Print Page 1 of 8 Message: New Contract Invoicing and Reporting Info New Contract Invoicing and Reporting Info From Kraft, Emily Date Friday, January 27, 2017 9:45 AM To 'Abigail Chisom' Cc Quarterly Expenditure Report.xlsx (20 Kb HTML) LCPSC Invoice Template.xlsx (16 Kb HTML) Hi Abigail, Congratulations on the award of your new Alternatives to Abortion contract! I wanted to take this opportunity to go over how the new invoicing process works, as you will no longer have the ability to generate invoices with the new Alternatives to Abortion system. There are two forms attached to this email: the Monthly Invoice Template and the Quarterly Expenditure Form. Monthly Invoice Form The Monthly Invoice Form must be completed at the beginning of each month for that month (i.e. you will submit the February 2017 invoice at the beginning of February). Your award amount for the remainder of FY17 and the monthly award amount have been populated for you. The only fields you are able to modify on this form are the invoice number, date, service period, prior invoiced total, and quarterly expenditure adjustment. All the remaining fields are password protected and are only to be changed by me. February should be pretty simple, but if you have any questions on how this needs to be filled out, please let me know. Quarterly Expenditure Report (QER) The QER must be filled out at the end of each quarter (quarter ending dates are March 31, June 30, September 30, and December 31). If the QER shows that your expenditures are less than the amount paid to you for that quarter, you will enter the difference in the “Quarterly Expenditure Adjustment” field of that month’s invoice (this will be a negative number, so please double check that it is). If you claim more expenditures for reimbursement than was paid to you for that quarter, you will again put the difference in the “Quarterly Expenditure Adjustment” field on the invoice (this time, it will be a positive number and will add to your “total due” field). For example, for the months of July through September, you were paid $75,000 total, but you only had $67,000 in expenditures as reported on your QER. On the October invoice, you would enter - $8,000 for the quarterly expenditure adjustment, and the total payment for that month would show $17,000. If you have questions as to how the Quarterly Expenditure Report needs to be filled out, please direct those questions to Joy Benne at (573) 751-7027. I would recommend familiarizing yourself with this form and getting your questions answered sooner rather than later. about:blank 9/14/2018 Print Page 2 of 8 Case File Review Reports Section 2.4.3 requires that case file review reports be submitted on February 15, June15, and October 15. As the contract is starting so close to February 15, I am not requiring you to submit a case file review report for this date. Your first report will be due June 15. Case file review reports can be as simple as an email or Word document describing which client files were reviewed, which case manager serves that client, any deficiencies that were found, and how you plan to correct any deficiencies that were found. Please also make it clear which month the file was reviewed and which subcontractor the case manager is from. For example: February Case File Reviews Client: Jessica Smith Case manager: Tina Jacobs Subcontractor: ABC Subcontractor Date reviewed: 2/10/17 Case file deficiencies: Client delivered on 12/14/16, but the client’s birthing outcome has not yet been entered. All other records required by 2.4.1 are present in the case file. Corrective action: Case manager has been notified of the deficiency and will be entering this data. A follow-up check will be completed by 2/28/17 to ensure the data is entered. Client: Andrea Thompson Case manager: Jerri Jones Subcontractor: 123 Subcontractor Date reviewed:2/11/17 Case file deficiencies: None. All records required by 2.4.1 are present in the case file. Corrective action: N/A March Case File Reviews Client: Jennifer Lee Case manager: Cheryl Loeb Subcontractor: ABC Subcontractor Date reviewed: 3/5/17 Case file deficiencies: Records indicate client received rental assistance for November 2016, but no receipt is present. All other records required by 2.4.1 are present in the case file. Corrective action: Case manager has been notified of the deficiency and has requested a copy of the rent check from Accounting. A follow-up check will be completed by 3/31/17 to ensure the copy is entered into the case file. Again, if you have any questions, please let me know. Emily Kraft Alternatives to Abortion Program Manager Truman Building, Room 430 Jefferson City, MO 65102 Phone: (573) 522-0003 about:blank 9/14/2018 Print Page 3 of 8 about:blank 9/14/2018 Print Page 4 of 8 Exenditure A B C D E F G H Missouri Office of Administration FFY17 A2A Quarterly 1 Expenditure Report 2 Agency: [Insert Contract Agency Name] Number: 3 Program Year July 1, 2016 - 4 September 30, 2017 Revenue Federal 5 (TANF) 6 Revenue Request $ - 7 Indirect (Rate Administrative x 8 Costs Calculations Base) Option 1: Federally Negotiated Indirect 9 Cost Rate (FNICR) 10 Application Base: $ - $ - Federally Negotiated Indirect Cost Rate 0.00% 11 (FNICR): % Total Indirect Administrative $ - 12 Costs 13 OR Option 2: 10% De Minimus (use if no 14 FNICR) Application Base: Modified Total Direct $ - $ - 15 Administrative Cost 16 10% Total Indirect Administrative $ - 17 Costs Direct Federal about:blank 9/14/2018 Print Page 5 of 8 Administrative (TANF) 18 Costs Program Salaries and $ - 19 Wages 20 Employee Benefits $ - 21 Employee Travel $ - 22 Employee Training $ - 23 Office Rent/Space $ - 24 Office Utilities $ - 25 Facility Insurance $ - Office Supplies (under $ - 26 $5,000) Equipment ( Capitol Equipment over $ - 27 $5,000 threshold) Office $ - 28 Communications Office Repairs and $ - 29 Maintenance 30 Contract/Consulting $ - 31 Other (list): $ - (add other categories $ - 32 as needed) Total Direct $ - 33 Administrative Cost 34 Less: Equipment (Capital Equipment over the 0 35 $5,000 threshold) Contracting/Consulting (amount of each 0 contract service over 36 $25,000) Other based on 0 37 definition Modified Total Direct $ - 38 Administrative Cost Federal Participant Services 39 (TANF) 40 Transportation $ - 41 Job Training $ - 42 Tuition Assistance $ - Contracted Residential $ - 43 Care 44 Utility Assistance $ - 45 Emergency Shelter $ - about:blank 9/14/2018 Print Page 6 of 8 46 Housing Assistance $ - 47 (add others as needed) $ - $ - Total Participant $ - 48 Costs 49 50 I hereby certify that the budget is taken from the original Books of Account and that budget amounts are valid and consistent with the terms of 51 the contract. Signature of Date Authorized Representative of 52 [Insert Agency Name] 53 54 55 56 57 58 59 60 61 about:blank 9/14/2018 Print Page 7 of 8 Invoice A B C D E F G H I J K L M Alternatives to Abortion 1 Invoice 2 Vendor Laclede County Pregnancy Contract # CS170042005 3 Name: Support Center Vendor Vendor 43169397000/MB00097817 P.O. Box 373 4 Number: Address: Lebanon, MO 5 65536 6 Office Bill To: of 7 Administration Commissioner's 8 Office 201 W. Capitol Ave, Room 9 125 Jefferson City, MO 10 65101 11 Invoice 12Number: 13Invoice Date: Service 14Period: 15 16 Total Prior Monthly Contracted Invoiced Award 17 Allocation Total Amount 18 about:blank 9/14/2018 Print Page 8 of 8 19 $ 89,272.92 $ - $ 17,854.58 20 Quarterly expenditure $ - 21adjustment: 22 23Total Due: $ 17,854.58 24 Allocation $ 71,418.34 25Remaining 26 27 28 29 30Signature: ________________________________________________ 31 32 33 34 35 about:blank 9/14/2018