASCAR races at Michigan International Speedway
• Detroit Tiger games at Comerica Park
• Super Bowl XL

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2006 Traffic Safety Summit

• February 28-March 1, 2006
• Lansing Sheraton Hotel

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Program Requirements

• Progress and financial reports are required at a
  minimum quarterly
• Final report shall include projects purpose,
  significant accomplishments and summary of impact
  on stated problem
• Contact program coordinator for prior approval of
  deviations to approved grant
• Out-of-state travel requires prior written
  approval at least 30 days in advance
• Grant-funded data, materials, plates, negatives,
  video, designs, audio, etc. must be provided to
  OHSP
• Printing requirements require program coordinator
  and/or Division Director approval

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Program Requirements

• Pay special attention to the Lobbying
  Restrictions for federal grantees
• see Grant Management Requirements handout pages
  1-2

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Lobbying

• Urging an elected official to take a particular
  position or action on a legislative matter and
  expending funds for that purpose
• Direct lobbying contacts and activities
  targeted directly at government decision makers
• Grassroots lobbying contacts and activities
  that have the intent or effect of encouraging
  third parties, members of special interest groups
  or the general public to contact their
  legislators or government officials

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Federal Lobbying Restrictions

• Applies to OHSP supported persons/programs
  including grants, contracts and cooperative
  agreements
• Prohibits the use of appropriated funds directly
  or indirectly in acting on legislation before and
  after its introduction

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Advocacy

• Definition speaking or writing in support of
  something
• Permitted PRIOR to a bill being introduced

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Advocacy

• Become an expert in the subject area
• Invite legislator to press or other event
• Develop general materials about the topic
• Send legislators updates on progress of project
  in district
• Arrange for legislator to participate in seat
  belt check, safety belt zone, car seat clinic

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Bottom Line

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

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Financial Overview
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Financial Grant Management

• General Guidelines
• Audit Requirements / Dates
• Administration Costs
• Indirect Costs
• Proper Reporting Procedures
• Equipment
• Federal Grant Requirements
• Back-up Documentation
• Examples of Good Financial Documentation
• Year-End Requirements
• Questions

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General Guidelines

• Reporting Entities are required to fill out and
  submit a new budget each year.
• The budget must accurately reflect all costs,
  based on the grantees best estimate.
• While estimates are allowed for budgeting
  purposes, only actual costs can be claimed for
  reimbursement.
• Fringe Rates for overtime should only include
  costs that increase if overtime is worked,
  usually FICA, Workers Compensation, and
  Retirement.

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Audit Requirements

• If the reporting entity receives 500,000 or more
  in federal financial assistance, the grantee must
  include accurate audit dates in their application
• Reporting entitys that do not receive 500,000
  or more in federal financial assistance are not
  required to fill out the audit dates. However
  they are required to check the box indicating
  this fact.
• Do not just guess about this. This information
  is used for follow-up at year-end for federal
  reporting purposes
• CFDA s are provided with your grant award, and
  should be provided to your auditors if receiving
  over 500,000
• (See hand-out for more details)

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Audit Requirement Dates

• The audit requirement dates should cover the
  reporting entitys entire fiscal period. If the
  grant falls within 2 audit periods for the
  reporting entity, both should be listed. The
  grant must be submitted to OHSP within 9 months
  following the end of the audit period.
• Audit Period Example- Calendar Year Grantee
• Beginning 1/1/2005 Ending 12/31/2005
• Submission 6/15/2006
• Beginning 1/1/2006 Ending 12/31/2006
• Submission 6/15/2007

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Administrative Costs

• For overtime enforcement, administrative costs,
  including both salaries and fringes, must be no
  more than 5 of the total grant budget.
• Example
• Overtime Administrative Costs 372.00
• Overtime Administrative Fringe Benefits
  91.00
• Total Administrative Costs 463.00
• Total Grant Budget 14,994.00
• Administrative Percent (463.00/14,994.00)
  3.09
• 3.09 Administrative Costs are acceptable, since
  it is under the 5 limit.
• (See hand-out for more details on Administrative
  Costs)

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Indirect Costs

• The indirect cost rate must be approved by the
  grantee's federal cognizant agency, with written
  documentation to be maintained by the grantee
• If a grantee doesnt have a federal cognizant
  agency, OHSP will serve in this capacity
• The approved indirect cost rate may be subject to
  a negotiated reduction that is mutually
  acceptable to the grantee and OHSP
• Higher indirect costs result in less funding
  dedicated to program activities
• (See hand-outs for more details)

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Proper Reporting Procedures

• Financial back-up documentation must match the
  reimbursement request entered into e-grants
• If there is a local match, the total back-up must
  agree with the total reported, separated by
  OHSPs share and the grantees match
• Costs must be incurred within the fiscal year in
  which reimbursement is requested. Costs incurred
  before the grant period is approved or after it
  ends will not be reimbursed.

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Equipment

• Grantees who purchase any single piece of
  equipment with a total cost of 5,000 or more are
  required to fill out an Equipment Records Form.
  This form has been sent with your grant approval
  letter.
• This applies whether OHSP provides all or only
  part of the funding. For example, if our office
  provides 4,000 and your agency matches 3,000
  for a single piece of equipment costing 7,000,
  the Equipment Records Form is still required.
• You will receive a letter at year-end asking you
  to verify that you are still using the equipment
  for highway safety purposes

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Federal Grant Requirements

• Grantees are required to report actual costs, not
  budgeted
• If a cost is missed for reporting purposes in a
  prior quarter within the same fiscal year, it may
  be added to the current quarter for
  reimbursement, with an explanation provided
• Costs cannot be claimed for prior expenses not
  within the current fiscal year, or for costs
  incurred after the grant period ends
• Financial or Program reporting errors may delay
  reimbursement to the grantee

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Back Up Documentation...

• Back-up documentation is required to be submitted
  for all costs claimed for reimbursement. OHSPs
  requirements for back-up have been revised due to
  a review this year by NHTSA.
• Documentation must now include one of the
  following
• A detailed general ledger, trial balance, or
  budget/expenditure report from the grantees
  official accounting system.
• Actual receipts /or lists of officers, times,
  and amount paid, supporting the amount requested,
  with a general ledger confirming the amounts
  submitted at year end.
• (See hand-out for more details)

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...Back Up Documentation

• Time and attendance records or daily records are
  required to be kept by the grantee for all
  personnel costs. These do not have to be
  submitted with the financial statement but must
  be available for review during monitoring.
• In order to properly document expenses you have
  incurred throughout the grant year, grantees must
  set up a separate account or cost center in their
  accounting records to track expenditures of
  federal highway safety funds.
• (See hand-out for more details)

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Examples of Good Financial Documentation

• Example A Equipment Grant
• Example B Mini Grant
• Example C Enforcement Grant
• Example D Non-Enforcement Grant
• (See hand-out for more details)

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Year End Requirements

• September OHSP sends a year-end letter to all
  grantees with information on year-end issues and
  a form to fax to us with year-end estimates.
• October 11 IF the final financial report has not
  been submitted by this date, grantee must submit
  year-end estimates. The estimate allows OHSP to
  set up payables in order to close out the states
  financial year.
• November 15 Submission of all financial
  requests and documentation for the grant year are
  due and the Final Report box must be checked in
  e-grants

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Grant Deadlines

• October 11, 2006
• November 15, 2006 Submission of all financial
  requests and documentation for the grant year
• Grantees submitting their final financial reports
  after October 11 must fax an estimate to OHSP by
  that date, using the form provided with the
  year-end letter. The estimate form allows us to
  set up payables in order to close out the states
  financial year.

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Questions
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Contact Information

• Please contact your program coordinator for
  questions
• Contact sheet in your folders

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Enforcement Grant Project Directors must return
after lunch for some brief information
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