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DSHS Immunization Branch Technical Assistance Conference for Local Health Department Contractors

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Double check your math. Include DSHS share of projected Program Income on Line J ... be reported on the Financial Status Report (FSR) Form 269a. Source: CFPM ... – PowerPoint PPT presentation

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Title: DSHS Immunization Branch Technical Assistance Conference for Local Health Department Contractors


1
DSHS Immunization Branch Technical Assistance
Conference for Local Health Department
Contractors
  • Speakers
  • Janie Garcia
  • Sheila Tucker
  • Robert Vitek

2
Welcome
  • Good morning and welcome back
  • All materials for today should be on the right
    side of the packet

3
Janie Garcia, Contract Manager
  • Contract Management Unit

4
Budget Summary
  • Most important form because it helps DSHS see the
    big picture
  • Complete all columns that apply
  • 1 Funds Requested
  • 2 Federal Funds Directly to your department
  • 3 Other State Funds
  • 4 Local Funding to your department
  • 5 Other Funds
  • 6 TOTAL for all columns listed above

5
Budget Summary (continued)
  • Check appropriate box regarding indirect costs,
    if applicable
  • Limit indirect costs to 10 of personnel costs
    (not including fringe benefits)
  • Double check your math
  • Include DSHS share of projected Program Income on
    Line J
  • NO construction or equipment costs allowed

6
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7
Personnel and Fringe Benefits
  • Use Functional Title ( no names, please)
  • Include code for each position
  • Include percentage of time on funded activities
  • Note license requirement, if any
  • Note annual salary for each position
  • Calculate salary requested based on percentage of
    time
  • Note if position is vacant or filled
  • Ensure that percentage for FICA, unemployment,
    insurance, etc. are itemized and clearly
    identified
  • Verify total rate for fringe benefits
  • Enter percentage rate and total for fringe
    benefits

8
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9
Personnel Program Component
  • Program specific form
  • 100 of funded time must be reflected
  • Several new categories listed
  • Use functional job titles
  • Remember to add the code for existing or proposed
    position

10
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11
Travel
  • Is travel required to carry out contract
    activities?
  • Enter mileage reimbursement rate
  • Enter number of miles
  • Calculate estimated mileage cost
  • Include estimated per diem cost
  • Enter TOTAL local travel cost
  • Are there required trainings or conferences?
  • Enter one event per line
  • Enter location
  • Enter number attending
  • Enter estimated travel costs (mileage and
    airfare, etc.)
  • Enter estimate per diem
  • Enter estimated related travel costs
  • Enter TOTAL conference/workshop costs

12
Travel (continued)
  • In the third box
  • Enter Total Mileage costs
  • Enter Total Conference/Workshop costs
  • Enter Grand Total all travel costs
  • If state rates are NOT used for travel expenses
    (hotel, food, and transportation) written local
    policy from governing entity (city/county/agency)
    must be included as Appendix D.
  • Travel not initially budgeted must be
    approved by the program.

13
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14
Supplies
  • Categorize by general type
  • Per unit cost not needed if categorized
  • Enter total cost by category
  • DO not include vaccines or pharmaceuticals

15
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16
Contractual
  • If services are contracted
  • Enter name of contractor
  • Enter description of services
  • Enter reimbursement method
  • Enter contract total
  • Include written justification for provider to
    contract with another agency for provision of
    services.
  • Include a copy of last years contract, if
    applicable

17
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18
Other
  • Incentives (Tangible reinforcements)
  • Accounting/Audit Services
  • Telephone Expenses
  • Printing Expenses
  • Postage
  • Janitorial Services
  • Security Services
  • Advertising

19
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20
ALLOWABLE Costs
  • Necessary and reasonable
  • Not prohibited under State laws
  • Conforms to applicable cost principles
  • Treated consistently as direct/indirect
  • Adequately documented
  • Net of all applicable credits

21
UNALLOWABLE Costs
  • Purchase of vaccines
  • Equipment purchase
  • Construction costs
  • Entertainment
  • Meals, beverages, lodging, transportation,
    gratuities

22
Robert Vitek
  • Contract Oversight and Support

23
REFERENCES
  • Uniform Grant Management Standards (UGMS)
  • DSHS Contractors Financial Procedures Manual
    (CFPM)
  • http//www.dshs.state.tx.us/contracts/

24
____.25 Program income (b) Definition of
program income.
  • Program income" means gross income received by
    the grantee or subgrantee directly generated by a
    grant supported activity, or earned only as a
    result of the grant agreement during the grant
    period. During the grant period is the time
    between the effective date of the award and the
    ending date of the award reflected in the final
    financial report. Source UGMS

25
Uniform Grant Management Standards Subpart
CPost-Award Requirements--Financial
Administration
  • ____.21 Payment (f) Effect of program income…
  • ____.25 Program income
  • (g) Use of program income…

26
(g) Use of program income...
  • Deduction. Ordinarily program income shall be
    deducted from total allowable costs to determine
    the net allowable costs. Program income shall be
    used for current costs unless the federal or
    state agency authorizes otherwise. Program
    income which the grantee did not anticipate at
    the time of the award shall be used to reduce the
    federal or state agency and grantee contributions
    rather than to increase the funds committed to
    the project. Source UGMS

27
(g) Use of program income... (contd)
  • (2) Addition. When authorized, program income
    may be added to the funds committed to the grant
    agreement by the federal or state agency and the
    grantee. The program income shall be used for
    the purposes and under the conditions of the
    grant agreement. Source UGMS

28
(f) Effect of program income, refunds, and audit
recoveries on payment.
  • Grantees and subgrantees shall disburse
    repayments to and interest earned on a revolving
    fund before requesting additional cash payments
    for the same activity.
  • Source UGMS

29
(f) Effect of program income, refunds, and audit
recoveries on payment. (contd)
  • (2) Except as provided in paragraph (f)(1) of
    this section, grantees and subgrantees shall
    disburse program income, rebates, refunds,
    contract settlements, audit recoveries and
    interest earned on such funds before requesting
    additional cash payments.
  • Source UGMS

30
Program Income
  • Program income must be accounted for in the
    contractors general ledger in a unique revenue
    account(s) specific to each DSHS Program
    Attachment activity. It must be spent on the
    same Program Attachment activities during the
    period in which it was generated and it may not
    be carried forward to the succeeding term.
    Program income not expended in the term in which
    it is earned must be refunded to DSHS. Source
    CFPM

31
Program Income
  • Program income earned as a result of an
    activity jointly funded by DSHS and other funding
    sources (i.e. private funds or other grants) must
    be allocated to each funding source through a PI
    allocation plan. The allocation will be based on
    the ratio of DSHS funding to the total amount
    funded by all sources for the same Program
    Attachment. Source CFPM

32
Program Income
  • A PI allocation plan must be prepared annually
    and be available upon request. The plan should
    list all active Program Attachments as of the
    begin date of the contract. If a Program
    Attachment does not generate PI indicate None
    next that Program Attachment. Source CFPM

33
Program Income
  • If there is a significant change in DSHS
    funding or if the total funding from other
    sources changes by more than 10, then an
    addendum to the PI allocation plan will be
    required. The addendum must contain all
    computations that fully explain the modifications
    of the PI allocation plan. Please note that
    minor funding changes do not require a formal
    addendum change to the PI allocation plan,
    however, final PI reporting amount will be based
    on actual funding as reported on the final FSR.
    Source CFPM

34
Program Income
  • DSHS share of program income must be
    reported as a deduction from gross expenses on
    the monthly reimbursement request (voucher). For
    example Gross Allowable Expenses incurred this
    month Less Application of PI collected
    this month Net Reimbursable Expense
    PI must also be reported on the Financial
    Status Report (FSR) Form 269a. Source CFPM

35
DSHS Contract Oversight Support Section
  • http//www.dshs.state.tx.us/contracts/
  • Contractors Financial Procedures Manual
  • Links to Federal/State Regulations
  • E-mail Addresses
  • Technical Assistance COSta_at_dshs.state.tx.us
  • Cost Allocation Plan COScap_at_dshs.state.tx.us
  • Property/Equipment COSequip_at_dshs.state.tx.us

36
DSHS - COS Financial Technical Assistance Group
  • Contractors Assignments by Alphabet (cities are
    assigned by city name, not City of)
  • (512) 458-7111 or 1-888-963-7111
  • A,B,W Paul Harris x 2516
  • C,D Sal Malone x 2434
  • E,F,G,R,Y,Z Tom Hill x 2565
  • H,I,J,K,L,V Dorothy Spurgers x 2255
  • M,N,O,P Paula Daniels x 6202
  • Q,S,T,U Heidi Tetz x 6937
  • Robert Vitek x2326

37
Sheila Tucker
  • Technical Assistance Capacity Building Team

38
Evaluation of Applications
  • Based on
  • Total funding available
  • Amount requested
  • Community assessment funding rationale
  • Previous funding, if any
  • Will not decrease or increase more than 5

39
Budget Negotiations
  • Local health departments will be contacted during
    April and May for budget revisions, if necessary
  • Revision requests will be based upon evaluation
    criteria

40
Timeline
  • Posted on the Immunization Branch web site
    02/21/2008
  • Technical Assistance Conference 02/25/2008 -
    02/26/2008
  • Deadline for Submitting Questions 02/29/2008
  • Answers posted on the Immunization Branch web
    site 03/05/2008

41
Timeline continued
  • Deadline for Submission of Applications 200 pm
    on 03/21/2008
  • Contract Negotiations 05/01 - 05/16/2008
  • Contracts mailed to Awarded Applicants for
    Signature 08/01/2008
  • Anticipated Contract Begin Date 9/01/2008

42
Contact Information
  • Mailing Address for Regular Mail
  • Janie Garcia, Contract Manager
  • Contract Management Unit MC1990
  • Department of State Health Services
  • P.O. Box 149347
  • Austin, Texas 78714-9347
  • Physical Address for Overnight Mail
  • Janie Garcia, Contract Manager
  • Contract Management Unit
  • Department of State Health Services
  • 1100 West 49th Street, W-239
  • Austin, Texas 78756

43
Contact Info continued
  • Phone and Fax Numbers
  • 512/458-7111, extension 6430
  • 512/458-7391 fax
  • CMU Contact Email
  • Janie.Garcia_at_dshs.state.tx.us

44
Immunization Program Contract Monitoring
  • You have nothing to fear but fear itself.

45
Purpose of Contract Monitoring
  • To evaluate the immunization programs funded
    around the state for success in achieving the
    overall goal of raising vaccine coverage levels
    of Texas children, adolescents, and adults,
    including health care workers.

46
Monitoring
  • Approach based on
  • Amnesty for honesty
  • Reasonableness prevails
  • Progress not perfection
  • Goal
  • Performance Improvement

47
Types of Monitoring
  • Two forms of monitoring
  • On-site Reviews
  • Desk Reviews

48
On-Site Review Monitoring
  • On-Site Monitoring
  • TVFC annual reviews
  • Immunization Contract site review (every two
    years)
  • DSHS Contract Oversight Support (COS) fiscal
    reviews (all DSHS contracts, usually every 3
    years)

49
Immunization Contract On-Site Review
  • Not a clinic by clinic review, but an overall
    review of the LHD Immunization Program
  • Records
  • Policies
  • Staff interviews
  • Observations
  • Based on standards requirements in DSHS
    Immunization Contractors Guide for Local Health
    Departments
  • Conducted by regional and sometimes Austin staff

50
Desk Review Monitoring
  • Tri-annual Reports
  • Due January 31, May 31, Sept 30
  • Fiscal Reviews
  • Monthly vouchers
  • FSRs
  • Other DSHS data resources
  • TVFC documentation (C-33, C-68)
  • VPD reporting (NBS)
  • ImmTrac data

51
New Tri-annual Report
  • Data only
  • Send electronically
  • Excel format
  • - Final sent at time of contract
  • - Will be sent to one email address
    immunizationcontracts_at_dshs.state.tx.us

52
Tri-annual
  • Instructions for use Multiple tabs
  • Triannual 1st tab
  • VPD tab 2nd tab
  • Education Training 3rd tab

53
Tri-annual Tabs
54
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55
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56
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57
Questions?
  • Remember to submit all questions on index cards
    in your packet!

58
Questions
  • Submit questions to Janie Garcia in CMU
  • Email Janie.garcia_at_dshsh.state.tx.us
  • Fax (512) 458-7391

59
Thank you for attending
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