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Conference Call #888-494-4032 Access Code 9786079493
A Training Session Given to DHS Providers
July, 2014
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DHS Mission: To assist our customers to achieve maximum self-sufficiency, independence and health through the provision of seamless, integrated services for individuals, families and communities.
Office of Contract Compliance Accountability – Integrity - Reliability
Thank you for partnering with us! ◦ Without you – our services couldn’t be performed to all the
individuals that need our help.
Housekeeping items ◦ Please mute your telephone.
◦ Use the chat feature to type a question during this presentation.
◦ All questions will be gathered at the end of this presentation and answers will be posted to the FAQs on our website.
◦ Course is focused on how to input a budget into the CSA system.
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Housekeeping continued…
◦ There is an accompanying FY15 Provider Budget Manual which contains detail on element definitions and more in depth instruction.
◦ Other resources are available to you on our website – such as definitions of direct costs versus indirect costs, allowable costs, etc.
◦ If you have questions, comments or suggestions after this presentation is over– you can email them to [email protected]
◦ If you are a provider that has only “budget exempted” agreements – please use the quick reference steps outlined in the FY15 FAQ section of our website to submit your administrative data.
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Housekeeping continued…
◦ There will be a short evaluation which is located at
http://www.dhs.state.il.us/page.aspx?module=17&item=72390&surveyid=253 . (This link will be emailed to you),
◦ We would really appreciate receiving your feedback.
◦ After we receive your completed evaluation, a copy of these slides will be sent to you via email.
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Learning Objectives - Understand:
1. FY15 Budget Requirements
2. FY15 Budget Template
3. FY 15 Budget Approval Process, Notifications and Timeframe
4. How to Enter a Budget in CSA
5. How to Modify a Budget
- So, let’s get started!
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Starts with the Community Service Agreement. (We call it the CSA agreement for short). This is the contractual agreement between your entity and DHS. It contains all the requirements, terms and conditions related to receiving the funding from us and performing the requested services.
The budget requirements are found in Article VI of your FY15 CSA Agreement.
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Who must submit a budget?
“Everyone must submit a budget for all agreements unless you are notified in the exhibits or the program attachments to the contract, that the agreement is exempt from the budgeting requirement.”
So, who do you check with if your agreement is exempt, if you are still uncertain?
It is best to check with your program area or use the email address to confirm exemption. A listing of those point of contacts are found on the last page and on our website in the FY15 FAQs.
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Where do you enter and submit the FY15 budget?
As in previous years, the budget should be entered and submitted electronically via the CSA web portal. The website address is https://grants.dhs.illinois.gov/gpsecure/gtp.
When are the budgets due?
The budgets are due within 30 days of execution of the CSA Agreement. So, for the majority of our providers, this means that budgets are due by July 31, 2014.
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When should I hear back that my budget has been reviewed and accepted?
DHS is committed to reviewing all initial budget submissions within sixty business days of receipt of your budget as outlined in Section 6.4 of the CSA agreement.
How will I be notified that my budget has been reviewed?
You will receive an email notification that your budget has been approved or if funding sources are rejected.
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What happens if I do not submit a budget and it is required?
If you are required to submit a budget and one is not submitted, funding suspension can occur. Obviously we want to avoid this.
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The budget template for FY15 is the CFR (Consolidated Financial Report). It is the same template that was used last year.
There is a provider demographics page and seven schedules that comprise the budget template. These are:
◦ The Summary Page
◦ The listing of Programs
◦ The Schedule of Program Costs
◦ The Schedule of Program Revenue
◦ The Report of Service Units
◦ The Program Personnel Page
◦ The Program Consultant and Contractual.
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If you would like an excel “blank” template to work through the various budget scenarios – a blank form can be found in our FY15 Budget FAQs at: http://www.dhs.state.il.us/OneNetLibrary/27896/documents/CFRBudgetBasicFormnoformulas.xls
You will be able to print your budget from the CSA – pdf format.
Your approved FY14 budgets have been copied to the CRV for your use. Also for FY15, a copy will be sent to the CRV upon DHS approval. (Electronic filing cabinet of your budgets with us).
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Same process as last year. Two tiered approval process. ◦ Programs use a checklist to review your direct costs. They
are checking for CFDA caps and limits, your recommended resources to complete the work, the reasonableness and allowability of your budgeted costs.
◦ Once the program areas are complete, your budget goes to Office of Contract Compliance. We are primarily focused on reviewing the indirect cost allocation.
◦ Per the contract, you will have feedback on your budget submission within 60 days.
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You will receive email notifications when your budget has been approved or if there is action needed on your part – such as a funding source has been rejected or the amount has changed.
You will want to think about who you would like to receive these emails and set them up as Budget Contacts in the CSA system.
Copies of the actual email notification wording is found in the FY15 Provider Budget Manual.
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To complete this objective, we will view screen shots of the various steps needed to enter the budget into the CSA. Then we will actually go live to the CSA and demonstrate entering a budget.
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◦ You will need
Central Repository Vault (CRV) login ID and password
Community Service Agreement (CSA) System login and password.
◦ DHS is working with Central Management Services to try to have one login and password – but at this time it is two different sign ons.
◦ If you need to register with the CRV or need a password reset for the CRV contact Aalyiah Bannister-Batie at (312) 793-4094 or the CRV support team at [email protected]
◦ If you need to register for the CSA or need a password reset to CSA contact 1-866-791-4554 or email the help desk at [email protected].
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Login. - use a valid USER ID and Password.
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-We are now going to go add a FY15 budget. Go to the Budget Tab and click Budget. The Budget list shows prior years budgets for your entity that have been created.
You will need to add FY15 to your list!
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-Click Add Budget
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This will determine who gets email notifications during the review process of the budget. To add a contact highlight the person you would like to get notifications. Hit save.
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This will determine who gets email notifications during the review process of the budget. To add a contact highlight the person you would like to get notifications. Hit save.
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You can see that a budget has been created and it is in-work . The next step is to add any additional funding sources.
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You can see that a budget has been created and it is in-work . The next step is to add any additional funding sources.
Select the “Program” option from the Go to Table/Jump To drop-down menu to access the Programs screen. Check to ensure all of your DHS agreements are listed here.
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•The DHS agreements funding sources should be pre-populated. However, a funding source will need to be added for each State of Illinois Health and Human Service Agency funded agreement if you are a nonprofit. The reason for the inclusion of other agreements is used in the indirect cost rate allocation. • The Department of Public Health was added manually.
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Select the “Costs” option from the Go to Table/Jump To drop-down menu to access the Schedule of Programs Costs screen.
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This section can contain direct administrative expenses as well as the indirect allocation.
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• Please reference Section 7.2 Under Article VII of the agreement of the indirect cost submission • Providers who receive $250k or more in funding from the State of Illinois, including all departments thereof, and whether state of federal funds must submit an indirect cost rate proposal no later than 60 days after their submission of audited financial statements • Providers who have an ICRP approved by a cognizant Federal agency must submit an Indirect Cost Proposal, but DHS will accept that Proposal, up to any statutory, rule-based or programmatic limits. •Providers are encouraged to calculate a preliminary rate so there is no large fluctuations once audited financial statements are received.
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•You will receive a note in the budget review area notifying you if you need to complete an Indirect Cost Rate Proposal AND WE DO NOT HAVE ONE ON FILE. • If you have submitted a proposal and you have NOT received acceptance of the rate, please use the rate submitted with your proposal. • We are working through the backlog as quickly as we can.
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Select the “Revenue” option from the Go to Table/Jump To drop-down menu to access the Schedule of Program Revenue screen
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Select the “Unit” option from the Go to Table/Jump To drop-down menu to access the Report of Service Units screen.
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Select the “Contractual” option from the Go to Table/Jump To drop-down menu to access the Program Consultant and Contractual screen.
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- Summarizes All Revenues and Costs =NO INPUTTING NECESSARY. - Reflects Status of Budget
The CFR Summary table draws data from the various schedules and is information only. Data entry is not needed on this page. You will see information once you start inputting data into the other schedules Select the “Summary” option from the Go to Table/Jump To drop-down menu to access the CFR Summary screen. All information on the CFR Summary is calculated from subsidiary schedules. The user will be able to view the Status of the budget funding source(s) as well as the DHS Contract Approved Amount.
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• Be sure to submit your budget!
-click Submit For Approval found on the Budget screen. The system will update the Budget History and Status.
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Amendments use the same process and approval flow as the initial contract.
You will receive an email notification that a funding source has been modified and needs your attention when the amendment is published.
You will need to modify your funding sources and submit.
Do not manually add the change in funding source!
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If locked, you will need to contact your program poc to unlock so you can make adjustments.
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- We will be providing some navigation tips using an online demo which will help reinforce the concepts.
- We will also visit our DHS website to show you where the FY15 FAQs and other resources that might help you are located.
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Please complete the evaluation form found at http://www.dhs.state.il.us/page.aspx?module=17&item=72390&surveyid=253 (We will email you the link)
Your feedback is very important to us!
Take a few minutes now to enter any additional questions or comments you have now using the chat room.
Remember to visit our website for commonly asked questions and answers.
If you have questions after you leave today, please send them to [email protected]
A BIG THANK YOU FOR YOUR TIME TODAY!
