[Wsssc] Change to Grant Reimbursement Process

[Lauren Hibbs]

Just sent this memo out to the presidents and chancellors.


From: Choi Halladay
Sent: Monday, February 6, 2023 8:07 AM
Subject: Change to Grant Reimbursement Process

Good morning, Presidents and Chancellors:

Last month, the State Auditor's Office (SAO) concluded an accountability audit for the State Board. One item they flagged was that the State Board's processes for providing grant reimbursement to colleges for both Federal Pass-Through Grants as well as State Fund Grants were not adequate.

The basic issue at hand is that the Auditor's office wants the State Board to pro-actively monitor incoming reimbursement requests from the colleges each month, and flag inappropriate or undocumented reimbursement items  prior to paying the request. Our practice has been to do an annual review after the grant period is over, and handling issues at that time.

Because of this item from the SAO, we are changing the process by which we handle the monthly reimbursement requests to add an element of review prior to payment. Depending on any questions that arise from a review, this may result in additional information or documentation being requested from the colleges, and depending on that turnaround time, it may delay payment.

SBCTC staff will strive to turn around pay requests as soon as possible, but this new process will be more burdensome on colleges and on SBCTC going forward. We have attempted to minimize that burden but unfortunately we are not able to fully mitigate it.

This memo will be widely circulated to the Business Affairs Commission (BAC), Instruction Commission (IC), Washington Student Success Council (WSSC), as well as the appropriate Councils under each of those areas.

Please let me know if you have questions or if I may be of assistance.

[Compass]
Choi Halladay
Deputy Executive Director, Business Operations
Washington State Board for Community and Technical Colleges
challaday at sbctc.edu<mailto:challaday at sbctc.edu> * o: 360-704-4303



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