Do you know how to prepare for a monitoring visit?
Do you know how to prepare for a monitoring visit?
“Monitoring” is quite a stressful word. And it is necessary to think about it and be prepared because it is part of the process that follows the receipt of funds. The federal awarding agency or pass through entity has the responsibility to conduct monitoring procedures to ensure that funds are being used for authorized purposes and that the grant recipient is in compliance with the appropriate program guidelines, federal and local regulations, and the terms and conditions of the notice of award document.
There are several types of monitoring procedures, the most common are desk reviews and site visits and are usually completed in that order. Routine monitoring should be expected during the full grant lifecycle (Pre-award, award, and post-award).
Desk Reviews are remote reviews of financial records and programmatic information regularly requested by email. This type of monitoring procedure is typically completed before an onsite monitoring visit. Financial and programmatic data is reviewed in the federal awarding agency’s office.
After a desk review is completed, the federal awarding agency may perform onsite monitoring reviews completed at the location of the grant recipient with key personnel. This review begins with an entrance interview where are pre-visit data, copies of contracts, payments, and other documentation are discussed. Technical assistance, guidance, and solutions to issues of noncompliance should be provided by the federal awarding agency. If needed, additional supporting documentation may be requested to complete the review.
The federal awarding agency will examine the grant recipient’s compliance with the 2 CFR 200 (Uniform Guidance) and program guidelines. Administrative policies and procedures are also reviewed by the federal awarding agency including, but not limited to, internal controls, accounting systems, allowability, procurement system, inventory process, audit resolution process and record retention policies.
Once the review is completed, the staff that participated in the desk review or site visit should carry out an exit interview to discuss any open issues and ensure all areas of the review where covered. During this post-monitoring meeting the federal awarding agency should decide the course of action to address any issues, decide on additional monitoring (if needed), develop corrective action plans, and consider taking any enforcement actions.
On Point Strategy LLC has worked with many monitoring visits by federal awarding agencies, pass through entities, and the Office of Inspector General. Some of the most common supporting documentation requested by staff completing a monitoring procedure include organizational charts, copies of written policies and procedures, procurement manuals, financial reports, proof of payments, invoices, current negotiated indirect cost rate agreement, budget, most recent single audit report, terms and conditions of the award, and any results or status of audits or previous monitoring reviews including any corrective action plans. All staff who work with the federal program being monitored should be available for the entrance and exit conferences or interviews.
Our team assists with the organizing the supporting documentation required and any requests by the federal awarding agency. We also assist with the development of corrective action plans if any findings are reported. It is critical that your organization is always prepared to receive a desk review or site visit and should have all supporting documentation ready to be reviewed.
For more information about how we can help you prepare for a monitoring visit please call 787-766-6100 or send an email to info@opspr.com.
