Statewide Training for SNAP-Ed Local Implementing Agencies

“Let’s Get Fiscally Fit 2016” Train the Trainer

Facilitator’s Guide

On behalf of the California Department of Social Services, the California Department of Public Health Nutrition Education and Obesity Prevention Branch, UC CalFresh, California Department of Aging, and Catholic Charities of California, we are pleased to announce upcoming SNAP-Ed trainings available to appropriate staff from SNAP-Ed state and local implementing agencies in California. 

Table of ContentsGeneral Information...............................................................................................................3

Preparation............................................................................................................................4

Agenda..................................................................................................................................5

Facilitation Guidance.............................................................................................................6

Suggested Physical Activity.................................................................................................22

Suggested Ways to Evaluate..............................................................................................23

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General Information

Target Audience Local SNAP-Ed Implementing Agency staff whom have budget development and adjustment responsibilities and/or invoicing duties.

Overview Let’s Get Fiscally Fit” fiscal and administration training is an informative and interactive training that will focus on budget development, adjustment, and invoicing processes, as well as examine desk review requirements

Purpose The training provides participants with the skills to do and train others to do the following:

Build a suitable budget in compliance with the USDA SNAP-Ed guidance.

Utilize the Budget Adjustment Request (BAR) process to revise USDA Plan budgets.

Accurately create and submit an invoice for reimbursement.Describe the requirements and documentation needed to ensure a successful desk review

Duration 9:00am-3:00pm (including at least an hour lunch and two ten minute breaks)

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Preparation

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Trainer materials needed A/V needslaptopprojectorspeakersflip chart pad and easelmarkerspostersDVDsIndex cardsotherTable materialspencils/pens/markerssticky notesmanipulatives (things to touch/play with)otherMiscellaneousblue tapesnacksother

Materials for Trainees Training folders with handouts as follow:

Left side:AgendaPower Point (3 slides per page with lines for notes

Right side handouts:Budget Workbook (#1)BAR Sample (#2)BAR Scenario Questions (#3)Invoice Template (#5)Summary Personnel (#6)Summary Operating Expenses (#7)Sub-granting Expectations (#8)

Links used in PPT Invoice submission email: NEOPBFiscalrequest@cdph.ca.gov

Click here for link to NEOPB Branch website

Preparation prior to training Participant packet and materials printing and preparation, AV set-up, prep table supplies as indicated on page 4 of this facilitator’s guide. Create and hang directional signage as needed.

Room Setup Sign-in table at entrance with sign-in sheet, name tags/table tents and participant folders.

Horseshoe set-up for up to 20 participants.

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Agenda

TimeGuidelines Section Leader

8:00 am Set-Up

8:30 am Registration

9:00 am Welcome/Warm-Up Activity

Overview of SNAP-Ed Funding

Intro to NEOPB

Budget Development and Adjustment Requests

PA BreakInvoice Creation and Submission

Lunch

Contract Compliance Process

Break/PA

Additional Resources

Wrap-up

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Facilitation Guidance

Title Welcome/Warm-Up Activity

Time 30 minutes

Facilitator

Materials and Preparation

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Left side Right SideSay: Welcome everyone to the Let’s Get Fiscally Fit SNAP-Ed training.

Do:

Say: A few housekeeping items:Before we get started, I hope that everyone was able to sign in and get his or her nametag and their folder.

Bathrooms are located: Water:Breaks:Lunch:

Describe agenda items listed on slide and review materials packet content.

Say: We have time slotted for Q & A. However, please feel free to ask questions throughout training.

Explain: Learning objectives as listed on slide to training participants and allow Q&A.

Ask: State Staff and participants to introduce themselves (as described on slide) and explain which Olympic athlete they would be and why.

Emphasize: How information shared will be utilized later in training (for PA break).

Say: In light of our “fitness theme”, particularly as it relates to the Olympics. Let’s picture ourselves winning as many gold medals as possible in our Olympic sport of choice. This photo represents each of those gold medals. Several of your gold medals are strategically placed throughout this training presentation. At the conclusion of our training, you will all be given the opportunity to guess how many you discovered

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Title Overview of SNAP-Ed Funding

Time

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Materials and Preparation

Left side Right Side

Say: We will begin our training today by providing an overview of how SNAP-Ed funds are awarded and managed by the appropriate agencies. So, let’s get started.

Say: We will now share a summary of the SNAP-Ed Funding Process.

Explain the following:1. USDA allocates SNAP-Ed funding to each State, and in California funding is given directly to CDSS.2. CDSS disburses the funding to five implementing agencies (CDPH, CDSS, CDA, UCD, CC). The CDPH – NEOPB receives their funding from CDSS via an interagency agreement.3. Each year an annual SNAP-Ed plan is required by USDA. This process is created through a funding application process (FAP), in which each State Agency works with their local implementing agencies to complete the application. For example, CDPH-NEOPB works with LHD staff to complete a budget and work plan. Once the application is reviewed by CDSS, it is then submitted to USDA’s Western Region Office (WRO) for review and approval by September 30th with work beginning by 10/1 of each Federal Fiscal Year (FFY).

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Title Intro to NEOPB

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Materials and Preparation

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Left side Right SideSay: The Nutrition Education and Obesity Prevention Branch, often referred to as NEOPB, is comprised of three separate areas with seven sections. The Branch recently went through a reorganization into a functional structure. The Branch Chief is Dr. John Talarico and he has three Assistant Branch Chiefs.

Caroline Kurtz oversees Local Agency Support, Training, and Policy. Rosanne Stephenson oversees Media and Communication, and Gil Sisneros oversees all administration, fiscal and contract activities.

Say: Now let’s take a closer look into the Contract Operations Section. This is the section that you deal with on everything we will cover in today’s presentation. I am sure you are already familiar with your contract manager. But now you can see where he or she fits into the NEOP Branch and who they report to should you every need to go up the chain of command.

Briefly describe CM responsibilities by presenting slide content.

Ask: What questions do you have about the information we provided about administration and funding?Respond to questions asked and add any unanswered questions to the ”Let’s Get Fiscally Fit” bike rack.

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Title Budget Development and Adjustment Requests

Time

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Materials and Preparation

Left side Right SideSay: We will now discuss the budget development and adjustment process, and then advance to next slide.

Ask: What questions do you have about the information we provided about development?Respond to questions asked and add any unanswered questions to the ”Let’s Get Fiscally Fit” bike rack.

Say: Now let’s take a little time to review. Say: If you are in charge of developing a budget and a co-worker approaches you with the following question, how would you respond?

Note to presenter : float questions in 1 at a time, and follow instructions below.

Invite: Participants to answer each question out loud.

Request: Input from multiple participants as needed.

Review and explain answers after each question.

Answers:1. No. Because this person works in more than

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1 program, therefore, expense is not 100% reimbursable.2. Yes, any staff not working 1.0 FTE must be prorated based on the approved FTE percentage (such as .5, .75, etc.).3. You would show the changes in the Travel line item in the Other category column and include what other is on the description.Advance to next slide for remaining questions and answers.

Advance to next slide for remaining questions and answers.Activity ContinuedNote to presenter: continue to float questions in 1 at a time, then answer in after conversation.

Invite: Participants to answer each question out loud. Request: Input from multiple participants as needed.

Review and explain answers after each question.

Answers:1. Yes, but the prime must put this cost on their budget. The prime must also complete the CDPH 1203 and get equipment tags.2. Yes, this is an allowable expense; however the cost per person cannot exceed $2.50.3. No. Detailed budgets are required when more than $25k.Ask: What questions do you have about the information we provided about development?

Respond to questions asked and add any unanswered questions to the ”Let’s Get Fiscally Fit” bike rack.

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Say: now let’s take a few minutes to recover from our “training session” and give our minds a rest. Take a few minutes to walk around and/or use the restroom, etc. then we will come back for a stretch/relaxation break before we move on to our next topic.

Lead the Stretch break activity by guiding participants through the following:

1. State: Close your eyes, and hold onto a chair if you need to.2. Ask: if you had anywhere in the world to go to relax, where would it be?3. State: visualize your surroundings and yourself (the waves, the mountains, swimming through the ocean, breathing in the fresh air, etc.)4. State: Now slowly open your eyes and stretch your arms high above your head, then make a big circle with your arms around and reach down towards your toes. Slowly, reach your arms back up to the sky. Then, reach around your body and give yourself a hug. Finally, close your eyes again and take a slow deep breath in and then slowly release out. Slowly open your eyes. 5. Say: Now that we are relaxed and refreshed let’s move on to our next topic BARS (or budget adjustment requests).Thank everyone for participating.

Open the BAR workbook (Handout #2) saved on a flash drive. Say the following while walking through the BAR: Budget Adjustment Request (BARs) are developed when changes are required to your originally approved budget. You must be submit all BARs to your Contract Manager via the NEOPB fiscal inbox as required but no later than no later than 5 pm on July 31, 2016. Any BAR requiring CSSS and/or WRO approval must be submitted no later than February 1 and June 1st of each year. Please discuss your BAR request with your assigned Contract Manager to determine if CDSS/WRO approval is required.The following must be completed when preparing a BAR (then read the following): 1. Budget Cover Sheet (BCS)-Note: Information on this tab will self-calculate by information that is entered into the Prime Staffing and Prime BJ tab. Prime Staffing, Prime BJ, Sub Staffing and Sub BJ: Please use the following guidelines for budget adjustments:

1. Action column (green) Please label the appropriate

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line items with one of the following: -

• ADD: This is a new line item.• DELETE: This line item is being deleted.• INCREASE/DECREASE or CHANGE: This

line item is being increased or decreased from the last approval.

• Please use CHANGE if original language stated "TBD".***If a line item has not been touched and is the same as last approved, please leave blank.

2. Last Amount Approved column (blue) Please enter the amount that was approved in the last approved budget or approved budget revision. Note:-If a NEW line item is being added, the amount in the Last Amount Approved column should be $0-If a line item is being deleted, list the last amount that was approved for that line item.-If a line item is being Increased or Decreased, list the last amount that was approved for that line item.3. In the "Budget AdjustmentJustification" column, please make sure that you clearly identify the change to the line item at the end of the justification as follow: “Reduced funds for this line item” – Include the reason for reducing the funds. “New item” – Include the reason for new item. Also, include adequate justification and itemization for the line item.• If increasing funds to an existing line item,

please make sure that you adjust the itemization to match the new total for this line item. If deleting a line item, please add the following language at the end of the original justification: "Deleting this line item”. Please leave the original text and zero out the dollar amount requested.

• Prime Staffing Tab - Personnel: If you are modifying items in this category, please make sure that all applicable categories (% of SNAP-Ed time spent, FTE, total annual salary, benefit rate, etc.) are updated to reflect the new information and/or amounts.

• Operating Expenses: If you are modifying items in this category, please make sure that all applicable categories (budget item, description/justification,

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unit cost, quantity, FTE, etc.) are updated to reflect the new information and/or amounts.

• Equipment Expenses: If you are modifying items in this category, please make sure that all applicable categories (budget item, description/justification, unit cost, quantity, months, etc) are updated to reflect the new information and/or amounts.

• Travel and Per Diem: If you are modifying items in this category, please make sure that all applicable categories (travel/position title, location, trips, FTE, days, nights, per diem, miles, lodging, air, miles, reg. fee, other, etc) are updated to reflect the new information and/or amounts.

• Sub Grant(s): If you are modifying items in this category, please make sure that all applicable categories are updated to reflect the new information and/or amounts.

• Other Costs: If you are modifying items in this category, please make sure that all applicable categories (budget item, description/justification, unit cost, quantity, misc., etc.) are updated to reflect the new information and/or amounts.

• Indirect Costs: If you are modifying items in this category, please make sure that all applicable categories (calculation method, %, $ amount of method, etc.) are updated to reflect the new information and/or amounts. 2. Say: Now that you understand how to complete a BAR, we will show you an example.

• Demonstrate the following for the audience in the BWB for a BAR:a. Personnel: Increase/decrease personnelb. Personnel: Add staffc. Travel: Delete Conferenced. Subcontractor: Increase by shifting

savings from other line-iteme. Show all features available for doing a

BAR

Ask: What questions do you have and share responses.

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Describe content on slide.

Say: Anything outside of these guidelines can be approved by NEOPB.

Describe timeline for BARs and IWP Revisions as presented on slide.

Say: Anything outside of these guidelines can be approved by NEOPB.

BAR Activity Presenter/Speaker: Note to presenter: distribute a hardcopy of the BAR Sample (handout #2) and review how to complete from electronic version saved on flash drive prior to participants implementing BAR Activity.Do:1. Explain activity to participantsaccording to slide instructions. 2. Refer participants to BAR scenariosin their folders used to performactivity (handout #3).3. After all teams complete their scenarios, open BAR sample with answers (handout #4) saved on flash drive, and walk through aseach scenario answer is shared.Clarify and answer questions asthey arise.4. Thank everyone for participating.

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Ask: What questions do you have about the information we provided about budget adjustment requests?

Respond to questions asked and add any unanswered questions to the ”Let’s Get Fiscally Fit” bike rack.

Title Invoice Creation

Time

Facilitator

Materials and Preparation

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Left side Right SideSay: our next topic in our race to the finish line will be about reimbursement processes, so let’s jump right in.

Refer participants to hardcopy of handout #5 in training packet.Note to presenter: Open the invoice template saved on a flash drive (handout #5) and discuss the following sections with training participants:

a. Contractor name and address must match the Contractor Information form (GIF). Therefore, anytime there is a change in your agencies address, etc. please submit a new GIF to your Contract Manager.

b. Insert invoice number, if not, CDPH will assign on your behalf

c. Insert correct invoice period for timeframe in which expenditures are being invoiced.

d. The approved budget amount in Column 2 must match the budget as approved for the invoice time period.

e. The Actual Expense total for each line item must add up to invoice amount in column 3.

f. The Cumulative expenses to date in Column 4 when added to Column 5 must equate to Column 2.

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Title Contract Compliance

Time

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Materials and Preparation

Left side Right SideSay: The next leg of our race relates to contract compliance.

Say: Contract Compliance is important because under your contract you are required to comply with USDA and State rules and regulations. The components of contract compliance includes an annual USDA management evaluation, financial and compliance audits, and desk reviews.

Share an overview of the purpose of a USDA Management Evaluation (ME) and highlight important parts of and ME as shown on slide.

Say: USDA generally evaluates each State SNAP-Ed Implementing Agency on an annual basis, and a number of local implementing agencies for onsite evaluation.

Say: 1. USDA evaluates each implementing State agency to ensure that there is process in place to review and monitor grantees’ and sub-grantees’ program operations.2. That the operations are consistent with the terms of the approved Plan.3. That the administrative expenses are reasonable, necessary, and properly

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documented and allocated.4. And that the States are adhering to Civil Rights and Equal Employment Opportunity requirements.

Say: Some of the components of the lifecycle of the ME include: 1. Notification and Pre-Planningpackage2. On-Site Review3. Issuing the Report4. Corrective Action Plans andValidation5. Closing the Review

Say: You are required to obtain a financial and compliance audit on an annual basis because you have an agreement in place with CDPH which is both federally funded and the services are direct to the public.

Say: The detailed requirements of the annual financial and compliance audit can be found in the health and safety codes (read from slide), 2 CFR 200 and must be completed by the end of the 9th month following the close of the audit period, which varies by Agency.

Describe process as indicated on slide.

Review the following sections about desk reviews:

Say: 1. Desks review are conducted by the Contract Manager.2. And, are currently performed after a invoice is processed for reimbursement in order not to delay the reimbursement.3. Contract Mangers (CMs) request the invoice back-up documentation from the contractor. Once documentation is received from the contractor, the CM will then review documents based on a checklist of what should be provided by the Contractor.4. The CM will send the contractor a letter outlines any findings or observations discovered

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during review. Findings are when a contractor invoices for a service or item that is not on their approved budget, or when a contractor is not in compliance with USDA SNAP-Ed fiscal and administrative requirements (i.e. Personnel time logs). Observations are things that can be improved upon for future invoicing. 5. A finding will result in a reduction of the next quarterly invoice. Unless the finding occurs in the 4th quarter, then the charge must be reimbursement to NEOPB via check/warrant.

Refer participants to hardcopy of Personnel Summary (handout #6) and Operating Expenses Summary (handout #7) in training packet.

Open the Personnel Summary (handout #6) saved on flash drive and walk through requirements to complete items spreadsheet. Say: Breakdown of expenses by line item on invoice being reviewed must match the total on Personnel Summary spreadsheet.

Open Operating Expenses Summary (handout #7) saved on a flash drive and walk through requirements to complete items on each spreadsheet.

Say: Breakdown of expenses by line item on invoice being reviewed must match the total on Operating Expenses spreadsheet.

Say: Required supporting documentation is as follows:1. Personnel • Bi-Weekly Time Logs• Semi-Annual Certification of Activity• Duty Statements• Employee Timesheets• Payroll Reports2. BenefitsReport of benefits paid for eachemployee based on hours on timelog.3. Operating Expenses• Vendor invoices• Bills• Receipts4. Equipment• CDPH 1203 Equipment purchased with CDPH funds • Vendor invoices• Bills

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• Receipts5. Travel• Invoices• Bills• Receipts• Travel log or claim• Meeting agendas• Mileage logs6. Subcontractors• Invoice from subcontractor• Same supporting documentation as Prime for each line-item7. Other Costs• Vendor invoices• Store receipts8. IndirectEnsure charges align with approved ICR on budget.•

Say: Up until Federal Fiscal Year 2016, Contractors were required by the USDA SNAP-Ed guidance to complete Semi-Annual Certificates for full-time SNAP-Ed staff and Bi-weekly time logs for part-time staff. Now, if your Agency has a system in place which tracks SNAP-Ed time for each individual staff, then you no longer need to complete these forms. You must ensure that your system clearly tracks the time. If it doesn’t, you will need to continue using these forms.

Say: Feel free to contact your Contract Manager to review your system for compliance.

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Say: Before we share a play by play of our next training topic, let’s briefly review what has been discussed for far.

Say: So far, we have studied and practiced the concepts of:

Funding Flow Budget Development and Adjustment Reimbursement Process Contract Compliance

Say: Next, our game plan is to coach you on the ins and outs of subcontracting requirements.

Say: The following requirements are essential to ensure effective and successful subcontracting outcomes.

Describe each of the topics provided on slide as explained below:1. Subcontractor Funding Expectations: Refer training participants to hard copy of Subcontractor Funding Expectations in their packets (handout #8) , then display and explain the Sub-contractor Funding Expectations document saved on flash drive. 2. Subcontractor Award Process: Discuss that Prime Contractor must competitively bid for subcontract agreements unless they are subcontracting with a Local Govt. Agency, UC, etc. 3. Subcontract Agreements: These are submitted to Contract Managers (CMs) for review and to keep on file. These are not approved by CMs.4. Managing Subcontracts: Primes have the same responsibilities as the CM has for managing their subs.5. Subcontractor Invoice Documentation: Must be approved by Lead Agency and submitted with invoice to NEOPB for reimbursement.

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Ask: What questions do you have about the information we provided about contractor compliance and subcontracting?

Respond to questions ask and add any unanswered questions to the ”Let’s Get Fiscally Fit” bike rack.

Say: Now it’s time for us to take a brain break and get our bodies moving (and restroom break, if needed).

Explain instructions on slide and model.

Lead participants through activity based on instructions provided.Thank participants for partaking in activity and excuse for bathroom break, etc. if needed

Title Additional Resources

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Left side Right SideSay: Your NEOPB contract management teammates are always available to offer technical assistance and support as needed, however many other resources are also accessible on our NEOPB website.

Open NEOPB webpage link and share an overview of key tools and resources that are important for contractors to utilize as listed on slide.

BINGO Activity (Game should be about 10 minutes or 1-3 games)

Facilitator Supplies: BINGO Game Cards (distribute 1 card to each participant) and BINGO Question/Answer Sheet.

1. Say: Now it is time for our final Wrap up, how many of you ready to play Let’s Get Fiscally Fit BINGO?2. Discuss the object of the game as follows:•Facilitator asks participants questions from BINGO question/answer sheet (#9), 1 at a time. As questions are asked, participants cross off the answer on their BINGO cards (handout #10). •The first person to obtain a bingo by correctly answering the questions presented by the training facilitator calls-out BINGO.•“BINGO” equals correct answers that form a horizontal, vertical or diagonal line across a bingo card. •Participant calls out BINGO when he/she has a bingo as described above, then reads the answers on his/her card to confirm correctness with training facilitator. •Repeat above steps if time allows for multiple games.

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Title Wrap Up

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Materials and Preparation

Left side Right SideSay: We have come to the finish line of our training, but would like to ensure we address any final questions and/or offer clarification where needed.

Ask: What questions do you have about the information we just shared or any other topics we discussed during our training today?

Respond to questions asked verbally, and address questions on ”Let’s Get Fiscally Fit” bike rack. Add any unanswered questions to the ”Let’s Get Fiscally Fit” bike rack, and inform participants we will share answers as soon as possible.

Say: Thank you for your participation today.

Say: Please expect an evaluation for this training in your e-mail inbox soon (or provide paper evaluation as applicable) . As always, we welcome your input and feedback as we will utilize to inform future training planning and design.

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Suggested Physical Activity

Objective:

Example:

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Suggested Ways to Evaluate

1. Please respond to the questions below with the appropriate answer:

As a result of attending this training session I am better able to:

a. Build a suitable budget in compliance with the USDA SNAP-Ed guidance.

Strongly Agree ☐ Agree ☐ Disagree ☐ Strongly Disagree ☐ N.A. ☐

b. Utilize the new Budget Adjustment Request (BAR) process to revise USDA Plan budgets.

Strongly Agree ☐ Agree ☐ Disagree ☐ Strongly Disagree ☐ N.A. ☐

c. Accurately create and submit an invoice for reimbursement.

Strongly Agree ☐ Agree ☐ Disagree ☐ Strongly Disagree ☐ N.A. ☐

d. Describe the requirements and documentation needed to ensure a successful desk review.

Strongly Agree ☐ Agree ☐ Disagree ☐ Strongly Disagree ☐ N.A. ☐

Please check ALL of the training activities below that were EFFECTIVE in meeting the course objectives.

This activity effectively contributed to the course objectives:

a. Budget Development- Let’s Review ☐

b. BAR Activity ☐

c. Let’s Get Fiscally Fit- BINGO ☐

2. How likely are you to recommend this training session to someone else?

Very likely ☐

Somewhat likely ☐

Not very likely ☐

Does not apply ☐

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3. What about this training session did you especially like?

4. What do you think would make this training session better?

5. Any other comments?

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