california department of public health
DESCRIPTION
California Department of Public Health. Local Food and Nutrition Education Fiscal Orientation. Agenda. Welcome Intro of Network staff WebEx features – Chris F. Download forms (PL and DPA pocket guide) Will have a 10 minute break ½ way through Training will be split into 4 parts - PowerPoint PPT PresentationTRANSCRIPT
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California Department of Public Health
Local Food and Nutrition Education
Fiscal Orientation
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Agenda
• Welcome• Intro of Network staff• WebEx features – Chris F. • Download forms (PL and DPA pocket guide)• Will have a 10 minute break ½ way through• Training will be split into 4 parts1. Network general info. - CP2. Budget Justification - CV3. Budget Justification (cont.) - CP4. Contract “housekeeping” - CV
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Goal of Fiscal Training
To ensure that our LFNE contractors have an accurate understanding of the fiscal requirements of their Network contract.
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A Little About the Network Program . . . .
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Network for a Healthy (Network) California
Funding Structure
USDA
California Department of Social Services
California Departmentof Public Health
RegionalNetworks
Local Incentive Awardees (LIA)
Special Projects(includes LFNE)
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• Participants are receiving or eligible for USDA SNAP Program/food stamps (formerly Food Stamp Program)
• Census tracts w/ at least 50% of the target audience at or below 185% of the Federal poverty level
• Individual schools: 50% or more free and reduced lunch program
Target Audience
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Roles
• Contract Manager (CM)
• Program Manager (PM)
• Contractor
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Contract Manager (CM)
• Budget justifications, budget adjustments and source documentation review
• Contract, fiscal and administrative issues (including negotiations and processing of contract)
• Payment of invoices
• MOUs and Subcontractor Agreements
• Equipment management/tagging
• Travel approval (in discussion with PM)
• Conduct desk reviews/site visits
• Provide ongoing TA
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Program Manager (PM)
• Assistance in development and approval of SOW
• Clarification of USDA Guidelines for SOW activities
• Review of SOW progress reports and Final Progress Report Analysis (FPR)
• Conduct site visits
• Provide ongoing technical assistance
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ContractorFiscal Responsibilities
• Compliance with USDA rules and regulations.
• Documentation, completion and timely submission of required fiscal reports.
• Prepare and respond to Network and USDA site visits.
• Respond to Network requests for information.
• Retain all records related to contract for 3 years
after the end of the contract term.
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ContractorProgram Responsibilities
• Conduct all Network activities per USDA Guidelines
• Complete all objectives and activities in SOW as scheduled.
• Full completion of Semi Annual Activity Report (SAAR),Final Progress Report (FPR), and Interim Progress Reports
• Provide assistance and information to the Network team, PCR team or USDA during site visits
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SNAP-Ed Plan Guidance(formerly FSNE)
• Provides USDA Guidance
• Allowable and Unallowable activities.
• Available in October on Network website.
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Overview of Budget Justification
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Budget Justification
• Gives the basis for the costs in your budget.
• Must correspond directly to SOW
• Prior CM/PM authorization required for any changes
• Part of a contractual agreement between Contractor and California Dept. of Public Health—must be adhered to.
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Budget Justification Nine Line Items
A. Personnel
B. Fringe Benefits
C. Operating Expenses
D. Equipment Expenses
E. Travel & Per Diem
F. Subcontracts
G. Other Costs
H. Indirect Costs
I. Total Costs
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A. Personnel
• Name and Title of Staff
• Position description of each staff (USDA approved descriptions recommended)
• % of time spent on allowable activities
• FTE or hourly rate must be based on 2080 hours/year.
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Staff Time Reporting Requirements
• Document time spent on ALLOWABLE nutrition education activities (prime and subs)
• 100% FTE of time on Network activities:Semi-Annual Certificate of Activity
• Less than 100% of time on Network activities:Weekly Time LogApproved Quarterly Time Study (to be approved in
Plan)
• Expenses based on actual time and actual salary rate per employee.
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Weekly Time Log
• Clearly delineate documented time for each activity in 15 minute increments.
• Activities must be listed on reverse side of all logs
• Must be signed by Staff and Supervisor (Project Coordinator may sign)
• Can be customized with prior CM/PM approval
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B. Fringe Benefits
• Records actual expenditures associated with fringe benefits for each employee.
• Average fringe can be used during budgeting, actuals used when reporting to Network.
• Based on hours documented using time log for each employee.
• Must include a list of items covered under Fringe in Budget Justification.
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C. Operating Expenses
• Routine and ongoing expenses (e.g. postage, phone, routine copying, office supplies).
• Supported by vendor invoices, bills, receipts
• Facility costs must be based on actual expenses (not fair market value or realized cost)—must include a formula for the basis on the budget justification.
• Must be prorated by FTE of staff incurringthese expenses.
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Calculating Operating Expenses
• Prorating formula FTE of SNAP-Ed Staff = % to prorate
for FTE of Organization Staff
% to prorate for SNAP-Ed x monthly cost = budget cost for SNAP-Ed
• Historical costs - Costs are based on previously documented expenses. This is best for determining higher than average costs.
• Allocated costs - Costs are based on set amount of expenses assigned to individual staff within an organization.
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D. Equipment
• Non-expendable property used to conduct eligible nutrition education activities
• Must be prorated by FTE of staff using the equipment (office furniture, computer, printer, etc.)
• Costs must be supported by vendor invoices, bills, receipts
• Prior written authorization is required by CM/PM for any equipment purchases not in the approved Budget Justification
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Equipment Tags After purchase of equipment with Federal Share funds:
• Contractor must complete a Contractor Equipment Purchased with CDPH Funds form (Exhibit J) and submit to assigned CM along with invoice that includes equipment expense.
• CM will obtain tags from CDPH for equipment and provide them to the contractor with instructions on their placement.
• Immediately report damaged, lost or stolen equipment so that proper procedures can be followed.
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Commonly purchased items:
• Minor Equipment are items under 5K
• Computer/laptop (State tag)
• Bookcase (blank tag)
• Kitchen appliances (blank tag)
• TV/DVD Player (State tag)
• Storage cabinet (blank tag)
What Requires Equipment Tags?
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Equipment (cont.)
• At close of each contract term, complete Inventory/Disposition of CDPH Funded Equipment form (Exhibit K) and submit to assigned CM.
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Additional information re: Computers/laptops purchased w/ Network Federal Share funds:
• Contractors must ensure that State-approved encryption and anti-virus software is installed as per Program Letter 09-03 for all computers used to conduct State business.
• Installation of this software will ensure personal/confidential data are secured using current State standards.
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E. Travel and Per Diem
• Network sponsored trainings, conferences, and meetings are
100% allowable for all staff.
• All Non-Network sponsored trainings conferences, meetings must be pre-approved by your CM/PM utilizing the Non-Network Sponsored Travel Pre-Approval Form and prorated appropriately.
• All Travel expenses must adhere to current DPA rates (included as Exhibit G of your contract). This applies to the Contractor as well as all Subcontractors.
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Travel and Per DiemDocumentation
Travel logs/claims for each staff (separately) which lists the following:
• Name/title of person traveling
• Date(s) of travel
• Start and end time
• Purpose and location of travel
• Hotel, parking, airline and any other receipts
• An agenda must accompany the travel log/claim.
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DPA Rates/Guidelines:
• Breakfast ($6), Lunch ($10), Dinner ($18), Incidentals ($6) – trip is 24 hours or more
• Mileage to be charged at 55 cents/mile
• Most in-state lodging to be charged at $84/night. Alameda, SF, San Mateo, and Santa Clara counties to be charged @ $140/night. LA and San Diego to be charged at $110/night.
• Current DPA rates always to be used
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F. Subcontracts
Each Subcontractor requires:
• Budget Justification and description of service
• Signed Subcontractor Agreement (Federal Share)
• Adherence to all USDA/CDPH guidelines and rules
• Documentation retention for 3 years
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Also include w/ Sub Agreement:
• Copy of the Exhibit D (F), paragraph 5, page 7 “Special Terms and Conditions” for Federally-funded contracts
• Information confidentiality and security requirements
• Information systems security requirements for projects
• These documents are found in contractor’s Network contract and are to be housed w/ sub agreement
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G. Other Costs• Non-routine, occasional or one time expenses:
Publications/materials/videosFood for demonstrations/taste
testings
• Must be itemized on the budget justification and show the basis for the costs.
• Nutrition Education Materials for Critical Program Delivery formerly known as Nutrition Education Reinforcement Items (NERI) — must be $4 or less each.
• Must be documented by vendor invoices/receipts.
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H. Indirect Costs• Expenses not directly associated with deliverables
(bookkeeping and payroll services, janitorial services, insurance, etc.).
• Should be based on organization’s Federally Negotiated Indirect Rate whenever possible.
• Actual expenditures must be used and documented with a copy of organization’s indirect cost rate and a list of all items billed under this line item.
• If no Federally Negotiated Indirect cost rate—cost cannot exceed 25% of total personnel and fringe expenses. (This formula must be approved by your CM.)
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Invoicing and Budget Adjustments
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• Must be based on actual expenses incurred during the quarter—to the penny, no rounding
• Correspond directly with the approved budget justification
• Be substantiated by supporting documentation (receipts must match invoice)
• Submit original documents signed in blue ink by the authorized contract representative
• No correction fluids or tapes
• Fill in all information on form (date, contract number, contract name, etc.)
Invoice Documents
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Federal Share Invoice• Invoices cannot list negative numbers
• Over-expenditure of a line item requires a Budget Adjustment Request (BAR) and written justification
• Supplemental invoices must be utilized for expenses not originally billed in a particular month/quarter. Do not bill these expenses on the next quarter.
• Invoice only documented and allowable expenses
• Please check your math
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Budget Adjustment Request (BAR)
• BAR used to revise line item amounts in Federal Share budget
• Cannot exceed 15% of total agreement per line item or cumulative maximum of $100,000 per year
• Total Federal Share budget amount per year can not increase or decrease
• Must be programmatically justified and not alter SOW
• Requires prior written approval from CM/PM
• Submit prior to 4th quarter invoice
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Payment Process• Contract Manager review
5-10 business days (we try to turn around error-free invoices within 1-2 days)
• Network Accounting Staff Review1-7 business days
• CDPH Accounting Staff Review3-10 business days
• State Controller’s Office2-3 business days to log in; check
mailed within 15 calendar days
Total time approximately 45-60 business days (we strive for the 45-day time frame)
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Network Address
• Regular MailDepartment of Public HealthNetwork for a Healthy CaliforniaATTN: (Assigned Contract Manager)P.O. Box 997377, MS 7204Sacramento, CA 95899-7377
• Overnight MailDepartment of Public HealthNetwork for a Healthy CaliforniaATTN: (Assigned Contract Manager1616 Capitol Avenue, MS 7204, Suite 74.516Sacramento, CA 95814
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Contractor’s Fiscal Schedule
Invoices
• Federal Fiscal Year October 1 to September 30.
• Invoices paid in arrears, quarterly or monthly.
• Deadlines per USDA. Contact CM for extension
Period Covered Due Date
Q1 10/1 - 12/31 January 31
Q2 1/1 - 3/31 April 30
Q3 4/1 - 6/30 July 31
Q4 7/1 - 9/30 December 31
• Monthly invoices due 30 days after invoice period.
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A Little About Source Documentation . . .
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Source Documentation
• USDA guidelines apply to Federal Share and billing must be documented consistently.
• Documentation must:
- Be dated
- Match invoices
- Be organized by line item
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Who Reviews Source Documentation?
• The PCRT will be reviewing source documentation during their scheduled visit to ensure compliance.
• Your Contract Manager will be conducting a desk review at least once during the contract term.
• USDA site visits may occur with advance notice
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Program Compliance Review Team (PCRT)• An on-site fiscal review will take place once per
contract term by PCRT• Contractor will be notified via e-mail by PCRT
approx. 2 months in advance• Review will consist of assessing source
documentation from one fiscal quarter in all billed line items (includes WTLs and all receipts)
• A PIP (Program Improvement Plan) will be developed by PCRT should there be findings from review; CM will work w/ contractor to resolve.
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Other Network Forms/Requirements . . . .
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Memorandum of Understanding
• Memorandum of Understanding (MOU) are required with collaborating organizations
• Required for Federal Share if collaborating organization is providing a resource significant to completion of SOW
• Often times is used for in-kind space provided, services, etc.
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MOU Requirements
• Name of organizations
• Background of each partner
• Description of proposed activities
• Signatures, titles and dates
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Audit Requirements
• As required when utilizing federal funds, the Network is requiring annual Financial and Compliance Audits for all contracts
• Is req’d if contractor is a nonprofit organization and receives $25,000 or more from any State agency under a direct service contract.
• See Fiscal GM Section 1300.
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Funding Application Package(FAP)
• Required of renewing contractors on a yearly basis
• Annually updated for multi-year continuing contractors consists of conference call review of forms.
• Forms are submitted to the Network for CM/PM review
• Included in the SNAP Annual Plan to USDA
• Applications reviewed and approved by the Network and USDA
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2010 Continuing FAP timeline
• January 15, 2009: E-mail continuing FAP documents and cover letter to contractor
• January 29, 2009: Teleconference call with contractor scheduled
• February 5, 2009: Deadline for contractors to submit continuing FAP documents to CM and PM for review
• February 2 - 27, 2009: Teleconferences with continuing contractors to take place w/ CMs and PMs
• March 2 - April 2, 2009: CM and PM to finalize all FAP documents
• April 3, 2009 : All FAP documents finalized
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Network Website
http://www.cdph.ca.gov/programs/CPNS/Pages/default.aspx
USDA Guidance for FFY 2009http://www.cdph.ca.gov/programs/cpns/Documents/Network-SNAP-EdGuidance-2009-01.pdf
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Thanks to all of our participants!
Questions . . . .