Mentally Ill Offender Crime

1
Mentally Ill Offender Crime Reduction Grants
Program
2
Policy Manual Update Highlights
State of California Board of Corrections Facilit
ies Standards and Operations Division Contract
Administration Policies and Procedures Manual for
Counties Revised June 2000
600 Bercut Drive Sacramento, California
95814-0185 www.bdcorr.ca.gov
3
Policy Manual Update Highlights

• Most Changes Non-Substantive Edits for
  Readability
• Some Substantive Changes Reflect Issues Raised at
  February Quarterly Project Managers Meeting
• Effective June 2000
• Available on BOC Web Site

4
Policy Manual Update Highlights

• Key Change
• Documents when invoices must be submitted to the
  BOC

5
Timely Invoices

• Due Date 45 Days Past End of Quarter
• Send to BOC Staff for Review at Least One Week
  Prior to End Date
• Time Stamp on Signed Invoice will Determine
  Timeliness

6
Quarterly Invoices

• To Date Amount Invoiced
• State Funds Claimed 1.8 Million
• Match Funds Claimed 1.4 Million
• Most Counties are up-to-date on Invoicing Program
  Costs
• Late Invoices Can Have Audit Consequences
• Excel Invoice Is On BOC Web Site

7
Policy Manual Update Highlights

• Key Change
• Eligible Project Costs
• Provides clarity and documentation concerning the
  authorization for the purchase of fixed assets
  with state funds and makes the distinction for
  the purchase of fixed assets with match funds.

8
Policy Manual Update Highlights

• Key Change
• Documents application of match funds in excess of
  the 10 Administrative Line Item.

9
Excess Overhead as Match
County Cost Allocation Plan 21
10 State Funds
11 Excess Overhead
10
Excess Overhead as Match Supporting Documentation

• Invoices
• Pay Records
• Billing Documents
• Proof of Other Costs

• Detailed cost Allocation Plan, Demonstrating How
  the County Achieved Amounts claimed as Match for
  Administrative Overhead

11
Policy Manual Update Highlights

• Key Change
• Ineligible Project Costs
• Provides clarity and documentation concerning the
  authorization for the purchase of fixed assets
  with state funds and makes the distinction for
  the purchase of fixed assets with match funds.

12
Policy Manual Update Highlights

• Key Change
• Semi-Annual Progress Reports
• Corrects Report Due Dates.
• Makes Provision if Due date Falls on a Weekend.

13
Policy Manual Update Highlights

• Key Change
• Revised Semi-Annual Report Form
• Available on the BOC Web Site
• Revised Manual Available for Download on the BOC
  Web Site
• www.bdcorr.ca.gov

Appendix
E
14
Tracking Personnel Time For Grant Activities

• Time-Tracking System
• Employee Time Sheet
• Coded Time Sheet

• Time Study Not Required for Full Time Personnel
• Time Sheets
• Payroll Records
• Job Descriptions
• Organization Charts
• Other Supporting Documentation

15
Supervisors, Managers Less Than Full Time

• Cannot Estimate Percent of Time
• Can Identify One Month Per Quarter to Track Time
• Time Sheet
• Calendar
• Apply to Second and Third Month of Quarter

28 Hours X 3 84 Hours For Reported Quarter
16
Time Accounting Prior to March 15, 2000

• Time Tracking Methods for the Time Period Between
  July 1, 1999 and March 15, 2000 will be Approved
  for Supervisors, Managers and other Personnel not
  Working Full Time or Who do not Regularly Submit
  a Time Sheet.

17
Supporting Documentation For Subcontractors

• Not Required But Recommended
• Disallowance May Occur if not Available for Audit
• At a Minimum Conduct Periodic Reviews of
  Subcontractor Supporting Documentation

18
Budget Modifications

• Budget Modifications Less than 10
• No Preauthorization Required
• Must Supply Budget Modification Document
• 10 Modification Threshold for Budget Line Items
  is for the Entire Grant Period

19
Budget Modifications

• Budget Modifications Greater than 10
• Must Have Preauthorization
• Must Supply Budget Modification Document
• 10 Modification Threshold for Budget Line Items
  is for the Entire Grant Period
• Requires Preauthorization

20
Budget Modifications

• Other Issues
• Use Four-Year Budget Numbers Do Not Use 1st
  Year, 2nd Year, etc Budgets.
• Quarterly Reports following a Budget Modification
  Must Reflect New (modified) Budget.

21
Direct Services Defined

• Personnel and/or Services and Supplies Required
  to Deliver Program Services to Grant Clientele.
• Example
• Unit Supervisor
• Project Manager
• Training Program for Staff

22
Match Obligation

• Failure to Meet Match Obligation Will Result in
  BOC Staff Review
• Review Based on Circumstances Causing Failure to
  Meet Match Obligation
• Reviewed Annually
• May Withhold 5 of Grant Award

23
Match Obligation

• CAN COUNTIES DOWNSIZE MATCH OBLIGATION

DOUBTFUL!
???
24
Audits

• Audit is Completed at County Cost
• Cost of the Audit Can Be Counted As County Match
• Must Have Supporting Documentation
• Cannot Use Project Financial Officer to Perform
  Audit
• Cant Change Horses in the Middle of the Stream

25
Travel Policies

• Can Use State Rate or County Rates for Associated
  Travel
• Cannot Use State Funds for Out of State Travel
• Cannot Claim Out of State Travel as Match

26
In-Kind Match

• Volunteer Time and Donated Supplies Can be
  Claimed as Match
• Must Have Supporting Documentation, Including the
  Basis for Which the Value was Established

27
Community Based Organizations

• CBO Audit Costs Can Be Claimed
• CBO Administrative Costs Can Be Claimed
• CBOs Must Document Services Rendered
• Sign Up Sheets
• Case Notes
• Meeting Agendas
• Monthly Statements

28
Semi-Annual Progress Reports

• Reporting Period Must Reflect Schedule Listed In
  MIOCRG Policy Manual

July 1999 March 2000
INCORRECT
29
Semi-Annual Progress Reports

• Reporting Period Must Reflect Schedule Listed In
  MIOCRG Policy Manual

July 1999 DECEMBER 1999
CORRECT
30
Semi-Annual Progress Reports

• Use Latest Version of Semi-Annual Report Form
• Available on BOC Web
• Report Becomes Part of the MIOCRG File
• Information Will assist with the Process
  Evaluation
• Please Supply Client Data on SPSS File Provided
  by BOC Research Staff
• Next Due Date September 15, 2000

31
4th Quarter Estimate

• Invoice not due until August 15th
• BOC must submit an estimate of invoiced state
  funds to be included in a year-end financial
  statement to DOF.
• Please determine anticipated expenditures
• Provide estimate to the BOC by June 9th via email

32
Interim Audits

• Counties Selected to Reflect Diversity by
  Population and Geography
• Humboldt
• Los Angeles
• Placer
• San Mateo
• Stanislaus
• BOC Will Cover Cost of Audit