NADDP Participant Guide Fiscal Module 2

Fiscal Module
Description: The director of Adult Services will gain knowledge of the key components of federal, state, and local funding for Adults Services funding includes multiple allocations and funding sources.
Module Learning Objectives:

  • Knowledge: Recognize the key components of federal, state, and local funding for Adults Services
  • Skill: Use tested and recommended fiscal tools to support budgeting and resource development in the agency
  • Attitude: Support sound fiscal principles in managing budget and human resources
Reading and Activities: 5 to 8 hours

Coaching: 3 hours
Segment #: 1
Segment Learning Objective The director will:

  • Recognizing the key components of federal, state and local funding for Adult Services.
Content Adult Services Funding Streams and Their History

    • Overall Funding Streams
    • Federal Funding
    • Community Services Block Grant (CSBG)
    • Elder Justice Act and Older Americans Act
    • COVID-19 and ARPA Funding
    • State General Funding
    • Realigned Funding
    • Program Specific Funding Details
    • County General Fund
    • Grants
    • Sec.1 | Resources
  • Adult Protective Services programs are funded with Federal funds, 2011 Realignment State Funding, and County General funds.
  • IHSS is funded through Title XIX, 1991 Realignment State Funding and moved to the new MOE model, making the State share varied.
Resources for Segment #1
Assignments & Activities for Segment 1
  1. Read/review all reference articles as time allows.
  2. Meet with your agency’s Director to learn about his/her thoughts and concerns about the Adult Services budget.  Is there anything s/he especially wants you to review and/or monitor?
  3. Meet with your agency’s budget director and the fiscal analysts who work with your Adult Services budget. If you have a particular staff person, e.g., an administrator, who is the primary liaison to fiscal staff, you may want to ask these questions also of that person. However, you must meet with your agency’s fiscal staff as well to begin a solid working relationship.
    1. Ask questions about
      1. How the budget is developed in your county
      2. The trends in the budget, both revenues and expenditures, e.g., Has the budget been status quo in recent years? Is Adult Services overspending or underspending in any areas?
      3. Does the county overmatch (contribute more county general dollars to the Adult Services activities than the sharing ratios require)?
      4. Have there been any audit exceptions due to either accounting or program errors, i.e., were the errors by accountants or by staff? Were the audit exceptions resolved?
      5. Do the budget Director and the Adult Services Director have regular budget and contract meetings?  Who will be the Adult Services Director’s primary fiscal liaison?
      6. Does the budgeting staff provide regular monthly reports?
      7. When Adult Services seeks to or must initiate a new projects/program, what is the role and responsibility of fiscal staff and what is that of staff?
      8. Does the fiscal staff have any concerns that you should be made aware of?  Any suggestions for your consideration?

The California Department of Social Services has partnered with UC Davis Human Services to provide county fiscal training.  To see if any is scheduled that you can attend see:  https://humanservices.ucdavis.edu/programs/fiscal-academy.
Segment #2:
Segment Learning Objective The director will:

  • Understand and learn about the time study process and county expense claims (CEC).
Content
  • Terms to be familiar with:
        • County Welfare Department (CWD)
        • County Fiscal Letters (CFLs) and All County Letters (ACLs)
        • Cost Allocation Plan (CAP)
  • Time Study
  • County Expense Claim
Resources for Segment #2

https://www.cwda.org/formsguidelines/county-expense-claim-guidelines-and-procedures

  • CWDA Fiscal Essentials 102

https://www.cwda.org/sites/main/files/file-attachments/fiscal_102.pdf
Assignments & Activities for Segment 2 After reviewing the content of this module:

  1. Review Fiscal Essentials 102 powerpoint.
  2. Make a plan to ensure that you engage with fiscal staff and discuss how you will share program and fiscal information so that time study codes are used accurately and maximized.
  1. Explore the CWDA County Expense Claim Manual in the areas identified from meetings with county fiscal staff.
  2. Identify funding and county expense claim areas for follow up with county fiscal staff.
Segment #3:
Segment Learning Objective The director will:

  • Understand and recognize the need for regular budget and contracts reports and meetings to assess status of their Adult Services budget, monitor expenditures and ensure providers are submitting their billing timely.
  • Understand your county budget for Adult Services
Content
  • Budgeting for your County
  • Tool and Methods to Manage Your Budget
Resources for Segment #3 Monthly fiscal report example

https://drive.google.com/file/d/0B5RfcVcf0tbvS1J0WDZxcDhYeGVsczd5Mk0za1JTdWU4R2JJ/view?usp=sharing
Assignments & Activities for Segment 3
  1. After reviewing the content of this module.
  2. The Director should request a budget report to assess current budget and expenditures.
    1. If there is no regular monthly budget report or reporting process the Director should work on development of this process.
  3. The Director should request a report of all county contracts to assess how the contracts unit/staff monitors expenditures on contracts and what the agency’s process is for working with providers to submit their billing timely.
  4. If there is no regular process in place to do monthly or quarterly reporting from contracts, the director should start that process of having regular contract reports.
  5. Review Fiscal Essentials 102 PowerPoint.
  6. Make a plan to ensure that you engage with fiscal staff and discuss how you will share program and fiscal information so that time study codes are used accurately and maximized.
  7. Explore the CWDA County Expense Claim Manual in the areas identified from meetings with county fiscal staff.
  8. Identify funding and county expense claim areas for follow up with county fiscal staff.