DCTA Financial Management Toolkit

Sound financial management is foundational to healthy and effective organizations. The Distressed Cities Technical Assistance (DCTA) program prioritizes addressing financial management and fiscal planning for units of general local government (UGLGs) that participate in the program.

This financial management toolkit addresses common financial management topics DCTA recipient UGLGs may encounter in the course of updating and/or creating their financial management policies. Each topic includes helpful resources including:

  • Training Videos provide an overview of the topic and highlight how to use the accompanying tool
  • Training Slides can be downloaded and referenced while watching the training videos
  • Tools are combination of resource and guidance documents as well as easily customizable templates to facilitate the UGLG work

Timekeeping and Personnel Activity Reporting

DCTA participants planning to receive, or already receiving, federal awards and seeking reimbursement of compensated personal services performed on behalf of the federal awards must adhere to §2 CFR 200.430 Compensation-personal services. Non-compliance of timekeeping requirements may result in monitoring findings and/or disallowed costs.

This training is intended to build capacity to properly maintain necessary requirements for time and effort reporting. This reporting should be done via timesheets and/or personnel activity reports (PAR).

Fringe Benefit Rates

The Office of Management and Budget (OMB) Regulation §2 CFR 200.431 allows reimbursement of costs derived from personal services and disbursed as salaries and benefits. These reimbursable costs include both programmatic and administrative activities performed for the benefit of the federal award.

This training is designed to ensure UGLGs have a clear understanding of allowable fringe benefit costs. A tool was created to help UGLGs develop an organizational fringe benefit rate, providing a more efficient methodology for reimbursement of fringe costs which can lead to increased cost recovery from federal grants.

Cost Principles and Indirect Costs

Cost allocation is an important concept for UGLGs to understand to determine the full costs of delivering services.

This training is designed to help UGLGs gain a better understanding of cost principles as codified in §2 CFR 200, total costs of delivering programmatic services, and the designated options for recovering costs from federal, state and local grants. The spotlight will be on the 10% de minimis rate option that may be elected by an organization if certain criteria is met as described in §2 CFR 200.403.

Standards of Accounting Policies and Procedures

OMB Regulation §2 CFR 200.303 requires nonfederal entities to maintain effective internal controls over federal awards.

This training is focused on properly written policies and procedures as one of the best ways to improve internal controls and reduce the likelihood of funds being misused. Strong Policies and Procedures help strengthen financial infrastructure which governs reporting, compliance, internal controls, and financial environment. The OMB uniform guidance places a heavy emphasis on written policies and procedures.

Guide to Federal Funding Resources

This training is for distressed cities in need of additional federal funding to leverage pre-existing HUD awards.

Our funding experts developed a "Quick Guide to Federal Funding Resources" and a short webinar "Guide to Federal Funding Resources” to assist distressed cities in this regard. The website SAM.gov is a resource managed by the U.S. General Services Administration (GSA). This is a fully searchable one-stop shop for all active and current federal funding and resources.

Procurement – §2CFR Part 200.317-326

This training is focused on best practices for procurement. OMB regulations starting at §2 CFR 200.317 provide five options for obtaining goods and services with federal funds.

The Quick Guide explains those rules and how they can be used. In addition, recipients of federal funds must affirmatively reach out to minority-owned businesses (MBE), women-owned businesses (WBE) and project area residents and businesses (Section 3). The Guide explains those requirements and provides useful links to related HUD Exchange materials for more detailed information.

Grants Management Dashboard

Smaller cities often lack the capacity to, or do not have systems in place to, properly track and manage federal grants. The grants management dashboard provides subrecipients with a simple tool to track and measure the timeliness of grant expenses as compared to grant budgets, expenditure milestones and grant performance periods.