Federal Financial Participation (FFP) Overview

Federal Financial Participation (FFP) Overview

Office of Family Planning

Teen Pregnancy Prevention Program

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Federal Financial Participation (FFP)

Dinorah Torza, Program Consultant

Michael Neff, Contract Manager

Presenters:

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• Purpose• Background• FFP Reimbursement Requirements (1)• FFP Time Studies• Time Study Requirements • Secondary Documentation• Activity Codes• Medi-Cal Factor• Time Study Requirements (2)• Common Errors• Conclusion

AGENDA

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The purpose of this webinar is to help Information and Education (I&E) Program Grantees understand the Federal Financial Participation (FFP) requirements (Title XIX Medi-Cal (Medicaid).

PURPOSE

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BACKGROUNDFiscal support for local I&E Programs is available fromfederal Medi-Cal/Medicaid Title XIX Funds. This fiscalsupport is called Federal Financial Participation (FFP).Local I&E Programs can claim FFP Funds whenperforming activities that meet these two Medi-Calobjectives:

1) Assisting individuals eligible for Medi-Cal to enroll in the Medi-Cal Program, and/or

2) Assisting individuals on Medi-Cal to access Medi-

Cal Services.

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• Medicare and Medicaid Federal regulations allow match for administrative activities at a dollar-for-dollar rate for the majority of expenses necessary for the efficient administration of the Medi-Cal Program.

• The California Department of Public Health, Office of Family Planning makes available a partial reimbursement of FFP funds for I&E Program activities and selected administrative expenses.

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Federal Financing Participation (FFP)

Title XIX Medi-Cal (Medicaid) funds are provided by matching OFP allocated State General Funds (SGF) and/or local certified county/city governments funds to maximize funding for the Program.

$1Title XIX Fund+ =

$2Program Funds

$1State/LocalGeneral Fund

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• Only FFP allowable activities can be reimbursed.• All activities performed by I&E Program staff must be

documented via quarterly Time Studies and Secondary Documentation.

• The I&E Program Grantees must provide certified non-federal funds (SGF and/or local county/city government funds) to qualify for Title XIX reimbursement.

• The target population of adolescents must be Medi-Cal eligible (per Title XIX criteria) and/or Medi-Cal beneficiaries.

FFP REIMBURSEMENT REQUIREMENTS

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There are two factors that determine the amountof FFP reimbursement an I&E Program Granteesor subcontractor can claim:

1) Staff’s documented Medi-Cal reimbursable activities.

2) The agency’s overall Medi-Cal Factor.

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Time Studies are used to:• Document 100 percent of staff time spent on all activities.

• Document FFP reimbursable activities.

• Determine the percent of FFP matchable staff time spent on I&E Program activities.

• Monitor activities to ensure they meet FFP objectives.

• Verify high or low percentage of FFP matching activities for the I&E Program.

• Substantiate the percentage of FFP matching funds for the I&E Program for audit purposes.

FFP TIME STUDIES

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FFP TIME STUDY REQUIREMENTS

Each staff member listed on the I&E Program budget must Time Study five (5) consecutive working days in one (1) week, accounting for 40 hours during the Time Study Period of each quarter. Time worked in the I&E Program, time worked in other programs, and un-worked time must be documented on your I&E Program Time Study.

Use the Weekly Time Study FFP Calculation Template and Secondary Documentation Form. These forms are posted on the TPP website at:

http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-WeeklyTimeStudyCalTemp.xlshttp://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-SecondaryDocumentationOFPTimeStudy.xls

http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-WeeklyTimeStudyCalTemp.xls

http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-SecondaryDocumentationOFPTimeStudy.xls


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REIMBURSEMENTS AND ACTIVITY CODES

There are three types of reimbursement. Each type is associated with specific activity codes used to identify actual staff activities performed per the Workplan objectives.

Types of Reimbursements:1. FFP Matchable Activities (1b, 2b, 7b, 8b, 9b 10b) 2. Non-FFP Matchable Activities (1a, 2a, 7a, 8a, 9a, 11)3. Allocated Activities (10a, 12)

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REIMBURSEMENT RATES AND ACTIVITY CODES CONTINUED

The Time Study Report is the mechanism used to document the activity performed and calculate the percent of time staff are allowed within the three types of reimbursement. The list of activity codes and type of funding used in FFP and FFP User’s Guide are posted on the TPP website at: Activity Code and type of Funding.doc http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-FFPProgramUserGuide20080515.pdf

http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-FFPProgramUserGuide20080515.pdf

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SECONDARY DOCUMENTATION:

• Is the information and data that substantiate and support reimbursable activities on the Time Study.

• Is a program requirement. • Monitors for appropriate FFP Program activities.• Creates an audit trail that supports the reimbursable time billed to the I&E Program for FFP.

• Clearly identifies the client or entity for which the activity or service is provided (Group, Medi-Cal number or client first & last name).

• Distinguishes different activities and programs.

The Secondary Documentation Form, the instructions onhow to complete the form, and a sample of the completed form are posted on the TPP website at:



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MEDI-CAL FACTOR

• The Medi-Cal Factor for a I&E Program Grantee or Subcontractor is based on the average of the previous fiscal year Time Studies for each staff position.

• The Medi-Cal Factor determines the FFP reimbursement

percentage for budgeted expenditures.

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TIME STUDY REQUIREMENTS

• Always use the most current Time Study Template located on the TPP website:

http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-WeeklyTimeStudyCalTemp.xls

• Supervisors must review and approve all employees’ secondary documentation before it’s entered into the Time Study Template.

• Time Study Data Report for Summary of FFP must be submitted for each employee along with the quarterly invoice.

• Time Study Documents must be kept for a minimum of three years from the date of the last payment for the fiscal year. If an audit is conducted, the Time Study Documents must be kept for three years from the resolution of the audit. Time Study Documents must be stored in a safe and secure manner for State and Federal audit purposes.

The I&E Program Budget Template-FY 2010-11 is posted on the TPP website at:http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-AFA-IE-BudgetTemplate-FY2010-

2011.xls

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Enter Agency Name, Employee Last, First Name

and Job Title

Enter appropriate Program code and then activity code

Enter T/S period and Agreement Number, FTE from approved budget and associated Budget Line

Time must total 40hrs

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LIVE DESKTOP DEMONSTRATION OF TIME STUDY TEMPLATE

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Common Errors• Inconsistent coding among staff performing the same activity. Supervisors should

review all Time Studies for consistency.• Time Study Data Report for Summary of FFP Form is missing identifier information

(i.e., employee’s incorrect budget line reference, job title does not match budget).• Lunch time is coded (Lunch time should not be coded).• Staff need to Time Study for 100% of their time, not just the time spent on I&E

Program activities.• Weekly Time Study Form must be completed electronically, not hand written.• Ensure the Weekly Time Study Form and the employee’s agency time card add up

and reflect the same hours worked.• When coding Outreach activities, fairly assess the matchable time involved. If the

presentation is an hour and only 30 minutes is matchable under FFP guidelines, then only 30 minutes can be assigned a matchable “b” code. The other 30 minutes should be assigned the unmatchable “a” code.

• Assigning an “a” code does not mean the activity is not reimbursable. It means the activity is not reimbursable with Title XIX funds. However, the activity will be reimbursed with State General Funds as long as it aligns with your program’s OFP approved Workplan.

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Conclusion:

Thank you for your participation.

Please contact your Program Consultant or

Contract Manager with any questions.

Federal Financial Participation (FFP) Overview

Documents

Transcript of Federal Financial Participation (FFP) Overview