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1
The Office Of Children, Youth and Families (OCYF)Contract Documentation related to Foster Family ServicesApril 2009
2
Afternoon Agenda1:00pm-5:00pm
Introductions
Purpose & General Updates LaShanna Sloane
Foster Family Services Michael Laird
Questions
Institutional Facilities/Group Homes Erica Nocho (Morning Session)
3
Purpose of Bulletin
Provide documentation to support allowable expenses for…State Act 148 and Title IV-E funded services.
The Original Residential Service Contract Documentation Bulletin released in May 2008.
Concerns expressed by Providers, Counties, and OCYF observation
Not enough clarity No automation Cumbersome Submission and Review Process
4
Foster Family Services
Still a concern….
Title IV-E maintenance and Title IV-E Administrative expenses must be separated.
Title IV-E Administrative expenses Costs for the administrative expenses for the foster care
program/child placing agency.
Title IV-E Maintenance expenses The foster care maintenance expenses to maintain the
child in the temporary home.
5
Revised Contract Documentation Bulletin Introduction
Out of Home Placement Services Who is subject to complete contract documentation
Revised the current Submission and Review Process
Appendix A Electric Submissions
Automation More than one option to report expenses
Multiple classes with the same per diem Additional clarification has been added
Indirect expenses/Cost Allocation Plan Separate Title Administrative and Maintenance expenses
Revised overall structure of Appendix A/Support Documentation Understand the relationship between the forms
Some examples have been added FTE calculations
Modified forms to focus on service Rosters focus on job functions
Added clear instructions from the Bulletin to the forms Reduce time/convenience
6
Foster Family Services
Out of State Providers Must be licensed. Budget Reports/Support Documentation.
Office of Developmental Programs (ODP) ODP budget reports-Difficult to identify State/Federal Funding
Publicly Operated Residential Service Providers Must complete forms. Reviewed by OCYF.
7
Initial Submission Process 08/09FY
Separating the contracts based on per diem 200 + OCYF Below 200 sent to the county agencies
Concerns expressed by Providers, Counties, and OCYF observation
• Different per diem rates for the same service.
• Duplication of Efforts
• Inconsistency with Implementing State Act 148 and Title IV-E guidelines.
• Outstanding submissions
8
Revised Submission Process 09/10FY
Statewide Involvement County Review Teams
Consists of members from the county agencies OCYF
To provide Technical Assistance to the county review teams
Review Structure Privately Operated Out of home service providers
County Review Teams
Out of home service providers licensed by the Office of Developmental Programs (ODP)
County Review Teams
Publicly Operated Out of home service providers Office of Children, Youth, and Families (OCYF)
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Public vs. Private Submissions
Public Providers
• Foster Family Provider Cover Sheet
• Rate Sheet• Current Foster Family Service
Sheet• Foster Family Per Diem
Calculations Sheet
Private Providers
• Foster Family Provider Cover Sheet• Rate Sheet• Current Foster Family Service Sheet• Local Service Provider Staff Roster• Local Service Provider by Job
Classification Sheet• Direct Administrative Expenditure Sheet• Indirect Administrative Staff Roster
Indirect Administrative Expense Sheet• Master List of All Agency Programs Sheet• Service Projection Chart• Administrative Cost Per Child Per Class
of Service Sheet• Cost Allocation Plan Sheet• Foster Family Per Diem Calculations
Sheet
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Documentation Submission Provider Budget Forms
Provider Budget Forms
Provider Budget Forms
Provider Budget Forms
Provider Budget Forms
Provider Budget Forms
Provider Budget Forms
Provider Budget Forms
OCYF E-mail Resource
Account
OCYF E-mail Resource
Account
OCYF Secure Web Page
OCYF Secure Web Page
County ReviewTeam
County ReviewTeam
County ReviewTeam
County ReviewTeam
State Act 148 & Title IV-E Per Diems
11
Questions
By Email Please send questions regarding the Excel workbook
or the automated process to the resource account. [email protected]
12
Foster Family Homes
Contract Documentation
2009-2010
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BUILDING The Foster Family Home Per Diem
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What is the Purpose of the Forms?
Required Contract Documentation ‘builds’ the per diem by asking for details of both maintenance and administrative expenditures.
Each form helps answer questions associated with reasonability and if the cost is allowable for State and/or Federal funding
Each expense is evaluated by activity. Does the activity relate to maintaining the child in care
or the administration of the foster care program? Who benefits from the activity/expense?
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Foster Family Homes Per Diem Elements
FOSTER FAMILY PER DIEM
Maintenance Payment Administrative Payment
Direct Administration
Indirect Administration
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Foster Family Home Maintenance
Amount paid to maintain the child in care (4)(A) The term “foster care maintenance payments”
means payments to cover the cost of (and the cost of providing) food, clothing, shelter, daily supervision, school supplies, a child's personal incidentals, liability insurance with respect to a child, and reasonable travel to the child's home for visitation. In the case of institutional care, such term shall include the reasonable costs of administration and operation of such institution as are necessarily required to provide the items described in the preceding sentence.
17
Foster Family HomeAdministrative Payment
“…costs for the administration of the Foster Care Program” Code of Federal Regulations Title 45 Section 1356.60
~ Examples ~
(i) Referral to services; (ii) Preparation for and participation in judicial determinations; (iii) Placement of the child; (iv) Development of the case plan; (v) Case reviews; (vi) Case management and supervision; (vii) Recruitment and licensing of foster homes and institutions; (viii) Rate setting; and (ix) A proportionate share of related agency overhead. (x) Costs related to data collection and reporting. (3) Allowable administrative costs do not include the costs of social services
provided to the child, the child's family or foster family which provide counseling or treatment to ameliorate or remedy personal problems, behaviors or home conditions.
18
Appendix A – Form NamesAppendix A Cover PageSummary Rate Sheet
I. Current Foster Family – Class of Service Description
II. Local Service Provider – Staff Roster
III. Local Service Provider by Job Classification
IV. Direct Administrative Expenditures
V. Indirect Administrative Staff Roster
VI. Indirect Administrative Expense
VII. Cost Allocation PlanVIII. Master List of All
Agency ProgramsIX. Service Projection ChartX. Administrative Costs Per
Child Per Class of Service
XI. Foster Family Per Diem Calculations
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Final Foster Family Home Per Diem
MaintenancePayment
AdministrativePayment
XI. Foster Family Per Diem Calculation
I. Current Foster Family Class of
Service Description
X. Administrative Costs per child by Class of Service
IX. Service Projection Chart
VII. Cost Allocation
Plan
VIII. Master List of All Agency Programs
VI. Indirect Administrative Expense
V. Indirect Administrative Staff Roster
IV. Direct Administrative Expenses
III. Local Service Provider by Job Classification
II. Local Service Provider Staff Roster
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Tell Me about the Foster Family Home Forms (Appendix A)
Two (2) forms are information gathering forms (Cover Page & Summary Rate Page)
Eleven (11) forms that are interrelated to build a per diem for each Class of Service
Each form is asking for additional detail that will support the expenses incurred by the service provider.
In addition to these forms, Service Providers will need to include a Cost Allocation Plan with specific details related to both Total and Title IV-E Allowable Cost Distribution
Complete the forms in order as the “Building of the Per Diem” will accumulate data in Shaded Boxes; Do Not Enter data into these shaded boxes, instead change the data in the previous form(s).
21
Important Note
Complete the forms in the order they are listed!!
22
Cover Page
23
Cover Page Complete all Identifying information
Identifying info for Facility, Parent Organization, CEO and Contact Person
Checklist - Ensure all forms are included Multiple Certificates of Compliance
Complete when costs for the same classes of service at multiple locations are combined to calculate one Per Diem for each Class of Service (All three components have to be the same)
Enter the identifying information for all the Certificates of Compliance
24
Summary Rate Page
25
Summary Rate Page (Continued)
For Each Class of Service, A Requested Per Diem Rate will be listed Multiple Sites
Enter word “MULTIPLE” under [Certificate of Compliance Number]
Identify the Class of Service (i.e. TR or Traditional)
Both Total and Title IV-E Requested Per Diems This sheet will be a quick reference for
Contracting Agencies to see ALL requested Per Diems (Including Group Homes/Institutions if offer by the service provider)
26
I. Current Foster Family Class of Service Descriptions
MACRO BUTTON
27
Class of Service Descriptions (Cont.) List the Rate that is Paid for the Class of
Service Use Two Alpha Characters to Identify each
Class of Service Identify the Population Served in each Class FF Per Diem Includes – List all the expenses
expected to be covered by the Maintenance Per Diem
Click “MACRO BUTTON” if additional classes need to be added.
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Class of Service Descriptions (Cont.)
Incidentals Not Included in the Per Diem:List items that the Contracting Agency wishes
for a service provider to pay for and will reimburse on an individual basis
Items listed here should be expenses agreed upon by the contracting agency and truly incidental which is defined as “occurring merely by chance or without intention or calculation”
These expenses are outside of the Maintenance Per Diem!
29
Purpose of the FormClass of Service Descriptions
Identify Each Class of Service
Show differences between each class Populations Expenses Services Incidentals
Supports that the items within this portion of the Total Per Diem can be claimed as Maintenance and reviewed for Federal and State Reimbursement
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II. Local Service ProviderStaff Roster
31
II. Local Service ProviderStaff Roster (Continued)
For the Audited Actual Year – List: Staff Name/ID, Position/Title, FT/PT- Percent of Time
allocated to this AGENCY, Weeks Worked during the year, Total Annual Salary Paid, and Percentage of Total Salary Allocated to this Site
Enter the amount of the employee’s salary that was dedicated to each Job Category (Manager/Supervisor, Program Staff, …)
Staff’s Salary Allocated to this Site should be the Total of all the Job Categories amounts added together.
Each Job Category will Total above the Job Category description
32
II. Local Service ProviderStaff Roster (Continued)
Error Message Above Error Messages Box Appears when the total of
all the amounts listed under each Job Category DO NOT equal the amount listed under Staff’s Salary Allocated to this Site Column
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II. Local Service ProviderStaff Roster (Continued)
Error Message At the End of Each Row Appears when an
employee’s Total Salary multiplied by Percentage of Total Salary Allocated to this Site DOES NOT equal the Staff’s Salary Allocation to this Site
34
Purpose of the FormII. Local Service Provider Staff Roster
Identify Employees, Salaries and Amounts allocated to each Job Category
Assist in ensuring Totals are accurate
Identify the balance of job function by the facility
Identifies what each employee is doing to determine if the associated salary is: Reasonable Allocated in an
equitable manner Allowable for Federal
and State reimbursement
35
III. Local Service Provider byJob Classification
36
III. Local Service Provider byJob Classification (Continued)
Under Each Job Category list each position/title that applies to each category (Examples are provided)
Complete for each Fiscal Year (FY). Actual Audited FY populates
based on the Local Service Provider Staff Roster data
List each Position/Title’s FTE count, Total and Title IV-E Allowable Amount under each Job Category
Complete Narrative Box for: Methodology of Staff Time
Allocation Any significant changes
related to staff count (FTE) and/or staff salaries
37
III. Local Service Provider byJob Classification (Continued)
Error Message Below Each Subtotal in
Actual Audit FY Columns Only
Appears when the Subtotal for each Position/Title DOES NOT equal the Job Category subtotal on the Staff Roster page (listed above each Job Category on the Staff Roster)
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III. Local Service Provider byJob Classification (Continued)
Error Message Under Total Appears when the sum of
the FTE counts DOES NOT agree with Staff Roster Actual Audited FY
39
Purpose of the FormIII. Local Service Provider by Job
Classification Display the staff
counts needed to run the local service provider office
Show the staffing trends over a three year period
Used to evaluate the reasonableness of staffing a local service provider office.
Used to review the total unallowable staff salary portion when trending the amount from the Audited Actual FY to the Projected Budget FY
40
IV. Direct Administrative Expenditures
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IV. Direct Administrative Expenditures (Continued)
Personnel Expenses will populate for all three FYs based on data from the Job Classification page.
Complete the rest of the Personnel Expenses, as well as the other subsections labeled Facility and Operational Expenses and Off-setting Revenue.
For each line item, enter the expense amount starting with Actual Audited FY.
If the prescribed line item descriptions do not match your expense category, enter a Descriptive line item name under “Other”
DO NOT ENTER ambiguous/general line item descriptions like “Miscellaneous”
42
IV. Direct Administrative Expenditures (Continued)
Net Total – Sum of all previous Subtotals Indirect Administrative – Enter the allotted
Amount of Indirect Administrative Expenditures (Data gathered from a subsequent page)
Grand Total Direct Admin Exp: - Sum of Net Total and Indirect Administrative
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IV. Direct Administrative Expenditures (Continued)
Narrative Box – Write the methodology used to determine the allowable amounts listed above as well as specific details to show how unallowable activities did or did not impact the expenditures. This information will be similar to information contained in the your cost allocation plan.
Use provider specific examples from the form. (time studies, square footage, usage, …)
44
Purpose of the FormIV. Direct Administrative Expenditures
Collect data from previous documentation to calculate Personnel expenses
Gather expenses related to the Facility and Operation of the program
Calculate a Grand Total including Indirect Administrative allocated expenses
Combine all expenses related to the Administrative portion of the Total per diem.
Any Expense categorized as a Maintenance payment is NOT to be included on this page as only Administrative costs should be calculated here (i.e. Incidental budgets)
45
V. Indirect Administrative Staff Roster
46
V. Indirect Administrative Staff Roster (Continued)
Completion is similar to Local Service Provider Staff Roster.
Complete for the Entire Indirect Administrative Body.
Complete for All Three Fiscal Years Enter the associated amount of each employee’s
salary to the Job Category that most accurately describes the employee’s activity. If the employee performs activities that can be classified in multiple job categories, enter the proportional amount in the applicable Job Category (Must add up to the total salary for that employee)
47
Purpose of the FormV. Indirect Administrative Staff Roster
Collect Personnel Salaries by employee and categorize by Job Category
View Personnel trends for 3 FYs
For multi-tiered Service providers, complete this form for each level of Indirect Administrative Expense
Review Personnel Salaries for State and Federal Reimbursement based on Job Category and/or Position/Title
Evaluate Personnel Salaries for to determine if the salaries are considered a “Reasonable Cost” (OMB Circular A-122 defines ‘Reasonable Cost’)
48
VI. Indirect Administrative Expense
49
VI. Indirect Administrative Expense (Continued)
Completed similar to the Direct Administrative Expenditures form
Complete for the Entire Administrative Expense for the Whole Administrative Body.This would include programs that are outside of
Child Welfare residential programsCounty Agencies will be assessing the
contracting agency’s share of the indirect administrative expense to be fair and equitable.
50
VI. Indirect Administrative Expense (Continued)
Narrative Box Separate the areas of the indirect expenses that are
not charged to Child Welfare residential programs. Of the remaining amounts, explain how allowable portions were determined. Give a detailed explanation of the methodology used to determine the allowable portion of the indirect costs.
51
Purpose of the Form VI. Indirect Administrative Expense Service Provider will be
displaying the line item detail of the total indirect administrative expense
For multi-tiered Service providers, complete this form for each level of Indirect Administrative Expense
Contracting Agencies will be able to see that the Child Welfare residential programs’ share of the indirect administrative expense is fair and equitable.
Although Audits will be helpful, they do not provide the level of detail around Allowable Costs that is needed for this evaluation.
52
VII. Cost Allocation Plan
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VII. Cost Allocation Plan (Continued)
The Cost Allocation Plan for Appendix A should contain two components of allocationThe allocation of Indirect Administrative
Expenses to the Local Service Provider site.The allocation of the Total Administrative
Expense (Both Direct and Indirect Administrative amounts) to each Class of Service
54
VII. Cost Allocation Plan (Continued) Indirect Administrative Expense Allocation Cost Allocation Plan (CAP) - Describe the
distribution of expenses, staff time and Allowable expenditures that are attributed to the Total and Title IV-E Allowable per diem for the Certificate of Compliance listed in this packet. The CAP is expected to show all methodologies used when distributing cost and/or time.
Use examples whenever possible Be specific when describing staff and associated
costs; use Job Categories, Position/Titles, Allowable or Unallowable…
55
VII. Cost Allocation Plan (Continued) Total Administrative Expense Allocation to
each Class of Service Include specific calculations from this form to
show how the Administrative Cost is distributed to each Class of Service
Explain the methodology used to determine how the Administrative Cost distribution is fair and equitable for each Class of Service (Show specific calculations where possible)
56
Purpose of the FormVII. Cost Allocation Plan
Provider Specific explanation of distribution of expenses
Able to show the Distribution of Indirect Administrative Expenses to each Direct Administrative Level
Able to show distribution of Total Administrative expenses to each Class of Service
Support the fair and equitable distribution of: Indirect Administrative
Expense to each Local Service Provider Site
Total Administrative Expenses to Class of Service
Support the fair and equitable distribution of Allowable Costs to: Each Local Service Provider
Site Each Class of Service
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VIII. Master List of All Agency Programs
58
VIII. Master List of All Agency Programs (Continued)
Complete for any and all programs that are included in the total overall indirect administrative budget – Children and Youth Residential Services AND any other programs such as Long-Term Care Facilities, Adult Programs, Non-residential Children and Youth Services, etc.
59
VIII. Master List of All Agency Programs (Continued)
Enter the Name of the Facility, Certificate Number and/or Unit ID (if applicable), Type of Service, Licensing Agency and Number of licensed beds (if applicable)
Enter the Percentage of the Total Indirect Administrative Budget that is expensed to each Facility/Program
Enter the Total Dollar amount associated with each Program/Facility
Enter the Total Title IV-E Amount for Each Program/Facility If the Program does not
qualify for Title IV-E Reimbursement, Enter a Zero “0” in this column.
60
Purpose of the Form VIII. Master List of All Agency
Programs Support the fair and equitable distribution of
Indirect Administrative Expenses In conjunction with the CAP, all indirect
administrative expenses can be evaluated for appropriate distribution
More multi-tiered Service Providers, complete for each tier of Indirect Administration.
Display the Title IV-E Eligible Programs and associated amounts of Indirect Expenses
61
IX. Service Projection Chart
62
IX. Service Projection Chart (Continued)
63
IX. Service Projection Chart (Continued)
For the first two FYs, Enter the Monthly Days of Care Provided by this Certificate of Compliance Number by Class of Service
The page will total the amounts as you enter them for each Class of Service
The form will add the Days of Care by Class together to show Total Days of Care for the program for the FY.
Enter the Projected FY’s Days of Care as a Total for each Class of Service
64
Purpose of the Form IX. Service Projection Chart
Displays Monthly trend data for days of care for two FYs
Displays Total Days of Care for the entire Certificate Number for 3 FYs.
Display usage by each Class of Service
Support Documentation for CAP and allocation of Total Administrative Expenses per Class of Service
65
X. Administrative Costs Per Child by Class of Service
66
X. Administrative Costs Per Child by Class of Service (Continued)
Data is Extracted from other Forms and utilized on this Form to Calculate the Administrative Cost per child by Class of Service
For this form, Only one field is completed by Service Provider
67
X. Administrative Costs Per Child by Class of Service (Continued)
At the Bottom of the Direct Administrative Expenditure page
This amount includes both Administrative components, Direct and Indirect Administrative amounts
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X. Administrative Costs Per Child by Class of Service (Continued)
From Service Projection Chart Will use all three FYs Admin Cost per Child by Class of Service form
will use Total Days of Care for each Class of Service from the Service Projection Chart
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X. Administrative Costs Per Child by Class of Service (Continued)
Enter Percentage of Administrative Budget that is allocated to each Class (Total Percent of all Classes =100%)
Formulas multiply [Percentage] by [Total Administrative Amount] and then divide by [Days of Care for the Class]
Enter a Percentage for Each Class of Service for Each Fiscal Year
70
Purpose of the Form X. Administrative Costs Per Child by
Class of Service Uses Previously gathered
data to calculate Administrative Cost per Child per Class of Service
Displays the Administrative Distribution that should be explained in the CAP. Reviewer can compare the CAP and this form and see what the CAP explains in a fiscal format.
71
XI. Foster Family Per Diem Calculations
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XI. Foster Family Per Diem Calculations (Continued)
Enter Title IV-E MAINTENANCE Allowable rate and the CONTRACTED Per Diem information. Initial Submission will not
have CONTRACTED Per Diem section completed for the [Projected Budget Fiscal Year]
The other data is extracted from previous forms.
Narrative Box – If there are any significant changes in rate due (i.e. service change), explain the cause for the changes in this box
73
Purpose of the Form XI. Foster Family Per Diem
Calculations Gather previous data
onto one page “Build” the per diem using
the Maintenance and Administrative portion of the Per Diem for Each Class of Service
Display both the Calculated Per Diem Rate and the Contracted Per Diem Rate (If there is a Difference)
Display WHERE the Calculated Per Diem and Contracted Per Diem differences are – Maintenance or Administrative Portion
74
CONGRATULATIONS! Your Per Diem is Built!!