Ryan White Part A Provider Training Fiscal Invoicing April 27, 2012

1. Ryan White Part A Provider TrainingFiscal InvoicingApril 27, 2012

2. Approved Budgets Expenditures can fall into one or more of the following categories: Fee Schedule * ensure RW has a copy Unit Rate * established with RW, documentation required one time or based on historical documentation. Cost Reimbursement * established with RW, documentation required monthly

3. Cost Reimbursement Use approved budget to complete form For each service provided, separate Direct Services from Administrative Costs Provide back-up documentation for each cost reimbursement requested

4. Financial ReBackup Documentation Payroll ledgers, time sheets, mileage reports, invoices, itemized receipts, etc. Highlight charges applicable to the program Separate back up documentation by category for Direct and Administrative Services If you are unsure whether or not the backup you have is acceptable – Ask.

5. Financial ReFinancial Reports • Report required for each month • Submitted Monthly(10th) – incomplete or late reports will delay payment • Report must include prior Year to Date expenditures • Signed and Dated

6. Monthly Fiscal Checklist

8. Cover Sheet: Must be submitted on company letterhead Provide total amount requested Provide original signature & date, in BLUE ink, on the day it is completed

10. Monthly Financial Report Form • Monthly payment request MUST match total on cover letter. All back-up documentation must total amount requested on cover letter • Providers to fill in highlighted areas • Sign & date in lower left corner

12. Direct Services Admin Services

13. Submitting Monthly Invoices & Paperwork • Submit via email: • In PDF: Cover Page, signed Financial Report, signed Support Documents – payroll, proof of payment bills, etc. • If you submit any hard copy, the same documents are required, attention M. Rodrigo • In (1) EXCEL FILE: Invoice Support & Data • Email all documents to mrodrigo@ccbh.net • Email subject line should read: Invoice, Provider Name, Date(April 10, 2012)

14. 3 Fiscal Monitoring Visits 60 day site visit Annual monitoring visit 120 days before end of grant cycle

15. Fiscal Reminders:

18. Invoice Data Tracking Purpose: Documentation of monthly activities Uniformity among data collection methods Unduplicated data collection across service categories

19. Important Items to Remember: Agencies must submit a data tracking sheet for each service listed on the monthly financial report. Each service category must be recorded on its own service tab. At minimum your data must include the information listed on the approved data tracking sheet.

20. Agency A

21. Agency A

22. Agency A

23. CD Table of Contents • Invoice Data Tracking File (agency-specific) • RW Provider Monthly Financial Report Form (agency-specific) • Presentation: Ryan White Part A Provider Training: Fiscal Invoicing • Federal Resources Folder • National HIV/AIDS Strategy • National Monitoring Standards • Local Resources Folder • Part A Service Definitions • Funding Exclusions and Restrictions • Audit Tools Folders: Program, Fiscal, and Quality Management • Agency Responsibilities • CCBH Grants Administration Manual

24. Questions?

25. Ryan White Part A Program Contacts: • Melissa Rodrigo – Program Supervisor • mrodrigo@ccbh.net (216)201-2001 x1507 • Kate Burnett – Program Manager • kburnett@ccbh.net (216)201-2001 x1502 • Molly Kirsch - Program Manager • mkirsch@ccbh.net (216)201-2001 x1523 • Jen Astronskas – Fiscal Clerk • jastronskas@ccbh.net (216)201-2001 x1525