first 5 la baby-friendly hospital project new contractor orientation september 20, 2011

FIRST 5 LABaby-Friendly Hospital Project

New Contractor OrientationSeptember 20, 2011

Agenda

• Welcome & Introductions (9:00am to 9:10am)– Mercedes Perezchica, Program Officer

• Invoicing & Budget Modification (9:10am to 9:35am)– Tamika Austin, Staff Accountant

• Progress Reporting (9:35am to 9:50am)– Mercedes Perezchica, Program Officer

• Data Collection (9:50am to 10:10am)– Holly Campbell, Research Analyst

• Contract Compliance Guidelines (10:10am to 10:30am)– Jennifer Eckhart, Contracts Compliance Officer

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Invoicing and Budget Modification

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Financial Overview

• Invoice Reporting

• Informal Budget Modification/Budget Changes

• Formal Budget Modification Process

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Invoice Reporting

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Invoice Reporting (Cont.)

• Contact Name & Phone # line, please provide the name and phone # of the individual who is familiar with the expenses reported on the invoice form

• Must be based on actual expenses

• Must be according to the approved budget line items

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• Once an invoice has been paid, contractor CANNOT make adjustments to prior month’s expenses. Prior months’ adjustments can be made only on the current month being invoiced (with justification)

• Justification of previous months’ adjustments should be enumerated

• If budget changes have been made, please make sure to revise the “Approved Budget Total” column on the invoice form

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• First 5 LA will place a HOLD on invoices, if contractor is not in compliance with the Grants Management Dept. (i.e., missing reports, proof of insurance, etc.) and/or Finance Dept. (i.e., error in calculations, unallowable %, etc.)

• Invoices are to be submitted on a monthly basis

• due the 20th business day of each month for the previous month

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• Must be signed by the agency authorized representative (listed on the Signature Authorization Form)

• Payments are processed within 20 workings days of the receipt of the contractor’s invoice, if invoice is properly completed

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Personnel Cost Allocation

Position Employee Name

Approved Budget Gross

Monthly Salary

Approved Budget % Time on

F5LA Project

Budget F5LA

Allocation Amount

ActualGross

Monthly Salary

% of Actual Salary chargeto F5LA

Charge toF5LA

MatchingFunds

(if applicable)FICA

00.00 %SUI

00.00%Health00.00%

WorkersComp.00.00%

Other Benefits 00.00%

Staff BenefitAmount

TotalCharge to

F5LA- - - - - - - - - - - - - - - - - - - - - - - - -

Total For the Pay Period (Jan-xx-2009 - xx-xx-2009) - - - - - - - - - -

- - - - - - - - - - - - - - - - - - - - - - - - - - - -

Total For the Pay Period (Jan-xx-2009 - xx-xx-2009) - - - - - - - - - -

Total Personnel Cost for the Month of January 2009 - - - -

NOTE:

*** This template is for supporting documentation use only. You may use this template if your agency don't have any existing Personnel cost allocation system in place.

*** Please submit the filled Salary & Benefits worksheet or your Agency's internal Personnel Cost Allocation worksheet together with your invoice to support Personnel Cost.

*** Please fill in each column appropriately per approved contract/agreement.

*** This template should only include Personnel Cost line items (from your approved budget). DO NOT INCLUDE CONTRACTED SERVICES.

SALARY & BENEFITS BILLED TO FIRST 5 LA

J effrey Samson:This is the amount to be billed to First 5 LA for Personnel Cost for the month.

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Invoice forms can be downloaded from our website at:

www.First5la.org/Resources/Grantee-Documents

Then select “Contractors”

Invoices (cont’d)

All invoices must be mailed to:

First 5 LA c/o Finance Dept.750 N Alameda St., Suite

300Los Angeles, CA 90012

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Rule 1: 10%Changes for line item budget of $5,000 or more:

You may increase/decrease the amount of the original budget line item by no more than 10% without submitting a formal budget modification

Informal Budget Modification

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Informal Budget Modification (Cont.)

Rule 2: $5,000 or lessChanges for line item budget of less than $5,000:

You may increase/decrease any amount of the original budget line item up to the original amount

When making a budget change, a memorandum explaining the changes must be submitted with the invoice

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Rule 1: 10% Example:

Budget Line Item Amount Change1. Personnel $250,000 + $25,0002. Contracted Services 75,000 + 7,5003. Space 20,000 + 2,000

Rule 2: $5,000 or less:

Budget Line Item Amount Change1. Supplies $4,000 + $4,0002. Telephone 1,500 + 1,500


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• Only two (2) Informal Budget Modifications/Budget Changes will be accepted per contract year

When making a budget change, a memorandum explaining the changes must be submitted with the invoice

• If contractor exceeds two (2) budget changes, a Formal Budget Modification will be required


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Formal Budget Modification Process

contractor must submit the following:

• Budget Modification Form • Justification letter• Revised Statement/Scope of Work (if

modification impacts program activities)

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Formal Budget Modification Rule

If the original line item is greater than $5000 and the change is greater is than 10% of the line item, contractor must obtain prior written approval before incurring any expenses requested in the modification.

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SAMPLE

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SAMPLE

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Formal Budget Modification Process (Cont.)

• Formal Budget Modification due by the 1st of the month – to be effective the 1st of the following month, if approved

• First 5 LA will not process e-mailed or faxed budget modifications

• Formal Budget Modifications will not be processed during the first two months and the last 3 months of the contract year

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Formal Budget Modifications are not retroactive


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• Plan the Formal Budget Modification with the understanding that the requested changes will be effective one month after submission, if approved.

Example: Your agency plans to hire a Case Manager position with savings from the Equipment line item and the Formal Budget Modification is submitted to First 5 LA November 1st. The Formal Budget Modification will be effective, if approved, December 1st. Therefore, the Case Manager position should be budgeted for only 7 months (December – June).


Progress Reporting

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The purpose of the progress report is to update First 5 LA on your contract on a quarterly basis until completed. •Quarterly Progress Reports: Report on Scope of Work objectives and activities.

– Actions taken to complete objective and activity– Progress/delays– Barriers/challenges– Solutions/lessons learned

•Submit Deliverables– Report on location/submission status of deliverables

Progress Reports

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The progress report is a cumulative document.

Progress Reporting Tools

• Progress Report Cover Sheet (Attachment A)

• Progress Report Matrix (Attachment B)*• Baby Friendly Hospital Project Progress

Report Instructions • Report Calendar*Attachment B is unique to each contractor.

Your Program Officer will email this document to you.

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Program (SOW) Modification

• SOW modifications can include (but are not limited to) addition/deletion of activities, and any changes that affect the budget, and/or delays in project

• All modifications are subject to approval by your First 5 LA Program Officer

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Program SOW Modification (cont’d)

• Requests for SOW modifications must be submitted in writing at least 1 month prior to the requested effective date

• Requests for modifications will not be accepted during the first 2 months and the final 3 months of the contract year

• Limit of 2 SOW modifications per contract year

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Data Collection

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Contracts Compliance

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Certificates of Insurance Certificate Holder, additional insured, and loss payee should be endorsed as:

Los Angeles County Children & Families First - Proposition 10 Commission, its

officers, agents, consultants and employees.

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INSURANCE

INSURANCE

Loss Payee should read as:

“Loss Payee, as their interest may appear”

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Coverages/Endorsements:– Commercial General Liability

• Additional Insured Endorsement required– Workers Compensation

• No endorsement required – Professional Liability

• Additional Insured Endorsement required– Business Auto Liability

• Loss Payee Endorsement required– Crime

• Loss Payee Endorsement required– Property Insurance

• Loss Payee Endorsement required34

INSURANCE

INSURANCE

Certificate of Insurance

• Must be maintained throughout Contract period

• Must have correct limits

• Must have correct endorsements

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CONTRACTED SERVICES

Memorandum of Understanding (MOU)• Required for

– All collaborative partners, subcontractors, and/or contracted services listed on Budget under the Contracted Services and Evaluation Sections

• Name and amount on MOU must be the same as on the Budget Forms

• MOU must be signed by authorized signatories from both parties

• MOU’s need to be set up before services are received.

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ROLLOVER

• Only allowed the first year to the second year of a new project.

• Cannot be used for equipment and capital expenses the second year.

• No rollovers and formal budget modifications the first two months and the last quarter of the contract.

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ROLLOVER PROCESS

• 60 days prior to contract expiration of the first year, Contractor submits a request to rollover funds with a detailed narrative (estimated amount) on letterhead signed by an authorized signatory. PO will review and notify contractor if the request has been approved.

• Upon approval of the final invoice, Contractor can determine exact amount of available funds to be rolled over.

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ROLLOVER PROCESS (cont’d)

• After the first two months of the second year, Contractor can submit final budget with rollover amounts and a scope of work modification along with a formal request to rollover funds.

• Contracts Dept. will process the rollover as an amendment.

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ROLLOVER PROCESS (cont’d)

• Please note that rollovers should be submitted on the 1st of the month in order to be effective the 1st of the following month. (Ex: submit November 1st to be effective December 1st)

• Rollovers are NOT retroactive.

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RENEWALS

• Approximately 60-90 days prior to contract expiration, the PO will send you a timeline of the contract renewal process and go over all required documents.

• Contract must be signed and submitted to First 5 LA no later than two weeks before the new contract start date.

• Contract will not be renewed until all required documents for the current year have been submitted.

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Contacts

Mercedes PerezchicaProgram Officer(213) 482-7826

[email protected]

Lucy LinProgram Officer(213) [email protected]

Tamika AustinStaff Accountant II

(213) [email protected]

Rommel HilarioContract Compliance Officer

(213) [email protected]

Holly CampbellResearch Analyst(213) 482-5990

[email protected]

first 5 la baby-friendly hospital project new contractor orientation september 20, 2011

Documents

invoice reporting cont

invoice form

contractors invoice

approved budget line

total personnel cost

approved budget total

personnel cost line

enumeratedif budget