1 The Office Of Children, Youth and Families (OCYF) Contract Documentation related to Foster Family...

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)

9

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

10

Documentation Submission Provider Budget Forms

Provider Budget Forms







OCYF E-mail Resource

Account

[email protected]

OCYF E-mail Resource

Account

[email protected]

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

13

BUILDING The Foster Family Home Per Diem

14

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?

15

Foster Family Homes Per Diem Elements

FOSTER FAMILY PER DIEM

Maintenance Payment Administrative Payment

Direct Administration

Indirect Administration

16

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

19

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



IV. Direct Administrative Expenses

III. Local Service Provider by Job Classification

II. Local Service Provider Staff Roster

20

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.

28

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

30

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


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

33


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


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)

38


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

41

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


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

43


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


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


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

53

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

57

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


At the Bottom of the Direct Administrative Expenditure page

This amount includes both Administrative components, Direct and Indirect Administrative amounts

68


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

69


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

72

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!!

75

[email protected]

1 The Office Of Children, Youth and Families (OCYF) Contract Documentation related to Foster Family...

Documents

Transcript of 1 The Office Of Children, Youth and Families (OCYF) Contract Documentation related to Foster Family...