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FISCAL REPORTS TRAINING. January 31, 2011. GOAL. To ensure that the Network is receiving reimbursement from the state that reflects anticipated costs. Current CFBHN Rates vs. Model Rates (examples). 65E-14 REPORTS TO BE COMPLETED. Personnel Detail Record

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fiscal reports training

FISCAL REPORTS TRAINING

January 31, 2011

slide2
GOAL
  • To ensure that the Network is receiving reimbursement from the state that reflects anticipated costs.
65e 14 reports to be completed
65E-14 REPORTS TO BE COMPLETED
  • Personnel Detail Record
  • Projected Cost Center Operating Revenue & Expense and Capital Budget
  • Agency Capacity Report
  • Program Description – Only need to be completed if you are contacted by your contract manager
  • Funding represents the contractor’s total amount of projected funding for the year ending June 30, 2012, not just DCF funding.
  • Expenses represent the contractor’s total amount of projected expenses for the year ending June 30, 2012.
  • For contractors that are an entity of a system, only the entity’s revenue’s and expenses are required (i.e. the mental health entity of a hospital system).
65e 14 personnel detail report
65E-14 Personnel Detail Report
  • Used to determine the salary expense and number of direct service delivery (D.S.D.) FTE’s for the Agency Capacity Report for cost centers using State SA or MH funding.
  • Total net salaries amount goes on Projected Cost Center Operating and Capital Budget under Part II Projected Expenses, Section IIA. Personnel Expenses – Salaries.
helpful hints personnel detail
Helpful Hints – Personnel Detail
  • Cost Centers for Substance Abuse and Mental Health services can be combined.
  • Include premium pay in the annual salary cost.
  • Lump like positions on one line (don’t combine direct service delivery FTE’s with non-direct service delivery FTE’s.
  • Annually review all allocations of indirect or non-billable support such as data collection & management.
helpful hints personnel detail1
Helpful Hints – Personnel Detail
  • Budget positions as if they were filled the whole year on the worksheet.

- Include staffing at full capacity.

- Take into consideration seasonal demands.

- Make sure all expenses are accounted for, especially if you over produce units (do more than the State pays).

helpful hints personnel detail2
Helpful Hints – Personnel Detail
  • Carefully check what is used as a direct service delivery FTE on the bottom of each cost center on the worksheet.

- Only count FTE’s that generate units of service.

- For managers who bill and supervise, estimate the amount of D.S.D FTE.

  • Include all estimated salary at the projected rate for the year ending June 30, 2012.
projected cost center operating capital budget
Projected Cost Center Operating & Capital Budget
  • Projected Cost Center Operating & Capital Budget

Two Sections

- Projected Funding Sources & Revenue

- Projected Expenses

* LIST CFBHN FUNDING UNDER STATE SAMH FUNDING

  • Use the salary information provided on the personnel detail.
  • Take into consideration all Fringe Benefits. This can be an average percentage calculation based on your agency’s fringe benefit expenses.
helpful hints projected cost center operating capital budget
Helpful Hints – Projected Cost Center Operating & Capital Budget
  • Verify that the methodology used to allocate staff is still valid. For example, if there is a time study make sure that the information is current. Allocation of building insurance, make sure that the program is still in that building.
  • Continued monitoring of trends: for example

- Health Insurance – continual increase in cost

- Property insurance has been increasing

- Increase in recruitment ads and expenses due to vacancies

- INCLUDE ALL ANTICIPATED COST INCREASES

helpful hints projected cost center operating capital budget1
Helpful Hints – Projected Cost Center Operating & Capital Budget
  • For information purposes – Consumer Price Index

As of All Items Medical Care

June 2008 655.474 363.616

June 2009 646.121 375.093

June 2010 652.926 388.199

December 2010 656.563 391.946

  • Mileage rates should be considered (up to 44.5 cents per mile allowed by the state).
  • Training costs.
agency capacity report
AGENCY CAPACITY REPORT
  • This is used to negotiate unit cost rates with the department.
  • List all State designated SAMH cost centers and unit of measure for calculation.

Line A

  • If cost center utilizes direct service FTE’s use the figure from Personnel Detail Report
agency capacity report1
AGENCY CAPACITY REPORT
  • If cost center utilizes beds use the number of licensed beds (include all expenses on the projected cost center Budget).
  • Slots are the maximum number of patients that can be seen. Usually occurs in 4 hour sessions. Out Patient Detox & Prevention/Intervention-Day Cost Centers utilize slots.
agency capacity report2
AGENCY CAPACITY REPORT

Line B

  • For cost centers using D.S.D FTE’s multiply the number by 2080
  • For Cost centers using beds multiply by the number of beds by 365 days.

Line C

  • Multiply line B by the applicable minimum productivity standard percentage
agency capacity report3
AGENCY CAPACITY REPORT

Line D

Enter the total allowable projected operating expenses for the cost center from the “projected operating and capital budget”

Line E

Divide the total cost (line d) by the minimum units (line C)

due date
DUE DATE
  • ALL REPORTS ARE DUE TO CFBHN BY FEBRUARY 28, 2011.