CMAA: Direct Charge Expenses - PowerPoint Presentation

Slide1

CMAA: Direct Charge ExpensesNon-Offset RevenuesSlide2

Types of expenses can include:Salary and BenefitsSubcontractorNon-labor costs of services and suppliesCosts of staff who time survey are not direct charge

CMAA: Direct ChargeSlide3

Requirements:Staff costs must be 100% attributable to a single Medi-Cal eligible activityStaff whose costs are direct charged must still attend an annual time survey training

Staff must perform reimbursable activities 100% of the time or in distinct and documented blocks of time

Staff time must be documented/logged

Staff must complete “Staff Certification of Direct Charge Time

” each quarter

When to direct charge staff?Slide4

Common MAA activities for direct charge include:Code 8 - Facilitating Medi-Cal Application

Code 10 -

Arranging and/or Providing Non-Emergency, Non-Medical Transportation to a Medi-Cal Covered Service

Code 19 -

MAA/TCM Coordination and Claims Administration

Direct Charge Common CodesSlide5

Identifying staff informationDate activity was performedAmount of time spentTotal hours paid for day, month, or quarter

Activity description

Direct Charge LogSlide6

Contract can be direct charged if it:Describes the claimable activities to be performedSpecifies the dollar amount for each claimable activity

Contingency fees cannot be direct charged

Direct Charge of

Contractor ExpensesSlide7

Normal day-to-day operating expenses necessary to run the claiming unitOverhead costs not included in indirect rateIdentify these costs and develop backup documentation showing detail and amount to be claimed

Direct Charge Non-Labor CostsSlide8

Non-salary and/or overhead costs associated with MAA specific reimbursable activities (‘non-salary costs’):Travel Training Printing

Computer, or other equipment costs

Supporting documentation to substantiate any non-salary and/or overhead direct charges

Direct Charge Non-Labor CostsSlide9

Transportation Costs for Medi-Cal enrolled individuals to a Medi-Cal non-emergency covered service

Need to track:

Client name

Client Medi-Cal ID

Date of serviceType of Medi-Cal covered service/providerMileage, van operating costs, insurance, driver, etc.

Bus tokens, taxi vouchers, etc.

Direct Charge Non-Labor CostsSlide10

Staff or contractor must be listed on the CUFGStaff must be trained annually

Staff must sign a

Duty

S

tatementCorresponding Activity Sheet must reflect if staff or contractors are direct c

harging rather than time surveying

Program Planning & Policy Development can be direct charged when performed full time by an employee whose tasks officially involve program planning and policy development

LGAs may also utilize the staff classification and payroll coding documents to verify the reimbursable costs for staff that perform Medi-Cal eligible services and/or activities 100 percent of the time

Direct Charging Other DetailsSlide11

Cost Pool 4:Expenses that can be directly charged to CMAA at enhanced rateCost Pool 5:Non-SPMP expenses that can be directly charged to CMAACMAA specific contracted costs

Cost Pool 4 vs. Cost Pool 5Slide12

Staff Certification of Direct Charge Time

2016 LGA Annual Conference

12Slide13

Sample Direct Charge Log

LGA:

Claiming Unit:

Code

Name:

(Full-time Employee)

July

Note: Total Paid Hours should match time card.

Date

MAA Activity Description

TOTAL PAID HOURS

MAA Coord/Claims Admin Direct Charge

General Admin.

Paid Time Off

Other Programs

7/1

Reviewed time surveys.

8.00

2.00

1.00

5

7/2

Attended MAA invoice training.

8.00

5.00

1.00

2

7/3

Worked on MAA invoices.

8.00

3.00

0.50

4.00

0.5

7/4

8.00

8.00

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Direct Charge on CUFG

Name of LGA

Submittal Date

Name of Claiming Unit

Number of Staff

Address

Contact Person

Phone Number

Description of Claiming Unit Functions

NUMBER OF STAFF

MEDI-CAL ADMINISTRATIVE ACTIVITY CODE

(ENTER NUMBER OF STAFF UNDER EACH ACTIVITY)

STAFF JOB CLASSIFICATIONS

SPMP

NON-

SPMP

DIRECT

CHARGE

4

6

8

10

12

13

15

16

17

18

19

20

MAA Coordinator

1

1

Subcontract

– MAA

Time Survey Software

X

X

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Direct Charge or Time Survey?

Direct Charge

Only document time spent on reimbursable activity

Great for individuals who perform an activity in a block of time

Good option for some contractors, when contract clearly describes activity and cost for that activity

Time Survey

Does not require a log of activities

Allows for multiple codes to be claimed during the same encounterSlide16

CMAA: Non-Offset RevenuesSlide17

REVENUES WORKSHEETIdentify all revenues within the budget unit

Sort between Non-Offset and Cost Pools 1 – 6

Revenues are used to determine the net cost of MAA

eligible activities

for federal reimbursementSlide18

OFF-SETTING REVENUESRevenues that must be Off-Set:

Federal funds

MOE (Maintenance of Effort)

Local match for federal funds

State match for federal funds (including Medi-Cal fee-for-service revenue)State “carve out” programs like CCS, CHDPPayments collected from non-governmental sources for the delivery of direct client services Slide19

NON-OFFSET REVENUESCounty General FundsRealignment Funds

(MVLF

and Sales Tax)

The exception: Required match for programs

such as CCS and CHDPOther Local Public Entity (LPE) Funds (First 5)

MHSA

MAA Reimbursements

Potentially other revenues

that not required

to offset expensesSlide20

CPE Compliance

Invoice – Claim Calculation Tab

Claiming Units must

have enough non-offset funds to equal or exceed the amount of reimbursement being claimed for the MAA Program. Slide21

Non-Offset Revenues TipsThings to consider: Failure to identify non-offset revenues will very likely reduce the total invoice amount!

Identifying revenue incorrectly as non-offset will very likely result in an audit exception!

Be sure of the classification of revenues or seek assistance.Slide22

QUESTIONS & DISCUSSION