Budget Planning for Part A: A Fluid Process Budgets Prepared for Applications Effect of the 2006 Leg

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Budget Planning for Part A A Fluid
ProcessBudgets Prepared for ApplicationsEffect
of the 2006 Legislation

• Thomas Hickey, Consultant
• For the Feb 5-7, 2008 Administrative Overview

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Goals of Session

• Understand the Project Officers perspective on
  budgets
• Discuss the use of administrative funds, both for
  the grantee and for subcontractors.
• Discuss the complexity of how the budget must be
  tracked during the fiscal year.
• How grantees must be proactive in reallocating
  funds during the fiscal year.

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Use of Administrative Funds

• Grantee Must be tied to the Ryan White HIV/AIDS
  Program
• Subcontractors Must be tied to the Ryan White
  HIV/AIDS Program
• Administrative Expenses Versus Indirect

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Grantee Budget Allocation

• Line Item Personnel, Fringe Benefits Travel,
  Supplies, etc.
• Category Administration, QM
• Planning Council
• Year-to-Date Variance
• Continuous Evaluation of Variance

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Subcontractor Budget Allocation

• Line Item
• Category
• Funding Source Formula/Supplemental/MAI
• Administration
• 75/25 Rule Use of Consortia
• Year-to-Date Variance
• Continuous Evaluation of Variance

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Program Income

• Subcontractors are required to bill and collect
  from third-party payors.
• Third-Party Revenue is not to be offset.
• Third Party Revenue must be reported to Grantee.
• Grantee should be reviewed to document how
  third-party revenue was expensed.

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Reallocation Process

• Ryan White 2006 Law Proactive Approach
• Accurate Information is Critical
• Unobligated Balance - By Source
• ADAP Part B
• 75 25
• Administration
• Best categories for reallocation
• Worst resources for reallocation

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Subcontracts and Addendum

• Limited ability to reallocate
• Notify grantee if reallocating
• Notify Grantee if issues will arise where more
  funds could be utilized
• Notify grantee if less funds will be utilized
  anticipated vacancies.
• Include language and of funding regarding
  formula and supplemental
• Requirements for timely reporting

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Budget Exercise