BUDGET / INVOICE OVERVIEW - PowerPoint PPT Presentation

Loading...

PPT – BUDGET / INVOICE OVERVIEW PowerPoint presentation | free to download - id: 7b5a12-YjE5N



Loading


The Adobe Flash plugin is needed to view this content

Get the plugin now

View by Category
About This Presentation
Title:

BUDGET / INVOICE OVERVIEW

Description:

Title: MCAH Budget Invoice Overview 2012-09-05 Author: DHS Last modified by: Alspektor, Jonathan (CDPH-MCH) Created Date: 2/22/2005 6:06:14 PM Keywords – PowerPoint PPT presentation

Number of Views:59
Avg rating:3.0/5.0
Slides: 27
Provided by: DHS60
Learn more at: http://www.cdph.ca.gov
Category:

less

Write a Comment
User Comments (0)
Transcript and Presenter's Notes

Title: BUDGET / INVOICE OVERVIEW


1
New MCAH Director Orientation May 17,
2011Presented byStephen Fong, Contract Manager
and Linda Nagel, Mendocino County MCAH Director
  • BUDGET / INVOICE OVERVIEW
  • For the MCAH Director
  • THINGS YOU WANTED TO KNOW, THINGS YOU NEED TO
    KNOW
  • and THINGS YOU DONT WANT TO KNOW, BUT HAVE TO
    HEAR ANYWAY

2
Budget Basics
  • The budget is a projection of your agencys cost
    to complete the MCAH program SOW.
  • The budget also forecasts the percent of
    reimbursable Federal Title XIX activities that
    program staff perform to meet the FFP (Federal
    Financial Participation) objectives.

3
Brief Budget Summary
  • Five line item budget
  • Personnel Staff salaries benefits.
  • Operating Expenses Expenses necessary to run the
    program.
  • Capitol Expenditures Major equipment over
    5,000.
  • Other Costs Subcontracts, equipment, office
    furniture. Anything that is not a day to day
    expense.
  • Indirect costs Costs that are not identified as
    direct cost of the program. Indirect cost are
    limited to 10 of the total wages not including
    benefits.

4
Budget basics
  • What you need to understand
  • Funding Sources
  • Title V Block Grant Funds (Federal)
  • Agency General Funds
  • Title XIX Funds (Federal Medicaid/Medi-Cal)
  • Matchable and unmatchable activities, travel,
    training, operating expenses
  • Enhanced activities, and who can claim them
  • Restrictions, if any, on spending

5
Title V Funds
  • Title V Funds are Federal Block Grant funds, and
    are allocated as a fixed amount each year.
  • Title V Funds are used to reimburse Program
    expenses incurred for activities consistent with
    the goals and purposes of the Title V Block
    Grant.

6
Agency Funds
  • Agency funds are sometimes necessary to
    supplement program costs or balance the budget.
  • Non-federal agency funds should be used to
    maximize the use of available matching federal
    funds claimable under Title XIX of the Federal
    Social Security Act (42 U.S.C., Sec. 1396 et
    seq.).

7
Title XIX Funds
  • Title XIX funds are accessed through Federal
    Financial Participation (FFP) which is a federal
    program providing reimbursement for activities
    performed by qualified staff that meet specific
    Medi-Cal program goals/objectives.
  • FFP is the funding mechanism under which Title
    XIX (Medi-Cal dollars) are accessed via matching
    to reimburse agencies for Medi-Cal administrative
    activities associated with specific FFP
    objectives.

8
FFP Objectives
  • There are two objectives in FFP
  • Assisting individuals eligible for Medi-Cal to
    enroll in the Medi-Cal program, and/or
  • Assisting individuals on Medi-Cal to access
    Medi-Cal providers, care, or services.

9
Reimbursement Levels
  • There are two levels of reimbursement for FFP
  • The first is Enhanced. The only staff that can
    claim enhanced reimbursement are Skilled
    Professional Medical Personnel (SPMPs) and
    clerical support of an SPMP. This is the 75/25
    match.
  • The second is Non-Enhanced. Anyone on the budget
    can claim Non-Enhanced. This is the 50/50 match.
  • (Every time you hear reimbursement, think FFP
    objectives)

10
Operating Expenses
  • Most operating expenses incurred in performing
    the activities in the SOW are allowable and
    matchable
  • rent, communications, utilities, office supplies,
    computer maintenance, etc.
  • A few expenses that are not matchable are
  • Educational materials
  • Incentives / promo items / motivational
    redirectives
  • Toll Free lines
  • SIDS / FIMR Activities and materials (Title V
    funded)
  • Allowable budget items that cant be matched can
    be budgeted with Title V or Agency funds.

11
When is Travel and Training Matchable?
  • Travel and Training is matchable when It meets
    one of the two FFP objectives
  • Travel to and from
  • A matchable activity
  • Training related to the FFP objectives
  • Conferences related to FFP objectives
  • Outreach
  • Training for
  • Time Study / FFP training
  • Staff training to assist clients with Medi-Cal
    enrollment

12
Enhanced Travel Training
  • Training, Travel Time, and Travel Costs can be
    Enhanced when
  • The Training is by a SPMP for SPMPs and relates
    to either of the two FFP objectives
  • Travel Time and Travel Costs are to and from an
    Enhanced training

13
Budget Restrictions
  • The following is a partial list of
    non-claimable items
  • Food
  • Malpractice Insurance
  • Purchasing or improving land or buildings
  • Any costs not directly related to the MCAH
    Program SOW
  • All non-claimable items will need to be removed
    from the budget before it can be approved.

14
Budget MCAH Directors Role
  • You (and your agencys fiscal agent) must sign
    your approval of the budget and any budget
    revisions
  • We certify that this budget has been
    constructed in compliance with all MCAH
    administrative and program policies.
  • You need to provide your fiscal staff with
    information, in order to develop a budget that
    meets MCAH Program requirements and your ability
    to implement the MCAH SOW.

15
Budget MCAH Directors Role
  • 1. Determine staffing needs to support MCAH
    Program SOW.
  • Percent of each staffs time in the program
  • Matchable percentages needed (enhanced,
    non-enhanced) for each staff
  • Review averages of previous years time
    study/invoice data
  • Incorporate changes based on the SOW activities
  • Revise duty statements as needed

16
Budget MCAH Directors Role
  • Determine Operating expenses needed to support
    program.
  • MCAH Program Policies Procedures require
  • Adequate funding for training and meeting
    expenses, including travel, must be built into
    the annual budget.
  • PSC responsibilities Attend a new PSC
    orientation and a CPSP Annual Statewide meeting
    and, if funds are available, a regional training.

17
Budget Strategy
  • Budget building steps
  • After determining staffing needs to support SOW,
    enter all personnel costs.
  • Next enter all Operating expenses to support
    program.
  • Then enter any Other Costs items. (Sub-Ks, minor
    equipment, etc)
  • If matching, enter matchable percentages for
    staff from average of invoice /time study data.
  • Check balance totals at top of budget to see if
    over or under budget.

18
Invoices
  • The MCAH Division reimburses Agencies for actual
    cost and expenses in meeting the MCAH and FFP
    program objectives.
  • Reimbursement is limited to the amounts approved
    on the MCAH program budget.

19
Invoices MCAH Directors Role
  • You must sign your approval of the invoice
    I certify that I have seen and reviewed this
    invoice for compliance with MCAH administrative
    and program policies.
  • Sign invoice cover letter. Be sure that Time
    Study Data Reports for Summary of FFP are
    attached if you are claiming Title XIX (FFP)
    funds.

20
Invoicing Due Dates
  • Invoices are due
  • 1st -3rd quarter invoices due 45 days after the
    end of each quarter
  • 4th quarter invoice due 90 days after the end of
    the fiscal year (end of September)
  • Final supplemental invoice, if necessary, 120
    days after the end of the fiscal year (end of
    October)
  • If an extension is needed, email your request to
    your Contract Manager.

21
Invoice Reconciliation Table
  • A tool to help manage funding, expenditures and
    future budgets.
  • Reflects balances between current expenditures
    and remaining funding.
  • Should be reviewed when completing invoice to
    insure funds are available.
  • Eliminates surprises and identifies the need for
    budget revisions.

22
Budget Revisions
  • A budget revision is a change or adjustment in
    any element of the negotiated and approved MCAH
    program budget. This includes changes in funding,
    SOW, personnel and operating cost.
  • A budget revision request must be submitted in
    writing to the MCAH Division with an explanation
    of the changes along with all of the appropriate
    documents.

23
Audits
  • State
  • MCAH programs may be audited every three years
  • Areas to be audited may be program and/or fiscal
    compliance with State and Federal requirements.
  • Performed by Department of Health Care Services
    Audits Investigations.
  • Keep all records for at least 3 years past the
    final invoice payment for the fiscal year (longer
    if an audit is in progress).

24
Audits
  • Federal
  • The Federal government may audit any State or
    local government program receiving Federal funds
    at any time for compliance with Federal program
    and fiscal compliance.
  • ALL programs receiving federal funds are
    responsible for being knowledgeable of and
    following the Federal rules and requirements.

25
Need Help?
  • Use the MCAH Policies and Procedures Manuals on
    the MCAH website to assist you with understanding
    the various fiscal and program processes.
  • Contract Managers and Program Consultants are
    good resources when you have questions.

26
ANY QUESTIONS?
  • ?
About PowerShow.com