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SSAI Sponsor Transition WebinarSSAI Sponsor Transition Webinar
We will start in 5 minutes.We will start in 5 minutes.
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Technical DetailsTechnical Details
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Technical DetailsTechnical Details
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We will have Question and Answer segments We will have Question and Answer segments throughout the presentation, and at the throughout the presentation, and at the conclusion of the presentation.conclusion of the presentation.
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Senior Service America’sSenior Service America’s
Sponsor Transition WebinarSponsor Transition Webinar
August 08, 2012August 08, 2012
AgendaAgenda
Today’s Presenters: Lisa Le, Program OfficerToday’s Presenters: Lisa Le, Program Officer
Joshua Wadsworth, Program OfficerJoshua Wadsworth, Program Officer
Webinar Length: 1:30Webinar Length: 1:30
Review Agenda Review Agenda
Transition InformationTransition Information
Questions/AnswersQuestions/Answers Review Sponsor Transition MaterialsReview Sponsor Transition Materials
Questions/AnswersQuestions/Answers Next StepsNext Steps
AdjournAdjourn
Transition InformationTransition Information
SSAI is here to support you, as SSAI is here to support you, as you support your participants you support your participants through this transition.through this transition.
Our objective is to remain Our objective is to remain Participant CenteredParticipant Centered
Minimum disruption to the Minimum disruption to the Participants and Host AgenciesParticipants and Host Agencies
Transition InformationTransition Information
Throughout the Transition Throughout the Transition Period you will remain funded Period you will remain funded under your current Sponsor under your current Sponsor Agreement.Agreement.
You will continue to serve your You will continue to serve your Current SCSEP participants Current SCSEP participants and facilitate their transition and facilitate their transition to the new granteeto the new grantee
Transition InformationTransition Information
DOL is requiring that the transition of payroll responsibilities for all participants between SCSEP grantees occur by October 1, 2012.
All SCSEP grantees have been given August
and September to prepare for this transition.
A freeze on new enrollments is in effect as of midnight, Tuesday, July 31, 2012 for counties that will be transitioning October 1st.
Transition InformationTransition Information
No Outgoing participants should be on your payroll after September 30, 2012
All participants should continue to be participants of their current SCSEP grantee up to and including September 30, 2012.
You should continue to serve your Outgoing participants, including the development of unsubsidized placements job opportunities, IEP and transitional IEP.
Transition InformationTransition Information
DOL has required all Incoming SCSEP grantees to allow current participants to remain in the program under the same conditions in which they are found in order to minimize disruptions to the program.
Participants must be able to continue in their community service assignment with the same host agency under the same conditions (e.g., rate of pay) through December 30, 2012.
DOL has required that all Incoming Grantees continue to enforce the Waiver Policy of the Outgoing grantee through December 31st, 2012
Reductions in participant’s hours per week starting October 1, 2012 will be based on the Incoming Grantees Plan.
Transition KitTransition Kit
Senior Service America Inc. (SSAI) will Senior Service America Inc. (SSAI) will appoint a SSAI staff person to serve as the appoint a SSAI staff person to serve as the Transition Coordinator responsible for each Transition Coordinator responsible for each Subgrantee with a transition. Subgrantee with a transition.
With SSAI Support, The Outgoing and With SSAI Support, The Outgoing and Incoming SCSEP grantees should agree on a Incoming SCSEP grantees should agree on a time and place to convene two separate time and place to convene two separate meetings in September: meetings in September:
one meeting for all affected participants and one meeting for all affected participants and
another meeting for all affected host agency representativesanother meeting for all affected host agency representatives. • If it is not possible for you to convene a meeting with host agency supervisors in If it is not possible for you to convene a meeting with host agency supervisors in
September, then invite the supervisors to your participant transition meeting in September, then invite the supervisors to your participant transition meeting in September. September.
Transition MeetingTransition Meeting
The purpose of the participant transition meeting The purpose of the participant transition meeting is to inform participants and Host Agency is to inform participants and Host Agency Supervisors of the transition and for participants Supervisors of the transition and for participants to complete any payroll paperwork required for the to complete any payroll paperwork required for the Incoming grantee in order to transfer to the Incoming grantee in order to transfer to the Incoming grantees’ payroll. Incoming grantees’ payroll.
The Department of Labor requires that SCSEP The Department of Labor requires that SCSEP participants experience no disruption, or lapse in participants experience no disruption, or lapse in pay, during the transition process. pay, during the transition process.
Therefore, Participant Transition Meetings must be Therefore, Participant Transition Meetings must be scheduled to provide the Incoming grantee scheduled to provide the Incoming grantee sufficient time to process all payroll paperwork for sufficient time to process all payroll paperwork for participants. participants.
Transition MeetingTransition Meeting
SSAI has provided a sample Agenda in the SSAI has provided a sample Agenda in the transition Kit.transition Kit.
You must send a written notice (letter or You must send a written notice (letter or memo) to all participants and host agency memo) to all participants and host agency supervisors notifying them of transition supervisors notifying them of transition meetings. meetings.
The notice should notify them of any The notice should notify them of any information or documents that they are information or documents that they are required to bring to the meeting. required to bring to the meeting.
SSAI has provided a sample notice letter in SSAI has provided a sample notice letter in this Transition Kit.this Transition Kit.
Transition MeetingTransition Meeting
You must identify the final payroll process for your agency.
This process should include when final time sheets are due, how participants should submit them, and how final paychecks/statements will be distributed.
The process should include instructions for participants on what to do if a time sheet is late, and who should be contacted if there are any questions.
You should also identify how and when the outgoing Sponsor’s final W- 2 s will be mailed to participants for tax purposes.
A written copy of this information should be provided to all participants at the Transition meeting.
Transition KitTransition Kit
You should prepare copies of the following You should prepare copies of the following documents for the Incoming grantee:documents for the Incoming grantee:
Copy of current Participant HandbookCopy of current Participant Handbook
List of current host agenciesList of current host agencies
Copy pertinent information from Personnel files (TBD)Copy pertinent information from Personnel files (TBD)
Copy files of exited participants for required follow up (TBD)Copy files of exited participants for required follow up (TBD)
Host agency filesHost agency files
(Include copies of current Community Service Assignment (Include copies of current Community Service Assignment Descriptions, 501(c) (3) determination)Descriptions, 501(c) (3) determination)
SSAI may provide guidance for additional SSAI may provide guidance for additional documents to be shared with the Incoming Grantee documents to be shared with the Incoming Grantee following expected transition training to be following expected transition training to be provided by DOL to grantees in August 2012. provided by DOL to grantees in August 2012.
Transition KitTransition Kit
The Outgoing grantee is responsible The Outgoing grantee is responsible for all SCSEP program and fiscal for all SCSEP program and fiscal activities through September 30th. activities through September 30th.
The Outgoing grantee must continue The Outgoing grantee must continue to submit any and all data entry to submit any and all data entry forms, and maintain SSAI webtools forms, and maintain SSAI webtools to ensure full submission of to ensure full submission of participant data from each county participant data from each county affectedaffected
Program RecordsProgram Records
The Outgoing grantee must maintain any The Outgoing grantee must maintain any records and accounts, including property, records and accounts, including property, personnel, and financial records, that SSAI, personnel, and financial records, that SSAI, USDOL or any authorized representative USDOL or any authorized representative deem necessary. deem necessary.
The Sponsor must maintain records for three The Sponsor must maintain records for three years after a grant closeout or three years years after a grant closeout or three years from a completed audit, whichever is longer.from a completed audit, whichever is longer.
and/or upon further request you are and/or upon further request you are obligated to turn over to SSAI the complete obligated to turn over to SSAI the complete data files, both electronic and hard copy.data files, both electronic and hard copy.
Let’s Take Some Let’s Take Some Questions/Comments About Questions/Comments About
Transition InformationTransition Information
Unmute Your Phone or Unmute Your Phone or Send Me a NoteSend Me a Note
Transition DocumentsTransition Documents
Transition KitTransition Kit General InformationGeneral Information
Outgoing Participant Document ChecklistOutgoing Participant Document Checklist
Incoming Participant Document ChecklistIncoming Participant Document Checklist
Draft Participant Meeting AgendaDraft Participant Meeting Agenda
Draft Host Agency Meeting AgendaDraft Host Agency Meeting Agenda
Draft Letter to Participants Regarding Upcoming ChangesDraft Letter to Participants Regarding Upcoming Changes
Draft Memo Inviting Participants To MeetingDraft Memo Inviting Participants To Meeting
Draft Letter to Participants Who Missed Mandatory Draft Letter to Participants Who Missed Mandatory MeetingMeeting
Draft Memo Inviting Host Agency Supervisors to MeetingDraft Memo Inviting Host Agency Supervisors to Meeting
Draft Memo to Staff of Incoming GranteeDraft Memo to Staff of Incoming Grantee
Transition DocumentsTransition Documents
Transition Checklist for Outgoing Transition Checklist for Outgoing SponsorsSponsors
Transition Checklist for Incoming Transition Checklist for Incoming SponsorsSponsors
Subgrantee Closeout ChecklistSubgrantee Closeout Checklist
Disposition of Computer Hardware Disposition of Computer Hardware and Equipment formand Equipment form
Let’s Take Some Let’s Take Some Questions/Comments About Questions/Comments About
Transition DocumentsTransition Documents
Unmute Your Phone or Unmute Your Phone or Send Me a NoteSend Me a Note
Transition TimelineTransition Timeline
August 2012August 2012Enrollment freeze in effect Enrollment freeze in effect
Submit outstanding data entry forms, update Webtools Submit outstanding data entry forms, update Webtools by September 12by September 12thth. .
Transition Coordinators assigned Transition Coordinators assigned
Collaborate with Incoming Grantee to plan transition Collaborate with Incoming Grantee to plan transition processprocess
Identify the final payroll process & due date of final time sheetIdentify the final payroll process & due date of final time sheet
Confirm transition meeting dates and locations(s)Confirm transition meeting dates and locations(s)
Send written notice of meetings to participants and Send written notice of meetings to participants and host agencieshost agencies
Transition TimelineTransition Timeline
September 2012September 2012Transition Meetings held for participants and host Transition Meetings held for participants and host agency supervisors (9/1-9/21)agency supervisors (9/1-9/21)
Send follow-up letters to participants/host agencies Send follow-up letters to participants/host agencies that missed meetingsthat missed meetings
Provide copies of essential documents to Incoming Provide copies of essential documents to Incoming granteegrantee
Identify a post transition contactIdentify a post transition contact
Complete all participant transfers: No Outgoing Complete all participant transfers: No Outgoing participants should be on your payroll participants should be on your payroll afterafter September 30, 2012September 30, 2012
Post-TransitionPost-Transition
October 2012 and beyondOctober 2012 and beyondAll participant transfers must be complete (10/1)All participant transfers must be complete (10/1)
Confirm all data, including hours and training is Confirm all data, including hours and training is entered into web toolsentered into web tools
Plan for proper storage of participant personnel Plan for proper storage of participant personnel files/ financial records and propertyfiles/ financial records and property
Submit Disposition of Computer Hardware and Submit Disposition of Computer Hardware and Equipment FormEquipment Form
Complete and submit SSAI Subgrantee Closeout Complete and submit SSAI Subgrantee Closeout ChecklistChecklist
Ensure final W-2s are mailed to participantsEnsure final W-2s are mailed to participants
Ongoing tasksOngoing tasks
• Outgoing grantee is still responsible Outgoing grantee is still responsible for all SCSEP program and fiscal for all SCSEP program and fiscal activities through September 30activities through September 30thth
• Update Pay by Pay & PPPUpdate Pay by Pay & PPP• Maintain WebtoolsMaintain Webtools• Submit data entry formsSubmit data entry forms• Keep active participant list up to Keep active participant list up to
datedate
Let’s Take Some Let’s Take Some Questions/Comments About Next Questions/Comments About Next
StepsSteps
Unmute Your Phone or Unmute Your Phone or Send Me a NoteSend Me a Note
Any Final Questions?Any Final Questions?
How can we better How can we better support you through support you through
the Transition Process?the Transition Process?
Unmute Your Phone or Unmute Your Phone or Send Me a NoteSend Me a Note
Questions After This Questions After This WebinarWebinar
Contact the Front End Contact the Front End Support Team and a FES Support Team and a FES Program Officer will Program Officer will respond:respond:
Email: [email protected]; or; or
Call: 301-578-8989; orCall: 301-578-8989; or
Open a case via the Cloud PortalOpen a case via the Cloud Portal