Transcript Foster Family Homes

The Office Of
Children, Youth and
Families (OCYF)
Contract Documentation
related to Foster Family
Services
April 2009
1
Afternoon Agenda
1:00pm-5:00pm

Introductions

Purpose & General Updates


LaShanna Sloane
Foster Family Services

Michael Laird

Questions

Institutional Facilities/Group Homes

Erica Nocho (Morning Session)
2
Purpose of Bulletin

Provide documentation to support
allowable expenses for…
 State Act
148 and Title IV-E funded services.
The Original Residential Service Contract
Documentation Bulletin released in May 2008.

Concerns expressed by Providers, Counties, and
OCYF observation
Not enough clarity
 No automation
 Cumbersome Submission and Review Process

3
Foster Family Services
Still a concern….
 Title
IV-E maintenance and Title IV-E
Administrative expenses must be separated.

Title IV-E Administrative expenses


Costs for the administrative expenses for the foster care
program/child placing agency.
Title IV-E Maintenance expenses

The foster care maintenance expenses to maintain the
child in the temporary home.
4
Revised Contract
Documentation Bulletin

Introduction



Out of Home Placement Services
 Who is subject to complete contract documentation
Revised the current Submission and Review Process
Appendix A







Electric Submissions
 Automation
More than one option to report expenses
 Multiple classes with the same per diem
Additional clarification has been added
 Indirect expenses/Cost Allocation Plan
 Separate Title Administrative and Maintenance expenses
Revised overall structure of Appendix A/Support Documentation
 Understand the relationship between the forms
Some examples have been added
 FTE calculations
Modified forms to focus on service
 Rosters focus on job functions
Added clear instructions from the Bulletin to the forms
 Reduce time/convenience
5
Foster Family Services


Out of State Providers

Must be licensed.

Budget Reports/Support Documentation.
Office of Developmental Programs (ODP)


ODP budget reports-Difficult to identify State/Federal Funding
Publicly Operated Residential Service Providers


Must complete forms.
Reviewed by OCYF.
6
Initial Submission Process 08/09FY
Separating the contracts based on per diem


200 + OCYF
Below 200 sent to the county agencies

Concerns expressed by Providers, Counties, and OCYF
observation
• Different per diem rates for the same service.
• Duplication of Efforts
• Inconsistency with Implementing State Act 148 and Title IVE guidelines.
• Outstanding submissions
7
Revised Submission Process
09/10FY
Statewide Involvement

County Review Teams


Consists of members from the county agencies
OCYF

To provide Technical Assistance to the county review teams
Review Structure

Privately Operated Out of home service providers


Out of home service providers licensed by the Office of
Developmental Programs (ODP)


County Review Teams
County Review Teams
Publicly Operated Out of home service providers

Office of Children, Youth, and Families (OCYF)
8
Public vs. Private Submissions
Private Providers
Public Providers
•
•
•
•
Foster Family Provider Cover
Sheet
Rate Sheet
Current Foster Family Service
Sheet
Foster Family Per Diem
Calculations Sheet
•
•
•
•
•
•
•
•
•
•
•
•
Foster Family Provider Cover Sheet
Rate Sheet
Current Foster Family Service Sheet
Local Service Provider Staff Roster
Local Service Provider by Job
Classification Sheet
Direct Administrative Expenditure
Sheet
Indirect Administrative Staff Roster
Indirect Administrative Expense Sheet
Master List of All Agency Programs
Sheet
Service Projection Chart
Administrative Cost Per Child Per
Class of Service Sheet
Cost Allocation Plan Sheet
Foster Family Per Diem Calculations
Sheet
9
Documentation Submission
Provide
r
Budget
Forms
County
Review
Team
Provide
r
Budget
Forms
County
Review
Team
Provide
r
Budget
Forms
County
Review
Team
Provide
r
Budget
Forms
OCYF
E-mail Resource
Account
County
Review
Team
OCYF
Secure Web Page
[email protected]
State Act 148 &
Title IV-E Per Diems
10
Questions

By Email
 Please
send questions regarding the Excel workbook
or the automated process to the resource account.

[email protected]
11
Foster Family
Homes
Contract Documentation
2009-2010
12
BUILDING
The Foster Family Home Per Diem
13
What is the Purpose of the Forms?



Required Contract Documentation ‘builds’ the
per diem by asking for details of both
maintenance and administrative expenditures.
Each form helps answer questions associated
with reasonability and if the cost is allowable for
State and/or Federal funding
Each expense is evaluated by activity.
 Does
the activity relate to maintaining the child in care
or the administration of the foster care program?
 Who benefits from the activity/expense?
14
Foster Family Homes
Per Diem Elements
FOSTER FAMILY PER DIEM
Maintenance Payment
Administrative Payment
Direct Administration
Indirect Administration
15
Foster Family Home
Maintenance


Amount paid to maintain the child in care
(4)(A) The term “foster care maintenance payments”
means payments to cover the cost of (and the cost of
providing) food, clothing, shelter, daily supervision,
school supplies, a child's personal incidentals, liability
insurance with respect to a child, and reasonable travel
to the child's home for visitation. In the case of
institutional care, such term shall include the
reasonable costs of administration and operation of such
institution as are necessarily required to provide the
items described in the preceding sentence.
16
Foster Family Home
Administrative Payment

“…costs for the administration of the Foster Care Program” Code of
Federal Regulations Title 45 Section 1356.60
~ Examples ~











(i) Referral to services;
(ii) Preparation for and participation in judicial determinations;
(iii) Placement of the child;
(iv) Development of the case plan;
(v) Case reviews;
(vi) Case management and supervision;
(vii) Recruitment and licensing of foster homes and institutions;
(viii) Rate setting; and
(ix) A proportionate share of related agency overhead.
(x) Costs related to data collection and reporting.
(3) Allowable administrative costs do not include the costs of social services
provided to the child, the child's family or foster family which provide counseling or
treatment to ameliorate or remedy personal problems, behaviors or home conditions.
17
Appendix A – Form Names
Appendix A Cover Page
Summary Rate Sheet
I. Current Foster Family –
Class of Service
Description
II. Local Service Provider –
Staff Roster
III. Local Service Provider
by Job Classification
IV. Direct Administrative
Expenditures
V. Indirect Administrative
Staff Roster
VI. Indirect Administrative
Expense
VII. Cost Allocation Plan
VIII. Master List of All
Agency Programs
IX. Service Projection Chart
X. Administrative Costs Per
Child Per Class of
Service
XI. Foster Family Per Diem
Calculations
18
Final Foster Family Home Per Diem
XI. Foster Family Per Diem
Calculation
Administrative
Payment
Maintenance
Payment
X. Administrative Costs per
child by Class of Service
I. Current Foster
Family Class of
Service Description
IX. Service Projection Chart
II. Local Service Provider
Staff Roster
IV. Direct Administrative
Expenses
III. Local Service Provider
by Job Classification
V. Indirect Administrative
Staff Roster
VII. Cost
Allocation
Plan
VI. Indirect
Administrative Expense
VIII. Master List of All
Agency Programs 19
Tell Me about the Foster Family
Home Forms (Appendix A)



Two (2) forms are
information gathering
forms (Cover Page &
Summary Rate Page)
Eleven (11) forms that are
interrelated to build a per
diem for each Class of
Service
Each form is asking for
additional detail that will
support the expenses
incurred by the service
provider.


In addition to these forms,
Service Providers will need to
include a Cost Allocation Plan
with specific details related to
both Total and Title IV-E
Allowable Cost Distribution
Complete the forms in order as
the “Building of the Per Diem”
will accumulate data in Shaded
Boxes; Do Not Enter data into
these shaded boxes, instead
change the data in the
previous form(s).
20
Important Note
Complete the forms in the
order they are listed!!
21
Cover Page
22
Cover Page

Complete all Identifying information
 Identifying
info for Facility, Parent Organization, CEO
and Contact Person


Checklist - Ensure all forms are included
Multiple Certificates of Compliance
 Complete
when costs for the same classes of service
at multiple locations are combined to calculate one Per
Diem for each Class of Service (All three components
have to be the same)
 Enter the identifying information for all the Certificates
of Compliance
23
Summary Rate Page
24
Summary Rate Page (Continued)

For Each Class of Service, A Requested Per
Diem Rate will be listed
 Multiple




Sites
Enter word “MULTIPLE” under [Certificate of Compliance
Number]
Identify the Class of Service (i.e. TR or Traditional)
Both Total and Title IV-E Requested Per Diems
This sheet will be a quick reference for
Contracting Agencies to see ALL requested Per
Diems (Including Group Homes/Institutions if
offer by the service provider)
25
I. Current Foster Family
Class of Service Descriptions
MACRO BUTTON
26
Class of Service Descriptions (Cont.)
List the Rate that is Paid for the Class of
Service
 Use Two Alpha Characters to Identify each
Class of Service
 Identify the Population Served in each Class
 FF Per Diem Includes – List all the expenses
expected to be covered by the Maintenance
Per Diem
 Click “MACRO BUTTON” if additional
classes need to be added.

27
Class of Service Descriptions (Cont.)

Incidentals Not Included in the Per Diem:
 List
items that the Contracting Agency wishes
for a service provider to pay for and will
reimburse on an individual basis
 Items listed here should be expenses agreed
upon by the contracting agency and truly
incidental which is defined as “occurring merely
by chance or without intention or calculation”
 These expenses are outside of the
Maintenance Per Diem!
28
Purpose of the Form
Class of Service Descriptions


Identify Each Class of
Service
Show differences
between each class
 Populations
 Expenses
 Services
 Incidentals

Supports that the
items within this
portion of the Total
Per Diem can be
claimed as
Maintenance and
reviewed for Federal
and State
Reimbursement
29
II. Local Service Provider
Staff Roster
30
II. Local Service Provider
Staff Roster (Continued)

For the Audited Actual Year – List:

Staff Name/ID, Position/Title, FT/PT- Percent of Time
allocated to this AGENCY, Weeks Worked during the
year, Total Annual Salary Paid, and Percentage of Total
Salary Allocated to this Site
 Enter the amount of the employee’s salary that was
dedicated to each Job Category (Manager/Supervisor,
Program Staff, …)
 Staff’s Salary Allocated to this Site should be the Total of
all the Job Categories amounts added together.

Each Job Category will Total above the Job
Category description
31
II. Local Service Provider
Staff Roster (Continued)

Error Message
 Above
Error Messages Box
 Appears when the total of
all the amounts listed under
each Job Category DO
NOT equal the amount
listed under Staff’s Salary
Allocated to this Site
Column
32
II. Local Service Provider
Staff Roster (Continued)

Error Message
 At
the End of Each Row
 Appears when an
employee’s Total Salary
multiplied by Percentage of
Total Salary Allocated to this
Site DOES NOT equal the
Staff’s Salary Allocation to
this Site
33
Purpose of the Form
II. Local Service Provider Staff Roster



Identify Employees,
Salaries and Amounts
allocated to each Job
Category
Assist in ensuring
Totals are accurate
Identify the balance of
job function by the
facility

Identifies what each
employee is doing to
determine if the
associated salary is:
 Reasonable
 Allocated
in an
equitable manner
 Allowable for Federal
and State
reimbursement
34
III. Local Service Provider by
Job Classification
35
III. Local Service Provider by
Job Classification (Continued)

Under Each Job Category
list each position/title that
applies to each category


(Examples are provided)
Complete for each Fiscal
Year (FY).


Actual Audited FY populates
based on the Local Service
Provider Staff Roster data
List each Position/Title’s FTE
count, Total and Title IV-E
Allowable Amount under
each Job Category

Complete Narrative Box for:


Methodology of Staff Time
Allocation
Any significant changes
related to staff count (FTE)
and/or staff salaries
36
III. Local Service Provider by
Job Classification (Continued)

Error Message


Below Each Subtotal in
Actual Audit FY Columns
Only
Appears when the Subtotal
for each Position/Title
DOES NOT equal the Job
Category subtotal on the
Staff Roster page (listed
above each Job Category
on the Staff Roster)
37
III. Local Service Provider by
Job Classification (Continued)

Error Message
 Under
Total
 Appears when the sum of
the FTE counts DOES
NOT agree with Staff
Roster Actual Audited FY
38
Purpose of the Form
III. Local Service Provider by Job
Classification


Display the staff
counts needed to run
the local service
provider office
Show the staffing
trends over a three
year period


Used to evaluate the
reasonableness of
staffing a local service
provider office.
Used to review the
total unallowable staff
salary portion when
trending the amount
from the Audited
Actual FY to the
Projected Budget FY 39
IV. Direct Administrative Expenditures
40
IV. Direct Administrative Expenditures
(Continued)


Personnel Expenses will
populate for all three FYs
based on data from the
Job Classification page.
Complete the rest of the
Personnel Expenses, as
well as the other
subsections labeled
Facility and Operational
Expenses and Off-setting
Revenue.



For each line item, enter
the expense amount
starting with Actual
Audited FY.
If the prescribed line item
descriptions do not match
your expense category,
enter a Descriptive
line item name under
“Other”
DO NOT ENTER
ambiguous/general line
item descriptions like
“Miscellaneous”
41
IV. Direct Administrative Expenditures
(Continued)



Net Total – Sum of all previous Subtotals
Indirect Administrative – Enter the allotted
Amount of Indirect Administrative Expenditures
(Data gathered from a subsequent page)
Grand Total Direct Admin Exp: - Sum of Net Total
and Indirect Administrative
42
IV. Direct Administrative Expenditures
(Continued)


Narrative Box – Write the methodology used to determine
the allowable amounts listed above as well as specific
details to show how unallowable activities did or did not
impact the expenditures. This information will be similar to
information contained in the your cost allocation plan.
Use provider specific examples from the form. (time studies,
square footage, usage, …)
43
Purpose of the Form
IV. Direct Administrative Expenditures



Collect data from
previous documentation
to calculate Personnel
expenses
Gather expenses related
to the Facility and
Operation of the program
Calculate a Grand Total
including Indirect
Administrative allocated
expenses


Combine all expenses
related to the
Administrative portion of
the Total per diem.
Any Expense categorized
as a Maintenance
payment is NOT to be
included on this page as
only Administrative costs
should be calculated here
(i.e. Incidental budgets)
44
V. Indirect Administrative Staff Roster
45
V. Indirect Administrative Staff Roster
(Continued)




Completion is similar to Local Service Provider
Staff Roster.
Complete for the Entire Indirect Administrative
Body.
Complete for All Three Fiscal Years
Enter the associated amount of each employee’s
salary to the Job Category that most accurately
describes the employee’s activity. If the employee
performs activities that can be classified in multiple
job categories, enter the proportional amount in the
applicable Job Category (Must add up to the total
salary for that employee)
46
Purpose of the Form
V. Indirect Administrative Staff Roster



Collect Personnel
Salaries by employee
and categorize by Job
Category
View Personnel trends
for 3 FYs
For multi-tiered Service
providers, complete this
form for each level of
Indirect Administrative
Expense


Review Personnel Salaries
for State and Federal
Reimbursement based on
Job Category and/or
Position/Title
Evaluate Personnel
Salaries for to determine if
the salaries are
considered a “Reasonable
Cost” (OMB Circular A-122
defines ‘Reasonable Cost’)
47
VI. Indirect Administrative Expense
48
VI. Indirect Administrative Expense
(Continued)
Completed similar to the Direct Administrative
Expenditures form
 Complete for the Entire Administrative
Expense for the Whole Administrative Body.

 This
would include programs that are outside of
Child Welfare residential programs
 County Agencies will be assessing the
contracting agency’s share of the indirect
administrative expense to be fair and equitable.
49
VI. Indirect Administrative Expense
(Continued)

Narrative Box
 Separate
the areas of the indirect expenses that are
not charged to Child Welfare residential programs. Of
the remaining amounts, explain how allowable
portions were determined. Give a detailed explanation
of the methodology used to determine the allowable
portion of the indirect costs.
50
Purpose of the Form
VI. Indirect Administrative Expense


Service Provider will be
displaying the line item
detail of the total indirect
administrative expense
For multi-tiered Service
providers, complete this
form for each level of
Indirect Administrative
Expense


Contracting Agencies will
be able to see that the
Child Welfare residential
programs’ share of the
indirect administrative
expense is fair and
equitable.
Although Audits will be
helpful, they do not
provide the level of detail
around Allowable Costs
that is needed for this
evaluation.
51
VII. Cost Allocation Plan
52
VII. Cost Allocation Plan
(Continued)

The Cost Allocation Plan for Appendix A
should contain two components of allocation
 The
allocation of Indirect Administrative
Expenses to the Local Service Provider site.
 The allocation of the Total Administrative
Expense (Both Direct and Indirect
Administrative amounts) to each Class of
Service
53
VII. Cost Allocation Plan (Continued)




Indirect Administrative Expense Allocation
Cost Allocation Plan (CAP) - Describe the
distribution of expenses, staff time and Allowable
expenditures that are attributed to the Total and Title
IV-E Allowable per diem for the Certificate of
Compliance listed in this packet. The CAP is
expected to show all methodologies used when
distributing cost and/or time.
Use examples whenever possible
Be specific when describing staff and associated
costs; use Job Categories, Position/Titles, Allowable
or Unallowable…
54
VII. Cost Allocation Plan (Continued)
Total Administrative Expense Allocation to
each Class of Service
 Include specific calculations from this form to
show how the Administrative Cost is
distributed to each Class of Service
 Explain the methodology used to determine
how the Administrative Cost distribution is fair
and equitable for each Class of Service
(Show specific calculations where possible)

55
Purpose of the Form
VII. Cost Allocation Plan



Provider Specific
explanation of distribution
of expenses
Able to show the
Distribution of Indirect
Administrative Expenses to
each Direct Administrative
Level
Able to show distribution of
Total Administrative
expenses to each Class of
Service

Support the fair and
equitable distribution of:



Indirect Administrative
Expense to each Local
Service Provider Site
Total Administrative
Expenses to Class of Service
Support the fair and
equitable distribution of
Allowable Costs to:


Each Local Service Provider
Site
Each Class of Service
56
VIII. Master List of All Agency
Programs
57
VIII. Master List of All Agency
Programs (Continued)

Complete for any and all programs that
are included in the total overall indirect
administrative budget – Children and
Youth Residential Services AND any other
programs such as Long-Term Care
Facilities, Adult Programs, Non-residential
Children and Youth Services, etc.
58
VIII. Master List of All Agency
Programs (Continued)


Enter the Name of the
Facility, Certificate
Number and/or Unit ID (if
applicable), Type of
Service, Licensing
Agency and Number of
licensed beds (if
applicable)
Enter the Percentage of
the Total Indirect
Administrative Budget
that is expensed to each
Facility/Program


Enter the Total Dollar
amount associated with
each Program/Facility
Enter the Total Title IV-E
Amount for Each
Program/Facility

If the Program does not
qualify for Title IV-E
Reimbursement, Enter a
Zero “0” in this column.
59
Purpose of the Form
VIII. Master List of All Agency
Programs




Support the fair and equitable distribution of
Indirect Administrative Expenses
In conjunction with the CAP, all indirect
administrative expenses can be evaluated for
appropriate distribution
More multi-tiered Service Providers, complete
for each tier of Indirect Administration.
Display the Title IV-E Eligible Programs and
associated amounts of Indirect Expenses
60
IX. Service Projection Chart
61
IX. Service Projection Chart
(Continued)
62
IX. Service Projection Chart
(Continued)




For the first two FYs, Enter the Monthly Days of
Care Provided by this Certificate of Compliance
Number by Class of Service
The page will total the amounts as you enter them
for each Class of Service
The form will add the Days of Care by Class
together to show Total Days of Care for the
program for the FY.
Enter the Projected FY’s Days of Care as a Total
for each Class of Service
63
Purpose of the Form
IX. Service Projection Chart


Displays Monthly trend
data for days of care for
two FYs
Displays Total Days of
Care for the entire
Certificate Number for
3 FYs.


Display usage by
each Class of Service
Support
Documentation for
CAP and allocation of
Total Administrative
Expenses per Class
of Service
64
X. Administrative Costs Per Child
by Class of Service
65
X. Administrative Costs Per Child by
Class of Service (Continued)
Data is Extracted from other Forms and
utilized on this Form to Calculate the
Administrative Cost per child by Class of
Service
 For this form, Only one field is completed
by Service Provider

66
X. Administrative Costs Per Child by
Class of Service (Continued)


At the Bottom of the
Direct Administrative
Expenditure page
This amount includes
both Administrative
components, Direct
and Indirect
Administrative
amounts
67
X. Administrative Costs Per Child by
Class of Service (Continued)



From Service Projection Chart
Will use all three FYs
Admin Cost per Child by Class of Service form
will use Total Days of Care for each Class of
Service from the Service Projection Chart
68
X. Administrative Costs Per Child
by Class of Service (Continued)



Enter Percentage of
Administrative Budget that
is allocated to each Class
(Total Percent of all Classes
=100%)
Formulas multiply
[Percentage] by [Total
Administrative Amount] and
then divide by [Days of
Care for the Class]
Enter a Percentage for
Each Class of Service for
Each Fiscal Year
69
Purpose of the Form
X. Administrative Costs Per Child by
Class of Service

Uses Previously gathered
data to calculate
Administrative Cost per
Child per Class of Service

Displays the
Administrative
Distribution that should
be explained in the CAP.
Reviewer can compare
the CAP and this form
and see what the CAP
explains in a fiscal format.
70
XI. Foster Family Per Diem
Calculations
71
XI. Foster Family Per Diem
Calculations (Continued)

Enter Title IV-E
MAINTENANCE Allowable
rate and the
CONTRACTED Per Diem
information.


Initial Submission will not
have CONTRACTED Per
Diem section completed for
the [Projected Budget Fiscal
Year]

Narrative Box – If there
are any significant
changes in rate due (i.e.
service change), explain
the cause for the changes
in this box
The other data is extracted
from previous forms.
72
Purpose of the Form
XI. Foster Family Per Diem
Calculations


Gather previous data
onto one page
“Build” the per diem using
the Maintenance and
Administrative portion of
the Per Diem for Each
Class of Service


Display both the
Calculated Per Diem
Rate and the Contracted
Per Diem Rate (If there is
a Difference)
Display WHERE the
Calculated Per Diem and
Contracted Per Diem
differences are –
Maintenance or
Administrative Portion
73
CONGRATULATIONS!
Your Per Diem is Built!!
74
QUESTIONS?
[email protected]
75