AAA Contractors Orientation August 23, 2016, 1:30 4:00 pm 10 North - - PowerPoint PPT Presentation

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AAA Contractors Orientation August 23, 2016, 1:30 4:00 pm 10 North - - PowerPoint PPT Presentation

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AAA CONTRACTOR ORIENTATION AUGUST 23, 2016 AAA Contractors Orientation August 23, 2016, 1:30 4:00 pm 10 North San Pedro Rd Suite 1018, San Rafael www.livelonglivewellmarin.org AGENDA AGENDA 1:30 2:00: Welcome and Area Plan Overview

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SLIDE 1

AAA CONTRACTOR ORIENTATION

AUGUST 23, 2016

www.livelonglivewellmarin.org

AAA Contractors Orientation

August 23, 2016, 1:30 – 4:00 pm 10 North San Pedro Rd Suite 1018, San Rafael

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SLIDE 2

AGENDA

1:30 – 2:00: Welcome and Area Plan Overview 2:00 – 2:45: Fiscal Orientation and Reporting 2:45 – 3:00: Break 3:00 – 3:15 Data Collection and Reporting 3:15 – 3:45: Program Policies and Procedures 3:45 – 400: Website Orientation 4:00: Adjourn

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AGENDA

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SLIDE 3

AAA AREA PLAN 2016-2020

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SLIDE 4

NEEDS ASSESSMENT

  • 3,000 surveys returned

and analyzed through community distribution

  • Local, state, federal data
  • Public forums and focus

groups

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SLIDE 5
  • 1. Safety, security, quality of life
  • 2. Livable communities
  • 3. Access to information and resources
  • 4. Innovative approaches

GOALS: 2016-2020

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SLIDE 6

AREA PLAN PROGRAMS

Senior Employment Program Senior Center Activities Registry Home Deli livered Meals Visiting Congregat gregate Meals Mul ulticult ultural al Senior ior Cent nter er Activiti vities es Famil ily y Caregi giver er Respite spite and Suppor

  • rt

Cho Chore re Se Service rvices Case se Mana anagemen ment Rural al Senio ior Center er Activ iviti ities Ass ssis isted ted Transp nsport rtatio ation

Access Services

Legal Services

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SLIDE 7

Donation Requirements

  • At least once a year
  • Donations go to program
  • Not a requirement for service
  • Confidential
  • AAA Reviews Method of Solicitation

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FISCAL ORIENTATION

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SLIDE 8

AREA AGENCY ON AGING: FISCAL

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  • 1. DEFINITIONS
  • 2. PROPERTY
  • 3. NEW CONTRACT LANGUAGE
  • 4. BUDGET
  • 5. INVOICE TEMPLATE – BACK UP!
  • 6. CONTACTS
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SLIDE 9

DEFINITIONS

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  • MATCHING CONTRIBUTIONS

Local match cash and/or in-kind contributions are funding sources other than Federal funding. Examples are grants from non- Federal entities or donations that help support the contracted program.

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SLIDE 10

DEFINITIONS

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  • MATCHING CONTRIBUTIONS CON’T.

– Matching contributions are required to maintain compliance with both the County and CDA. – Requirements are:

  • Title IIIB, IIIC & IIID = Program match is 10%
  • Title IIIE = Program match is 25%
  • Title V = Program match is 10%
  • Title IIIB, IIIC & IIIE = Admin match is 25%
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SLIDE 11

DEFINITIONS

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  • NON-MATCHING CONTRIBUTIONS

Local funding that does not qualify as matching contributions and/or is not being budgeted as matching contributions. Examples of non-matching contributions would be overmatch or other funding that does not count as match.

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SLIDE 12

DEFINITIONS

  • IN-KIND CONTRIBUTIONS

These contributions hold the value of non-cash items donated to support the program. Volunteers and donated supplies are good examples of In- Kind contributions. Although no money exchanges hands, a monetary value can be attributed and the goods and services are program specific and enhance the program. The dollar value of these items appear in the budget.

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SLIDE 13

DEFINITIONS

  • PROGRAM INCOME

Revenue generated by the Contractor from contract-supported activities. Payment by a client for a meal served is an example of Program Income.

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SLIDE 14

DEFINITIONS

  • INDIRECT COSTS

Expenses to your agency that are not “directly” accountable to one specific program. It is sometimes thought of as

  • verhead or administrative costs.
  • Payroll Services
  • Insurance
  • Rent and/or utilities

Your Indirect Costs are not to exceed 10% of your total cash costs. Charging Indirect Costs is optional.

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SLIDE 15

PROPERTY AND EQUIPMENT

  • PROPERTY PURCHASED WITH AAA

FUNDS For items worth $500 or greater, you need: –Prior approval via Property Equipment Form –Two price quotes –Proof of purchase

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SLIDE 16

PROPERTY AND EQUIPMENT

  • PROPERTY PURCHASED WITH AAA

FUNDS

Items purchased with AAA funds, although used by individual Contractors, belong to the State and both the AAA and the Contractor are responsible for the safe-keeping of these items. Each items must be marked with a property sticker for tracking and identification purposes.

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SLIDE 17

NEW CONTRACT LANGUAGE

Monthly invoice data must be submitted to Aging and Adult Services no later than the 10th working day of the month for the prior month. Each monthly invoice must include documentation to support the expenditures claimed for payment. There must also be supporting documentation for all monthly Match Cash, Match In-Kind, Non-match Cash, and Non- match In-Kind, and program income claiming.

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SLIDE 18

NEW CONTRACT LANGUAGE, CON’T

The invoice request for funds must be accompanied by supporting documentation before

  • payment. During the fiscal year an in-depth fiscal

monitoring will be performed. At this time the County will verify expenditures, revenue, and match, and general ledger items for selected samples among other documentation.

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SLIDE 19

NEW CONTRACT LANGUAGE, CON’T

After the end of the fiscal year a contract resolution will be conducted where expenditures, payments, and match for the full fiscal year are verified via independent single audit, contractor general ledger, or both. The omission or lack of supporting documentation may result in contract noncompliance and/or nonpayment.

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SLIDE 20

BUDGET AND RELATIONSHIPS

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  • AREA PLAN BUDGET

– The Area Plan and the Area Plan Budget submitted to the California Department of Aging must match. – The Area Plan includes vast information including statistics, objectives and goals for the AAA. The Area Plan Budget matches as it shows the State and Federal governments how these services, objectives and goals will be funded.

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SLIDE 21

BUDGET AND RELATIONSHIPS

  • The Area Plan, AP Budget and Closeout are

incomplete without the partnership of our Contractors.

  • With all the information supplied by the partnering

Contractors and the County we are able to inform the State and Federal governments of all the services and hard work on behalf of older adults and how those programs are funded.

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SLIDE 22

BUDGET AND RELATIONSHIPS

Area Plan Area Plan Budget Contractor Budget Contractor Invoice Contractor Closeout Area Plan Closeout

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SLIDE 23

CONTRACTOR BUDGET

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SLIDE 24

CONTRACTOR BUDGET

  • Your Contractor budget should reflect the entire

cost of the program.

  • Types of expenditures and types of funding

both need to be reflected.

  • The information from your budget will fill your

invoice template.

  • The expenditure reporting on invoices needs to

reflect actuals.

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SLIDE 25

INVOICE TEMPLATE

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SLIDE 26

BACK UP! BACK UP! BACK UP!

  • The invoice must have supporting documentation

for all expenditures and funding.

  • You may not exceed 25% of your contract amount

within the first 3 months of the fiscal year.

  • For Personnel Costs a Cost Allocation Plan or a

Time Study can help for back up purposes.

  • During Contract Resolution and Fiscal Monitoring

all expenditures, funding, and revenue must tie invoices to the general ledger.

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SLIDE 27

TIME STUDY TOOL EXAMPLE

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CAUSE AND EFFECT

  • Late invoices can cause interruption and errors

in the County’s monthly reporting to the CDA and a delay in payment from them – which could have an impact on your payment.

  • Both Contractors and the County are

responsible for accurate reporting to the State and Federal governments.

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SLIDE 29

CONTACTS

  • FISCAL
  • Denise Dressler

415-473-7180

  • Tiana Rockwell

415-473-6231

  • Jennifer Mc Clain

415-473-7537

  • California Department of Aging Website

– www.aging.ca.gov

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SLIDE 30

Donation Requirements

  • At least once a year
  • Donations go to program
  • Not a requirement for service
  • Confidential
  • AAA Reviews Method of Solicitation

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DATA

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SLIDE 31

SCOPE MONITORING

  • Responsibilities (RTZ)
  • Monthly, tied to invoices
  • Quarterly report, track progress
  • Back up!

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SLIDE 32

PROGRAM TYPES

  • Registered vs Nonregistered Services
  • Security Awareness Training
  • Unduplicated and Duplicated

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SLIDE 33

REGISTERED SERVICES: INTAKES

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SLIDE 34

NON-REGISTERED SERVICES: ESTIMATES

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DATA: WHY IT MATTERS (CDA)

  • Evaluate and identify program compliance with

requirements;

  • Ensure sufficient performance by the AAA in the

provision of local administrative oversight of OAA performance data collection, validation, and reporting of funded services;

  • Properly identify findings and correct any contract

violations; and

  • Able to determine if and where technical assistance is

needed.

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SLIDE 36

DATA

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SLIDE 37

POLICIES AND PROCEDURES

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SLIDE 38

AAA Policies and Procedures

Older Americans Act Regulations California Department of Aging Contracts with PSAs Contracts with Providers

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SLIDE 39

AAA POLICIES AND PROCEDURES

  • Program Monitoring
  • Sanctions and Appeals
  • Donations
  • Grievances
  • Contractors Complaint Resolution

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SLIDE 40

PROGRAM MONITORING

  • New handbook
  • Specific to programs
  • Reflected in Scope of Service

– Policies and Procedures needed

  • April/May 2017

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SLIDE 41

SANCTIONS AND APPEALS

  • If contractor not fulfilling Scope of Service
  • Program monitoring corrections not resolved

 Early Warning Alert

Formal Sanctions

 Withholding of Funds  Suspension of Contract  Termination of Contract

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SLIDE 42

DONATIONS

  • At least once a year (letter, box)
  • Not a requirement for service
  • Donation must go to the program
  • Confidential
  • AAA to review method in 2016

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SLIDE 43

GRIEVANCE PROCEDURE (PROGRAM)

  • Agency Policy Procedure or Protocol

 Levels of Resolution  Specific Timelines  Completed within 30 days or less

  • Formal notice to clients

 Visible Area accessible to clients  Homebound clients

  • Next Steps

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SLIDE 44

GRIEVANCE PROCEDURE (AAA)

  • Review First Level process
  • Grievance made in writing
  • Respond in 10 days
  • AAA steps for resolution

 Resolve at Program Coordinator Level  Resolve at Program Manager Level  Formal Hearing – Written Decision  Program Director – Review Decision

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SLIDE 45

SERVICE PROVIDER COMPLAINT RESOLUTION: LEVELS

  • 1. Program Coordinator/ Contract Monitor
  • 2. Program Manager renders decision
  • 3. AAA Director reviews decision
  • 4. Hearing with California Department of Aging if

Adverse Determination

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SLIDE 46

CONTRACTORS’ WEBSITE

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SLIDE 47

CLOSING & ADJOURNMENT

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