Education & Outreach Fiscal Provider Orientation FY 2022
Education & OutreachFiscal Provider OrientationFY 2022September 9, 2021Frantzsou Balthazar-ToussaintFiscal ManagerInfectious Disease Bureau
Learning Objective To review BPHC’s Infectious Disease Bureaufiscal rules as they related to your servicedelivery in FY22 To go over changes in budget revisions thatare effective starting this fiscal year.
Fiscal UpdateFY22 Contract Packet Contract packet for FY22 were sent via SignNow back onJuly 28 and emailed on July 29, 2021 Only fully completed contract packet with no missingdocuments will be executed Purchase Order (PO) number cannot be issued without anexecuted contract Delays in contract execution create delays in PO creationand subsequently delays in invoice paymentsBudget Revision Request Budget revision request documents have been updated tostreamline the process
Fiscal RulesFor a detailed review of Fiscal Rules please see the FY22 Provider ManualSome key reminders: It is expected that 100% of funded agencies FY22 award is spent by the end of the funded fiscalyear Reimbursement for service delivery costs will only be made in accordance with funded agencies’most current (FY22) budget and Scope of Service Administrative costs/HHS-Approved Indirect Rate costs are capped at 12% Administrative activities must be clearly labeled and itemized on E&O budgets Funded agencies are responsible for: Tracking all administrative expenses Providing expense reports as backup documentation for invoices Agencies wishing to use an Indirect Rate, must provide documentation of Certificate of IndirectCosts that is HHS-negotiated and signed by an individual authorized to sign on behalf of theagency Agencies with an approved indirect rate do not need to submit indirect expenses backup with theirinvoices .
Fiscal Rules Administrative costs: Usual and recognized administrative overheadactivities include:-Utilities, Rent, Maintenance, Facility costsCosts of management oversight of the specific programincluding: Program coordinationClerical, financial, and management staff not directly related to patient careProgram evaluationLiability insuranceAuditsComputer hardware/ software not directly related to patient care Agencies with HHS-negotiated Indirect Ratedo not need to submit expenses backup fortheir administrative expense.- Indirect Rate must be clearly labeled on E&O budgets
Budget OverviewDirect Cost All E&O paid staff that provide direct servicesOther Direct Cost Non-Personnel Direct Costs, i.e. Supplies,Travel, Training, etc.Administrative Cost Itemized Administrative Cost, 12% Cap; or HHS Indirect Approved Rate, 12% Cap
Sample BudgetBoston Public Health CommissionInfectious Disease BureauCommunity Based PreventionFY 2022July 1, 2021 - June 30, 2022Agency NameEDUCATION & OUTREACHDirect CostHealth Outreach WorkerAdministrative AssistantPersonnelM. JonesJ. SmithSalary 32,000 25,000FTE1.000.50SUBTOTALFRINGEPERSONNEL TOTAL1.5029.30%Months1212 44,500 13,039 57,539Other Direct CostIncentivesOffice SuppliesEducational Supplies 1,500 1,500 2,500SUBTOTALDIRECT COST TOTALAdministrative CostProgram ManagerAnnual 32,000 12,500PersonnelJ. DoeSalary 63,273SUBTOTALFRINGESUBTOTAL 5,500 63,039FTE0.05Months120.0529.30%Other Administrative CostAccounting CostFinancial Reporting CostsPayroll CostsAnnual 3,164 3,164 927 4,091 825 2,000 649SUBTOTALADMIN COST TOTAL 3,474 7,565DIRECT COST TOTALADMIN COST TOTAL (BPHC Community Based Prevention Cap (12% )) 63,039 7,565E&O SERVICE AWARD TOTAL 70,603
InvoicesInvoice Invoice Cover Sheet Back-up DocumentationBPHC City FundingMonthly InvoiceAgency Name:ENTER AGENCY NAME HEREPay To:WRITE COMPLETE AGENCY NAMEAddress:ENTER AGENCY ADDRESS HEREBill To:Boston Public Health CommissionProcure to Pay Office1010 Massachusetts AvenueINFECTIOUS DISEASE BUREAU USE ONLYAPPROVED FOR PAYMENTDate:Boston, MA 02118Funded Service:Activity#:BPHC PO#City of BostonCommunity Based PreventionFunding Source:Program:Invoice Submission Date:Enter submission DateEDUCATION & OUTREACHBilling Period:Enter Billing Period6226007Enter new PO#Invoice #:EO(MONTH)FY22PERSONNELFTEAmount (A)(B)(C)(D)Program Director0.00 0 0 0 0Health Educator0.00 0 0 0 0Public Health Navigator0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Local Travel 0 0 0 0Educational Supplies 0 0 0 0Office Supplies 0 0 0 0 0 0 0 0Sub-total 0 0 0 0DIRECT COST TOTAL 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Sub-total0.00Fringe30.00%Personnel TotalsOTHER DIRECT COSTADMINISTRATIVE COST (BPHC Cap 12%)Program Director0.00Fringe0%ADMINISTRATIVE COST TOTALTOTALS EXPENSE12.0%Invoice Amount 0I hereby certify that the bills, receipts, and payroll documentation attached to this invoice are expenditures solely associated with the Ryan White Part A funding.Prepared by:Authorized by:Contact Name:Phone:Name:Title:Email:Signature (blue ink):
Invoice overview Invoice cover sheet format must match BPHC’s format exactlyto avoid mistake – See FY22 Provider Manual Invoice cover sheet must always match the most currentapproved budget EXACTLY Invoice # must be unique for each billing month, have less than20 characters, and must be legible Invoice # should not be handwritten Invoice PO # should be the CORRECT and CURRENT FiscalYear PO # (FY22 PO # as of July 1, 2021) There should be sufficient and proper back-up documentationfor each invoice submitted
Invoice Cover SheetInvoice coversheet format mustmatch currentbudget and invoicetemplate format –see FY22 ProviderManualInvoice Activitynumber is updatedevery fiscal year andis valid the for wholefiscal yearInvoice PO numberis updated everyfiscal year – NewPOs are sent toagency’s fiscal staffat the beginning ofthe fiscal year and isvalid for the wholeyear unlessotherwise indicatedby BPHCBPHC City FundingMonthly InvoiceAgency Name:ENTER AGENCY NAME HEREPay To:WRITE COMPLETE AGENCY NAMEAddress:ENTER AGENCY ADDRESS HEREBill To:Boston Public Health CommissionProcure to Pay Office1010 Massachusetts AvenueINFECTIOUS DISEASE BUREAU USE ONLYAPPROVED FOR PAYMENTDate:Boston, MA 02118Funded Service:Activity#:BPHC PO#Invoice Submission Date:Billing Period:EDUCATION & OUTREACH6226007Enter new PO#PERSONNELFTECity of BostonCommunity Based PreventionFunding Source:Program:Invoice numberchanges every fiscalyear to match currentfiscal year and billingmonthsEnter submission DateEnter Billing PeriodEO(MONTH)FY22Invoice #:Amount (A)(B)(C)(D)Program Director0.00 0 0 0 0Health Educator0.00 0 0 0 0Public Health Navigator0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Local Travel 0 0 0 0Educational Supplies 0 0 0 0Office Supplies 0 0 0 0 0 0 0 0Sub-total 0 0 0 0DIRECT COST TOTAL 0 0 0 0Sub-total0.00Fringe30.00%Personnel TotalsOTHER DIRECT COSTADMINISTRATIVE COST (BPHC Cap 12%)Program Director 0 0 0 0Fringe0% 0 0 0 0ADMINISTRATIVE COST TOTAL12.0% 0 0 0 0 0 0 0 0TOTALS EXPENSE0.00Invoice Amount 0I hereby certify that the bills, receipts, and payroll documentation attached to this invoice are expenditures solely associated with the Ryan White Part A funding.Prepared by:Authorized by:Contact Name:Phone:Name:Title:Email:Signature (blue ink):Preparedby/Authorized bysection must befilled out completely
Invoice Cover Sheet – Top PartBPHC City FundingMonthly InvoiceAgency Name:INFECTIOUS DISEASE BUREAU USE ONLYENTER AGENCY NAME HEREAPPROVED FOR PAYMENTPay To:Address:WRITE COMPLETE AGENCY NAMEENTER AGENCY ADDRESS HEREDate:Bill To:Boston Public Health CommissionProcure to Pay Office1010 Massachusetts AvenueBoston, MA 02118Funded Service:Activity#:BPHC PO#EDUCATION & OUTREACH6226007Enter new PO#Invoice Activitynumber is updatedevery fiscal year andis valid the for wholefiscal yearFunding Source:Program:City of BostonCommunity Based PreventionInvoice Submission Date:Billing Period:Enter submission DateEnter Billing PeriodInvoice #:EO(MONTH)FY22Invoice numberchanges every fiscalyear to match currentfiscal year and billingmonthsInvoice number should: Specify program: EO – for Education &Outreach Specify Month: Month (abbreviated) Specify Fiscal Year: Fiscal Year(abbreviated)Example: EOJulFY22Education &OutreachMonthFiscal Year
Invoice Cover Sheet - Middle PartPERSONNELFTEAmount (A)(B)(C)(D)Program Director0.00 0 0 0 0Health Educator0.00 0 0 0 0Public Health Navigator0.00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Local Travel 0 0 0 0Educational Supplies 0 0 0 0Office Supplies 0 0 0 0 0 0 0 0Sub-total 0 0 0 0DIRECT COST TOTAL 0 0 0 0 0 0 0 0Sub-total0.00Fringe30.00%Personnel TotalsOTHER DIRECT COSTADMINISTRATIVE COST (BPHC Cap 12%)Program Director0.00Fringe0% 0 0 0 0ADMINISTRATIVE COST TOTAL12.0% 0 0 0 0 0 0 0 0TOTALS EXPENSEInvoice AmountThis side must matchcurrent budget 0Cumulative Billing mustreflect accurate billing overthe course of the fiscal year.
Invoice Cover Sheet – Bottom PartI hereby certify that the bills, receipts, and payroll documentation attached to this invoice are expenditures solely associated with the Ryan White Part A funding.Prepared by:Authorized by:Contact Name:Phone:Name:Title:Email:Signature (blue ink):Must be filled outcompletely
Invoice Backup DocumentationInvoice Backup Documentation should include: A summary of the E&O program’s direct cost/personnelexpenses– This summary should serve as a cover page for the payroll back-up.– This summary should show the calculations for any split billing ( 1 FTEstaff) A summary of the E&O program other direct cost/below lineitem expenses– This summary is a must for programs with more than one other directcosts/below line items and where multiple receipts are submitted asback-up for a single line item. For instance, multiple receipts may besubmitted for a staff travel line. The summary page must show theadditions of all the receipts that make up the total monthly expense forthat staff travel line.14
Direct Cost/Personnel ExpensesSummary PageExample:7/1/21 - 7/31/2115
Other Direct Cost Summary PageExample:7/1/227/1/227/22/227/31/2216
Invoice Backup: DirectCost/Personnel Expenses Personnel Reimbursement Request:– Must include a page summarizing all the personnelexpenses (Summary Page)– Must include copies of payroll registers (total earnings,taxes, etc.) for all staff being paid by your E&O funding.Some examples of payroll registers are: Payroll Register ADP PAYCHEX17
Payroll Register Sample07/03/2021 to 07/17/202107/04/2021 to 07/18/2021
ADP Sample
Paychex Sample
Invoice Backup: Other Direct Cost Meals/Client Food Line Item Reimbursement Request:– Must include a detailed receipt for The type of food purchased The purchase amount The date of the purchase– Must include proof of payment No reimbursement will be made without proof of payment A bill may be submitted if the payment has been charged at the time ofpurchase– Food consumption must be related to program activities asdescribed in your approved Scope of Service– Food Line item expenses must also be reasonable21
Food Purchase Receipt SampleDateBusinessNameReceipt ofactualpurchasePurchasesBoth of these and list of participant names must be submittedwith request.
Invoice Backup: Other Direct Cost Staff Travel Reimbursement Request:– Must include a copy of the Travel Request Form with The date and purpose of travel The destination traveled (to and from information) The signature of both the staff and the staff supervisor– Must include copies of parking and toll statements– Must include proof of payment No reimbursement will be made without proof of payment A bill may be submitted if the payment has been charged at the time oftravel– Mileages for staff travel are reimbursed at 0.56/mile (IRS rate)23
Staff Travel ed
Staff Travel SampleEx: 1WaybillEx: 2 Waybill25
Staff Travel Sample26
Invoice Backup: Other Direct Cost Program Supplies Reimbursement Request:– Must include a copy of the original vendor invoice Description of purchased items Total amount to be reimbursed– For split payments, the portion of E&O funding request forpayment must be clearly labeled– Must include proof of payment No reimbursement will be made without proof of payment A bill may be submitted if the payment has been charged at the timeof purchased No tax payments are allowed under this funding27
Program Supplies Receipt SampleReceipt should include:-Description of items- Quantity- Amount forreimbursement
Proof of Payment29
Split Supplies Payment Receipt SampleE&O: 5.00RW: 6.05If you are splitting yoursupplies order among othergrants, please list how muchis being paid by the E&Ofunding and the othersources.
Invoice Backup: Other Direct Cost Incentives Reimbursement Request:– Must include a copy of the original vendor invoice Description of purchased incentives Total amount to be reimbursed– Must include proof of payment No reimbursement will be made without proof of payment A bill may be submitted if the payment has been charged at the timeof purchased No tax payments are allowed under this fundingPlease note: Incentives are defined by the program’s Scope of Service– Cash Stipends are not allowed31
Incentives Back upJustification forincentivesReceipt for purchase of incentives
Invoice Payment ProcessesDouble checked for accuracy as it can create a delay in payment ifelements are missing or are wrong.Emailed invoices are reviewed and approved for payments by IDBFiscal staff.Approved invoices are then forwarded to Procure to Pay office forpayments.Monthly invoices containing all required information and back-updocumentation are paid within 30 days of receipt.Invoices are paid via ACH direct deposit only.
Invoice SubmissionInvoices are sent via Email to:Boston Public Health CommissionIDBinvoices@bphc.org Invoices must be submitted by the 15th of every month andare paid within 30 days of receipt. Agencies will receive a reminder email on the 16th if invoices arenot received by the 15th. A non-compliance email/letter will be sent to all agencies for lateinvoice submissions.
Budget Revision Agencies may be allowed to shift funds between existing lineitems from their contract budgets via a Budget Revision Request Budget Revisions may be necessary due to the following: Evolving service needs Needs to use different means to accomplish the originalagreed upon goals and objectives outlined in the Scope ofServices In general, adding new other direct cost/line items to contractbudgets is not an acceptable request Contract budgets may only be revised with the written approval ofthe Boston Public Health Commission, Education & OutreachOffice, Senior Program Coordinator.
Budget Revision Submission Budget Revision requests including all required back-updocumentation must be emailed to:Greg M. Lanza,Senior Program CoordinatorEducation and OutreachCommunity Engagement DivisionBoston Public Health Commissionatglanza@bphc.org The last day to submit a Budget Revision request to BPHC forFY 2022 is April 1, 2022 Budget revisions after this deadline will only be made to fill vacantpositions or to make title/name changes
Budget Revision ProcessSTEPS:1.Agency emails a Budget Revision request packet to the Education & Outreach, Sr.Program Coordinator: Greg Lanza2.If approved by the Sr. Program Coordinator, the request is submitted to the BureauDirector, Dr. Sarimer Sanchez for approval3.If approved by the Bureau Director, the request is then submitted to our fiscal office to beprocessed by the Fiscal Manager: Frantzsou Balthazar-Toussaint4.The completed budget revision request is then sent back to your Education & OutreachSr. Program Coordinator, who prepares your approval packet5.The approved packet is then emailed to the agency - Agency at that time is given thegreen light to bill BPHC/submit invoices using the Newly Revised Budget6.If a revision request is denied, the agency will receive a denial letter – Appeal of deniedbudget revision requests are made in writing to the Sr. Program Coordinator: Greg Lanza
Budget Revision DocumentationEach Budget Revision request must include the following:1. A Budget Revision Request Form (See FY22 Provider Manual)A Budget Revision Request Form – A form that agencies must complete tooutlines each change being proposed and how it will support the agency inachieving the funded service goals and objectives2. A Budget Revision Excel FormA current budget with the proposed changes made in the same format asthe award budget. The proposed changes should be listed to the right ofeach personnel and/or other direct cost line items in the excel template. Ifthe budget revision does not match the most up to date award budget, itwill be returned to the agency (FY 2022 Provider Manual)1. Supporting DocumentsFor new hires, provide: A resume showing qualifications Proof of annual salary such as an offer letter or payroll statement Brief description of the position’s duties and responsibilities as theyrelate to the funding
Budget Revision ExceptionsA formal Budget Revision request is not needed if the following istrue: The request is to replace a TBD/TBH line with the name of a newemployee at the SAME salary, FTE, and months that was originallyproposed If moving expenses 10% or less from line to line If changing the title of an employee while leaving everything else thesameIf any of the above exceptions apply, an agency only needs to submitthe Budget Revision Request form to justify your proposed requestwith the necessary supporting documentation.
Budget Revision Request Form
Budget Revision Request Form
Budget Revision Request Form
Budget Revision Excel FormBoston Public Health CommissionCommunity Based PreventionFY 2022July 1, 2021- June 30, 2022(Agency Name)Education & OutreachEXAMPLEBudget Revision RequestDirect CostProgram CoordinatorProgram CoordinatorPeer LeaderPersonnelJonesValdezDavisBrownSalary 35,000FTE0.75Mos12Annual 26,250 32,000 25,0001.000.251212 32,000 6,250SUBTOTALFRINGEPERSONNEL TOTAL2.0029.30%Other Direct CostOffice SuppliesEducational SuppliesFood 64,500 18,899 83,399 1,000 200 500SUBTOTALDIRECT COST TOTALHHS Indirect Approved RateBPHC Community Based Prevention Indirect CapChange( 19,688) 22,313( 2,560) 0INDIRECT SUBTOTALAnnual 77FRINGE29.30%PERSONNEL TOTAL( 84) 0 0 1,700 85,09969.50%12%NewSalary 35,000 35,000 32,000 25,000 10,212 64,565 18,918 83,483 916 200 500SUBTOTALDIRECT COST TOTAL 0NewAnnual 6,563 Prior staff 22,313 New staff 29,440 Current 6,25012.00%INDIRECT SUBTOTAL 1,616 85,099 10,212 10,212DIRECT COST TOTALINDIRECT COST TOTAL (12% Cap) 85,099 10,212 0 0 85,099 10,212E&O SERVICE AWARD TOTAL 95,310 0 95,310Current BudgetProposed Budget
Budget Revision ExampleIn this example, Program Coordinator Jones has left the agency after 3 months on the E&Ocontract. Program Coordinator Valdez has replaced Jones for the remaining 9 months of thefiscal year. The agency has decided to raise the new Program Coordinator's FTE from .75 to.85 on the contract. In order to cover the additional dollars, the agency had to reduceProgram Coordinator Davis’s FTE from 1.0 to .92 and remove 84 dollars from their OfficeSupplies line to put into the new Program Coordinator's line. The agency’s original budget isreflected in the first six columns. Items and staff names may be added if new staff has beenhired. For example, a new line has been inserted to reflect the hiring of Program coordinatorValdez.Following are terms related to budget revisions. “Change” is the difference between theAnnual and the New Annual (Change Annual - New Annual). “New Salary” is the Full TimeEquivalent (1 FTE total) salary. If there is a salary adjustment from the original “Salary,” backup documentation is required (e.g., hire letter). “New FTE” is the new percentage of time thatthe position listed will be paid through this contract. “New Months” indicates the new numberof months that the employee will work; the number would differ from the original budget whena staff person is added or removed from a budget based on hiring or departure. “New Annual”is the updated total salary amount that will be paid for by Part A based on changes made tothe salary, FTE, or months in the budget revision. “New Annual” for a staff member who isbeing removed from a budget must be the actual amount expended based on monthlyinvoices submitted to date.
Exercise
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Fiscal TeamRegis Jean-Marie, Bureau AdministratorFrantzsou Balthazar-Toussaint, Fiscal ManagerMonica Araujo, Fiscal CoordinatorSheldon Ramdhanie, Fiscal CoordinatorSoane Monestime, Fiscal Coordinator
Invoice PO number is updated every fiscal year –New POs are sent to agency’s fiscal staff at the beginning of the fiscal year and is valid for the whole year unless otherwise indicated by BPHC Invoice cover sheet format must match current budget and invoice template format – see FY22
2.3 Services through Outreach 5 2.4 Staff for Conducting Outreach - Roles and Responsibilities 6 2.5 Steps in Outreach 9 3. Outreach Planning 10 3.1 Social Mapping 11 3.2 Spot Analysis 12 3.3 Contact Mapping 13 3.4 Work Plan 14 4. Conducting Outreach 15 4.1 Services Provided through Outreach 16 5. Documentation 21 5.1 Individual PE Tracking 21
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