Financial Literacy for Tribal Secretaries
and Administrative Assistants

This comprehensive class will teach you the basics of financial literacy that all administrative assistants should know. You'll discover the tribal budgeting process, from conception through implementation. You'll learn the basic types of budgets, how to monitor them and what to do if you realize that changes need to be made. The purchasing/payable cycle will be covered in depth, with information on requisitions, purchase orders, receiving documents and what is necessary to properly pay your invoices. End of year accruals and obligating funds will also be covered.

We'll discuss the grant budget process from the initial NOFA through close out with information on direct vs. indirect costs, how to figure indirect costs into your grant budget and why indirect costs are so important to the success of your grants. You'll learn about the different types of match that are sometimes required with federal awards and how to calculate them. We'll cover what types of costs are allowable in federal awards and where to go if you have questions about specific costs.

Don't go another year just pretending to fully understand the financial aspects of your job -- register for this class and maximize your financial competence!

T O P I C S   I N C L U D E

Basic Accounting and Budgets

  • Importance of planning budgets
  • Static vs. flexible budgets
  • Policy overview:
    • Major components and features of a policy
  • Resource checklist
  • Sample budget forms
  • Creating budgets in Microsoft Excel
Interpreting Budgets and Reports
  • Budget status
  • Financial statements:
    • Income statements
    • Balance sheets
    • Cash flow statements
    • Others
  • Types of accounts:
    • Asset
    • Liability
    • Equity
    • Revenue
    • Expense
  • Grants
  • Contracts
Preparing Budget Reports
  • Comparing actual income and expenses to the budget
  • 12-month budgets vs. anticipated timing of revenue and expenses budgets
  • Favorable and unfavorable variances
Budgeting Expenses
  • Eight typical approaches
  • Travel, overhead and selling expense budgets
  • Salary and fringe
  • Travel expenses
  • Equipment:
    • Capital equipment
    • Expendable equipment
  • Why certain costs need detailed explanations
Modifying Your Budget
  • When you need prior approval
  • No-cost changes
  • Staying out of trouble
Sample Budgets
  • Review a sample budget
  • Sample budget forms
  • Exercise - develop a program budget
Grant Budgets
  • Develop the budget for grant applications
  • Figuring match requirements
  • Allowable costs
Direct and Indirect Costs
  • What's included in the indirect cost pool
  • Difference between a direct and an indirect cost

Purchasing Procedures

  • Federal requirements (OMB A-102)
  • Policies for purchasing and contracting
  • Sample guide to procurement
  • Responsibility for purchasing and contracting
  • Purchasing standards of conduct:
    • Ethics
    • Federal requirements
    • Responsibilities and procedures
  • Cost and price analysis:
    • Approaches and techniques
    • Reasonableness and allocability
    • Price comparisons
    • Cost verification
  • Purchasing methods:
    • Work statements
    • Small purchases
    • Sealed bids

Topics subject to change.

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