Program Issues, Contract Requirements or Payments Contact Tina Bumgarner
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Transcript of Program Issues, Contract Requirements or Payments Contact Tina Bumgarner
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Program Issues, Contract Requirements or Payments
Contact Tina Bumgarner
(704) 462-2686
Cost Report & Time Study questions
Contact Mike Thompson [email protected]
(919) 855-3684
2009 IV-E Foster Care Cost Report Training
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Medicaid Services
Medicaid services reporting questionsContact Christal [email protected](919) 855-4218
NC Department of Health and Human ServicesDivision of Medical Assistance2501 Mail Service CenterRaleigh, NC 27699-2501
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Agenda
1) Rate Setting Process
2) Cost report package
3) Foster Care definitions
4) Relationship between the Time Study and the Cost Report
5) Daily Supervision vs Foster Care Activities/Social Service
6) Tips
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Rate Setting Process
• Agencies must qualify through the Division of Social Services
• Agencies submit their Audit, Cost Report and Time Study to Office of the Controller
• Cost Report and Time Study are reviewed by Office of the Controller
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Cost Report Package
In order to obtain a foster care rate, an agency must submit the following no later than the due date (March 16, 2009)
* Residential Treatment and Foster Care Cost Report
* Documentation of Child Care days
* Financial Audit
* Time Study participation
* Supplemental Schedules/Reports
Agencies should perform a self check on the cost report using the:
* Rate Review Work Sheet
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Cost Report Basics
Cost report is based on the audit
Child care days must be separated by service
Total expense on Schedule C must match audit
The expense for each program in the audit should match that program on the cost report
Admin should be reported in the admin column, unless it is allocated in the audit
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Audit Requirements
• Audits must show both revenues and expenditures.
• Revenues must be broken out by fund type.
• Expenditures must show a separation between administrative costs and program costs.
• Administrative costs must also delineate between management and fund-raising costs.
• Program costs must be delineated by type as well as identify specific allowable foster care costs within each type.
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Terms for Cost Reporting
• Therapeutic vs. treatment or Foster Care?
• Medical necessity and Medicaid authorization for mental health service
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Terms for Cost Reporting
Foster Care Maintenance Payment
Payment to cover the cost of, and the cost of providing:
Food Clothing Shelter
Daily Supervision School supplies
Personal Incidentals Liability Insurance
Travel to the child’s home for visitation
Includes reasonable administration and operation for institutional care
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Non-Allowable Costs: Items Not Covered by IV-E Funding
Recreation other than the occasional expense allowed in Personal Incidentals
Expenses not directly related to providing room, board, supervision and necessary administration, such as swimming pools, gymnasiums, chapels/churches, housing other than the residential facilities occupied by the children in care.
Medical and social services treatment or services
Educational expenses other than school supplies
Gifts
Food served at banquets, or training
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Recreation is NOT an allowable item of expense, except where it clearly substitutes for daily supervision – CWPM 8.3B.1 (1)d.
A child’s personal incidentals can include the reasonable and occasional cost of such items as tickets or other admission fees for sporting, entertainment or cultural events or dues for clubs. – CWPM 8.3B.1 (2)
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Successful Time Study Participation
Only time performing FC/SS activities is reported on time study
All time performing as FC/SS is reported on time study
Communication is key
Ensure participants have the definitions
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Daily Supervision vs FCA/SS
Daily supervision – performing routine day-to-day care and supervision of children.
Foster Care Activities/Social Services – performing activities described in the Foster Care Service Definitions, such as case management, referral to services, etc.
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Daily Supervision vs FCA/SS
Daily Supervision
NOT reported on the Time Study
Expense is reported on lines 14-16 of the Cost Report
FCA/SS
IS reported on the Time Study
Expense is reported on lines 18-20 of the Cost Report
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Time Study - General Instructions
• Required by federal regulations
• To document allowable activities for inclusion in the rates
• Participation is based on activities, not title or position.
• Use DSS Definitions of Foster Care Activities
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• Agency staff will collect the reports, verify that all entries are complete and Program Codes are correct.
•Agencies are requested to submit the completed time sheets to the Controller’s Office, to be received by March 16, 2009.
•Retain a copy of the daily work sheets for your files and audit purposes and mail (paper originals) or email (Excel) sheets to:
DHHS FC Rate SettingOffice of the Controller2019 Mail Service CenterRaleigh, North Carolina 27699-2019
Time Study - General Instructions
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• Agency ID - Changed to DSS Agency ID; auto fill
Time Study - Specific Instructions
Agency Totals Worksheet
• Agency Name - Dropdown list
• Service Type - Residential or Family Foster Placement
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• Agency ID and Name – from Agency Totals Worksheet
Time Study - Specific Instructions
Employee Worksheets
• Employee Last & First Name – text
• Date - Enter the numeric date. Excel is limited to numbers 1-31, dropdown list
• Line Number - Pre-printed
• Description of Activity - Enter category from Foster Care Activities Definitions; dropdown list
• Minutes - Enter in 15 or multiples of 15. Excel limited to multiples of 15 from 15 – 720.
• Service and Program Codes – Entered automatically based on Description of Activity
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Allocation of Program Code AIt is used to allow for the inclusion of time/expense allocated to social service activities not detailed in O or Z such as expense for absences due to sickness or vacation. The Time sheets have been modified to capture this information.
For example: Allowed Non-allowed Absences Total %Minutes A
Day Z O A
1 employee went home sick 120 15 345 480
2 240 240 The remainder of this employee’s time was spent in task not expensed (allocated) to social service activities.
3 360 120 480
End of Month Total 720 135 345 120
A Allocation% 84.210526% 15.7894737% 100. %
A Minutes Allocated 290.52632 54.4737 345
End of Month Total 1010.5263 189.474 1200
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Time Study - General Instructions
• Use DSS Definitions of Foster Care Activities
• Agency staff will collect the reports, verify that all entries are complete
and Program Codes are correct.
• Submit the completed time study workbook to the Controller’s Office, to be received by March 16, 2009.
•Retain a copy of the time study workbook for your files and audit purposes
Tip - Participants can combine minutes of the same activity performed on a single day.
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Tips
• Please submit everything that you can electronically
• Please do not send hardcopies of anything submitted electronically
• If your agency does not provide any of the treatment services that must be reported on Schedule C-1, use the smaller cost report
• Be sure to include any supplemental schedules used to complete the report
• If “Other Programs” tie in total from the audit to the cost report, the total of “Other Programs” can be entered on line 88
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All information, forms and schedules for completing the Residential Treatment and Foster Care Cost Report are available at http://www.ncdhhs.gov/control/
under Program Specific Information for:
Look for Residential Treatment and Foster Care in the list to link to pertinent information.
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