February 19, 2016
1. CDPHE Program, Contract & Fiscal Staff Introductions 2. Roles and Responsibilities 3. Amendment to Contract 4. Budgeting and Invoicing 5. Compliance Monitoring 6. WIWO Operations Funding Overview 7. Reporting
Emily Kinsella WWC Section Manager Emily.Kinsella@state.co.us 303-692-2511 Ivy Hontz Program Coordinator Ivy.hontz@state.co.us 303-691-4002 Kris McCracken Program Coordinator Kris.mccracken@state.co.us 303-692-2599 Krystel Banks-Thomas Kathy Jacobsen Fiscal Officer Senior Contracts Specialist Krystel.banks-thomas@state.co.us Kathy.jacobsen@state.co.us 303-692-3012 303-692-2479
Communication will be facilitated by phone and email. It is expected that both CDPHE and Contractor will exercise quality business relations, including providing prompt responses and follow-up to inquires. It is expected that inquiries will be acknowledged and followed up on within three (3) business days.
If agency expends >$750,000 in federal funds in a fiscal year: ◦ A-133 annual audit required
You should only bill for expenses approved in your budget. ◦ Only certain line items are “open” (have funding) in your budget. Screening/eCaST is now a line item in the budget ◦ You cannot make changes to your eCaST budget without written approval from CDPHE staff You are pre- approved to purchase items listed on the “WISEWOMAN Allowable Purchases” list under your open budget lines. ◦ https://www.colorado.gov/cdphe/wisewoman-provider-resources In the event that you would like to purchase something not on the WISEWOMAN Allowable Purchases” list contact Program Staff as soon as possible for approval. Contracting agencies, or CDPHE in this case, are required to act as stewards of state and federal money, ensuring it is used in the most effective way possible.
A signed CDPHE standardized invoice must be submitted to request reimbursement for the non-eCaST budget items. The standardized invoice template can be found at: ◦ www.colorado.gov/pacific/cdphe/standardized-invoice-form- and-links Invoices must be received by CDPHE within 45 days of the service period. ◦ For example: The invoice for services provided in March 2016 is due by May 15, 2016. All invoices should be submitted to assigned program coordinator or WWC’s general email cdphe_wwc@state.co.us . Invoices may be scanned and emailed. Requests for additional information on invoiced expenditures may be requested. If so, it must be provided in a timely manner. If there are no expenses, submit an invoice for “0”
Invoicing This contractor is assessed as low risk, full backup documentation is required once in a contract year.
Your budget includes major budget categories, called Major Line Items. These may include: A. Personnel Expenses (N/A to this project) B. Contractual Expenses C. Supplies and Operating Expenses D. Travel E. Indirect (or Administrative) Expenses (N/A to this project)
Major Vs. Minor Line Items Within each Major Line Item, you have more detailed Minor Line items. Personnel Register Nurse $ 7,000 Billing Manager $ 1,500 Clinic Coordinator $ 3,000 Total Personnel $11,500 On the example to the Operating left, Personnel Operating, Printing $ 500 Travel and Contractual Food for Community Meetings $ 450 Total Operating $ 950 constitute Major Line Items. Travel Travel to Denver 2/15 - 3 people $ 505 Site visit to SBHC $ 100 All other budget lines Total Travel $ 605 constitute Minor Line Items Contractual Medical Provider/Consultant $5,000 Total Contractual $5,000 TOTAL REQUEST $18,055 Ivy Hontz
When invoicing major and minor line items must match the approved budget. If awarded funds, monthly invoicing is required. Monthly invoices must align with the line items in the approved budget. The name of the minor budget line items can be changed to match the agency’s chart of accounts, if necessary Ivy Hontz
A contractor may cumulatively move up to 25% of awarded funds between open major budget categories without a budget revision. Cannot move eCaST line item.
Budget Revisions do not require an Amendment to your Contract. Budget Revisions that affect the approved Scope of Work require an updated Scope of Work, in addition to the approved Budget Revision. Any change to an approved Scope of Work does require an Amendment to your Contract.
Purpose Desk and Site Reviews can include an analysis of the accounting polices and procedures of the contractor and their internal controls. Desk Reviews involve the review of invoices Site Reviews allow for visualization of how the contractor operates
Provide assurances that the contractor’s financial systems provide adequate internal controls and its accounting policies and procedures are in accordance with generally accepted accounting principles (GAAP) Determine compliance with contract obligations Identify potential problems and opportunities for technical assistance
The amended contract allows for operational purchases found at: https://www.colorado.gov/cdphe/wisewoman- provider-resources “Allowable purchases list” under Billing and Reimbursement
All items purchased shall be incurred and received by June 30, 2016. Ivy Hontz
If gift cards or vouchers are purchased the Contractor shall provide to CDPHE the Contractor’s written procedures related to gift card and voucher purchase and handling. Ivy Hontz
At a minimum, the procedures must include the following: a) How the gift card or voucher inventory is tracked and maintained b) Gift card or voucher storage and safeguards against theft c) The primary person responsible for securing and distribution gift cards or vouchers d) A gift card or voucher distribution log that records each gift card or voucher number, dollar amount, and the printed name and signature of each gift card or voucher recipient. Ivy Hontz
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