Statutory & Fiscal Compliance

Requirements & Resources

FALL 2024 - SPRING 2025

Agenda

1. CURRENT CHALLENGES
2. RECENT VIOLATIONS
3. INTERNAL CONTROLS
4. COMPLIANCE GUIDELINES & RESOURCES
5. COMMUNICATING CONCERNS
6. OTHER RESOURCES
7. CONCLUSION

RECENT VIOLATIONS

CURRENT CHALLENGES

Challenges

We acknowledge:

OEDIT’s expanded role

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New programs

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Increased workload, pressure, stress

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It’s important that you feel supported, heard, and valued.

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IMPACT OF VIOLATIONS

Impact

• Damage to reputation and relationships
• Budget overspending
• Reduced impact on our goals
• Delays in funding partners
• Fiscal and statutory violations result in significant setbacks, requiring time and resources to recover
• Audit findings

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COMPLIANCE &

INTERNAL CONTROLS

Role of Operations

• This information is what we are sharing with ALL OEDIT divisions
• We need you to be available as SMEs to anyone who needs your help and guidance. We are instructing people to come to you!
• Make sure as SMEs you are absolutely current and consistent in what we are telling people

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DISCUSSION

• What barriers or challenges are you seeing?
• What suggestions for improvement do you have?

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What are Internal Controls?

Internal control helps an entity:

• Run its operations efficiently and effectively
• Report reliable information about its operations
• Comply with applicable laws and regulations

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Achieving our Objectives

Benefits and Costs of Internal Controls

• Gives management (Eve, Governor, Legislators) confidence the Office is achieving its objectives
• Provides feedback on how effective the Office is running
• Reduce risks to the Office and the employee

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Costs:

• May require more resources (staffing, etc.)
• Staff time spent on controls rather than programming

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OV4.07 “cost alone is not an acceptable reason to avoid implementing internal controls”

Three Categories of Controls

Operations

Reporting

Compliance

Three Categories of Controls

Operations

Operations objectives relate to program’s day-to-day activities.

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Effective operations produce the intended results. Efficient operations do so in a manner that maximizes resources.

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Management can set additional objectives for its operations.

Three Categories of Controls

Reporting

Reporting objectives relate to the production of accurate and timely information. Three reporting subcategories:

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• External financial reporting
• External non-financial reporting
• Internal financial and non-financial reporting

Three Categories of Controls

Compliance

Compliance objectives relate to following all applicable laws, regulations, fiscal rules, and policies and procedures.

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Management should think comprehensively about compliance to design, implement, and operate for the Office.

Five Components of Internal Controls

Control Environment: the structure and discipline to help the Office achieve its aims and objectives;

Risk Assessment: identifying the risks facing the Office and how to respond;

Control Activities: our policies and procedures to achieve the Office’s objectives;

Information & Communication: Sharing quality information with the appropriate staff

Monitoring: reviewing and assessing the quality of the Office’s performance over time.

People Make Controls Work

• Legislature & Leadership set the objectives
• Managers & Finance Office design the controls
• All of us implement effective controls

Don’t Be the Underpants Gnomes

Learn More:

Government Accountability Office’s Green Book

WHERE TO START

Avoid Guesswork

• Always consult with operations & finance to ensure compliance from the start
• Review your statute and authority for all programs regularly. Bills can be searched for on the General Assembly website.
• Do not guess when unsure about processes or rules

Prevention Saves Time & Effort

• Doing things right the first time takes less effort than fixing mistakes later.

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• Fiscal violations lead to more work and challenges, delaying progress.

Who should I talk to?

• Consult with Operations & Finance
• Lindsay & Jesse help w/ Salesforce and Tech needs
• Reporting Needs
• Kay Yang and Patty Homersham can help build reports
• Compliance with State and Federal regulations
• Nicole Samson & Giselle Habeych
• Contracting and Purchasing
• Niki Holland to start the procurement process

COMPLIANCE GUIDELINES & RESOURCES

OEDIT Finance Office

Mission Statement

OEDIT's Finance Office is here to support each division meet its goals and objectives by providing accounting, budgeting, and procurement support in accordance with all applicable laws, rules, and governmental accounting standards; maintaining the office's internal control environment; promoting sound business practices; providing accurate and relevant financial reporting; complying with the General Assembly's appropriations.

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OEDIT Finance Office �Budget, Accounting, Procurement and Compliance team members

Procurement Specialist

Agustin Guerra

OEDIT Finance Office �Roles and Responsibilities

Getting Help

Jonathon Bray, CFO/Controller 

Email: jonathon.bray@state.co.us

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Kay Yang, Deputy Controller- Fin Reporting

Email: kay.yang@state.co.us

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Kayla Harshman, Accounting Manager

Email: TBD 

�Patty Homersham, Fin Reporting Acct

Email: patty.homersham@state.co.us

�Gina Atencio, Accountant

Email: gina.atencio@state.co.us

�LaRoux Statham, Accountant

Email: laroux.statham@state.co.us �

Nicole Samson, Sr. Compliance Manager

Email: nicole.samson@state.co.us

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Niki Holland, Director of Purchasing and Contracts

Email: niki.holland@state.co.us

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Shari Ashley, Procurement Specialist- Special Projects

Email: shari.ashley@state.co.us 

�Tamara Hott, Procurement Specialist

Email: tamara.hott@state.co.us�

PJ Johnson, Budget Director

Email: pj.johnson@state.co.us

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Jenna Culver, Sr Budget Analyst

Email: jenna.culver@state.co.us

Contact us: OEDIT Staff Directory

Compliance Layers

Federal Rules

• Grant Terms & Conditions
• Title 2 of the Code of Federal Regulations
• OSC Guide for Uniform Guidance Compliance
• Monthly OEDIT Grant Meetings
• Next Meeting - mid-May TBD
• OSC Grant 101 Manager Training - TBD

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OEDIT Contact: Nicole Samson & Giselle Habeych

State Rules

• State Statute
• State Fiscal Rules
• State Controller Policies & Guidance

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OEDIT Contact: Kay Yang, Jonathon Bray

Procurement Rules

• State Procurement Code & Rules
• State Grant Guidance
• State Controller Contract Policies
• Monthly Procurement Office Hours
• next Office Hours on May 7th

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OEDIT Contact: Niki Holland

OEDIT Dept Policies & Resources

🔗 OEDIT Intranet>Accounting>Fiscal Policy and Procedures

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• OEDIT Coding Book
• Payment Policy and Procedure
• Travel Policy
• Financial Reporting Policy and Procedures
• Advance Payment Policy and Procedures
• Purchase of IT Goods & Services Policy

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COMMUNICATION

Communicating Concerns

• Go to your supervisor immediately if you encounter anyone not following protocol
• Go to your division director if it is your supervisor doing it
• Go to Jenn or Eve or Bray if it is your division director
• Send an anonymous email to OSA fraud hotline

OTHER RESOURCES

Available Resources

Grant Manager 101 Training

• full day training with rules and templates

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Supervisors are available to

• help manage workload and prioritization
• help ensure tasks are aligned with team goals

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Team members can

• be a fresh set of eyes
• offer guidance based on their experience

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CSEAP resources

• Wellness, counseling, coaching, burnout prevention tools

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HR/Jenn

• Guidance for navigating particular situations; connect to available resources

Employer of Choice

It is essential that we foster an environment where everyone

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• has the most current information
• is curious and transparent
• feels engaged and supported

SUMMARY

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