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WELCOME Fiscal Training Presented by the Department of Alcohol and Drug Programs (ADP)

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Presentation on theme: "WELCOME Fiscal Training Presented by the Department of Alcohol and Drug Programs (ADP)"— Presentation transcript:

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2 WELCOME Fiscal Training Presented by the Department of Alcohol and Drug Programs (ADP)

3 CFTM 23 CADPAAC Fiscal Training March 23, 2010 My name is Jeffrey Trapnell Fiscal Analyst for Fiscal Management and Accountability Branch jtrapnell @adp.ca.gov 916-323-1819

4 How did I get here 14 years USN, USNR 14 years USN, USNR – Sailor of the Year, BM1, Instructor International Sales and Marketing International Sales and Marketing Degrees in Accounting and Finance Degrees in Accounting and Finance Field and Project manager for AT&T Field and Project manager for AT&T Advanced Degree in Economics Advanced Degree in Economics Dad Dad

5 Job Description in mathematical terms

6 AGENDA 10:00 AM – Welcome and Theme 10:00 AM – Welcome and Theme 10:15 AM – Morning Session 10:15 AM – Morning Session – 12:10 PM – Lunch 12:40 PM - Afternoon Session 12:40 PM - Afternoon Session 3:50 PM – Evaluation and Closing 3:50 PM – Evaluation and Closing 4:00 PM - Adjourn 4:00 PM - Adjourn

7 CHANGE It is not the strongest of the species that survive, nor the most intelligent, but the one most responsive to change. (Charles Darwin, 1873)

8 ADP’s Goldmine of Knowledge: ADP’s Goldmine of Knowledge:  References and Resources –  Where to go and who to talk to ADP Funding: ADP Funding:  It used to be funded that way last year  New Multi-Year Contracts, again? Payments and Allocation: Payments and Allocation:  Operating within the squeeze  Encumbrances and Expenditures, Timeframes, and Methodologies The Morning

9 QFFMR - Yes we talk to FMAB / Cost Reports CalOMS Prevention / CalOMS Treatment – CalOMS Prevention / CalOMS Treatment – Yes there is a difference Yes there is a difference Drug Courts Drug Courts Not OTP / Not SACPA / Not JAG-Byrne Not OTP / Not SACPA / Not JAG-Byrne OTP money - today and tomorrow OTP money - today and tomorrow Audits - We know a few tricks ourselves Audits - We know a few tricks ourselves All about staff hours All about staff hours Splitting Lunch

10 Cost Reports, DMC Forms and SDMC P2 Cost Reports and Paradox: Cost Reports and Paradox:  Throwing off life support and showing its value  I think the State owes me more money  Form Whisper – I think the forms talk to me Star date Twenty Ten, Captain’s Log: Star date Twenty Ten, Captain’s Log:  SDMC P2 - We have arrived  The legacy, the final throes of Bridge Resubmissions  Does it matter if it is a resubmission or replacement claim

11 Finale Questions and Answers Questions and Answers Evaluation Evaluation Adjourning Adjourning

12 What have you done for me lately?

13 ADP WEB PAGES http://www.adp.ca.gov/

14 Which link has my information PUBLIC SERVICESSERVICE PROVIDERS Veterans Addiction Treatment Alcohol Awareness Co-Occurring Disorders Criminal Justice Driving Under the Influence (DUI) Find Treatment Help Methamphetamine Initiative Problem Gambling Prescription Drug Misuse Women's Services Youth and Young Adults ADP Bulletins and Letters CalOMS Prevention CalOMS Treatment Certification for Counselors DATAR Drug Medi-Cal Billing Drug Medi-Cal Certification Licensing Negotiated Net Amount (NNA) Resource Center Screening and Brief Intervention (SBI) SBI Tool Kit Technical Assistance and Training

15 Additional link information PUBLIC INFORMATIONPROGRAMS AND STAKEHOLDERS About ADP Comments and Complaints Contact ADP Contracting Opportunities: IFB/RFP/RFO Employment Opportunities at ADP Events Calendar Press Room Public Records Act Requests What’s New? Advisory Groups Constituent Committees Continuum of Services System Re- engineering Co-Occurring Joint Action Council Director’s Advisory Council (DAC) Governor’s Prevention Advisory Council (GPAC) HIPAA/Privacy/Security SACPA/Offender Treatment Program

16 But what about my needs? Fiscal, Cost Report and QFFMR information is found under the Fiscal, Cost Report and QFFMR information is found under the Negotiated Net Amount linkNegotiated Net Amount link Drug Medi-Cal Billing information, Drug Medi-Cal Billing Manual and appropriate forms are found under the Drug Medi-Cal Billing information, Drug Medi-Cal Billing Manual and appropriate forms are found under the Drug Medi-Cal Billing linkDrug Medi-Cal Billing link

17 Additional Web page links Information regarding the Code of Federal Requirement for patient confidentiality, Short-Doyle Medi-Cal Phase II information and appropriate companion guides can be found under the Information regarding the Code of Federal Requirement for patient confidentiality, Short-Doyle Medi-Cal Phase II information and appropriate companion guides can be found under the HIPAA / Privacy / Security linkHIPAA / Privacy / Security link Information regardingand can be found within their specific links from ADP’s home page. Information regarding CalOMS Prevention and CalOMS Treatment can be found within their specific links from ADP’s home page.CalOMS PreventionCalOMS Treatment Drug Courts as well as OTP updates can be found under the Drug Courts as well as OTP updates can be found under the Criminal Justice link.Criminal Justice link

18 Local Assistance Flow Chart 1

19 Local Assistance Flow Chart 2

20 Local Assistance Flow Chart 3

21 Local Assistance Flow Chart 4

22 Local Assistance Flow FY 2010- 11

23 Local Assistance Flow Chart 5

24 Local Assistance Flow Chart 6

25 Local Assistance Flow Chart 7

26 ADP Local Assistance Funding Matrix Fiscal Year 2009 - 2010 DISCLAIMER Information included in this matrix does not relieve counties of any monetary match requirements mandated by State or Federal Law. Information included in this matrix does not relieve counties of any monetary match requirements mandated by State or Federal Law. The Department cautions counties and providers that violating State and Federal laws and regulations may jeopardize future AOD funding levels. Federal (SAPT Block Grant) Law prohibits the supplantation of SGF with Federal Funds. The Department cautions counties and providers that violating State and Federal laws and regulations may jeopardize future AOD funding levels. Federal (SAPT Block Grant) Law prohibits the supplantation of SGF with Federal Funds.

27 SAPT Discretionary Authority- Title 42, Chapter 6A, Subchapter XVII, Part B, Subpart ii, Sections 300x-21 through Section 300x-66 - HSC 11754 - CFR 45, Subtitle A, Part 96, Subpart L, Sections 96.120 through 96.137 Summary of Allowable Expenses These funds may be used for a wide range of activities to prevent and treat substance abuse and deal with the abuse of alcohol, the use or abuse of illicit drugs, and preventing the use or abuse of tobacco products. Summary of Restrictions / Not Allowable - See “General SAPT Block Grant Funding Information” for further restrictions - Can be used on loans for Resident Run Housing programs. - Cannot be used for stand alone tobacco treatment services.

28 SAPT Friday Night Live (FNL) Program Authority- Title 42, Chapter 6A, Subchapter XVII, Part B, Subpart ii, Sections 300x-21 through Section 300x-66 - HSC 11754 - CFR 45, Subtitle A, Part 96, Subpart L, Sections 96.120 through 96.137 Summary of Allowable Expenses Funding used to prevent alcohol and drug use among teenagers through activities including community action, assemblies, and leadership training. * Will be merged with SAPT Club Live in 2010-11. Summary of Restrictions / Not Allowable Funding must be used in accordance with the six Primary Prevention Strategies

29 SAPT Club Live (CL) Program Authority- Title 42, Chapter 6A, Subchapter XVII, Part B, Subpart ii, Sections 300x-21 through Section 300x-66 - HSC 11754 - CFR 45, Subtitle A, Part 96, Subpart L, Sections 96.120 through 96.137 Summary of Allowable Expenses Funding for this program is used for middle school-age students and is an extension of the FNL program. * Will be merged with SAPT Friday Night Live in 2010-11. Summary of Restrictions / Not Allowable Funding must be used in accordance with the six Primary Prevention Strategies

30 SAPT HIV Set Aside Authority- Title 42, Chapter 6A, Subchapter XVII, Part B, Subpart ii, Sections 300x-21 through Section 300x-66 - HSC 11754 - CFR 45, Subtitle A, Part 96, Subpart L, Sections 96.120 through 96.137 Summary of Allowable Expenses - Funding used to provide HIV early intervention services to individuals under going treatment for substance abuse. Services include appropriate pre-test counseling, testing, appropriate post-test counseling, and providing therapeutic measures in relationship to the testing for preventing and treating the conditions of the disease. - Services may be provided at treatment program site or satellite sites that provide treatment services only. Summary of Restrictions / Not Allowable - This funding can be used in treatment programs only. - HIV services are voluntary - not required as condition of receiving AOD treatment - HIV early intervention services must be made available to individuals in an AOD treatment program at the treatment site.

31 SAPT Substance Abuse Treatment and Testing Accountability (SATTA) Authority- CCR, Title 9, Division 4, Chapter 2.5, Section 9535 - Title 42, USC, Section 300x-21(b) Title 42, Chapter 6A, Subchapter XVII, Part B, Subpart ii, Sections 300x-21 through Section 300x-66 - HSC 11754 - CFR 45, Subtitle A, Part 96, Subpart L, Sections 96.120 through 96.137 Summary of Allowable Expenses - This funding is for drug testing of clients treated under SACPA. After the SACPA funds have been expended for the FY, then these funds can be used for any other purposes consistent with federal SAPT Block Grant requirements. * Will be merged with SAPT Discretionary in FY 2010-11. Summary of Restrictions / Not Allowable - May be used for drug testing provided it is part of client’s treatment plan and not a stand alone program or initiative.

32 Federal Financial Participation (FFP) for Drug Medi-Cal (DMC) (Non- Perinatal and Perinatal) Authority- Title XIX (Social Security Act), California Medicaid State Plan, and CCR, Division 3, Title 22 - Health Care Financing and Administration (HCFA-15) Summary of Allowable Expenses This funding is allowed for services as identified in CCR, Title 22, Section 51341.1 and HCFA-15 Currently 50% to State General Fund (SGF non-Peri and Perinatal) Summary of Restrictions / Not Allowable - Matchable to SGF funding only for DMC services. (50%) - This funding is not allowed for Minor Consent clients (Medi- Cal Aid Code 7M, 7N, or 7P which are 100% SGF funded)

33 American Recovery and Reinvestment Act (ARRA) for Drug Medi-Cal (DMC) (Non- Perinatal and Perinatal) Authority - Title XIX (Social Security Act), California Medicaid State Plan, and CCR, Division 3, Title 22 - Health Care Financing and Administration (HCFA-15) Summary of Allowable Expenses This funding is allowed for services as identified in CCR, Title 22, Section 51341.1 and HCFA-15 Currently 11.59% to State General Fund (SGF non-Peri and Perinatal) Summary of Restrictions/ Not Allowable - Matchable to SGF funding only for DMC services. - See FFP on Minor Consent client limitations.

34 SGF Discretionary – Regular AuthorityCalifornia Budget Act Authority Summary of Allowable Expenses These funds are used for the cost of alcohol and drug treatment and prevention services. Summary of Restrictions / Not Allowable - Cannot be used to match the Federal Share in the Drug Medi- Cal program - County match required (see County Match) - If county population is less than 20,000, SGF can be used for DUI programs

35 SGF Match to DMC (Non- Perinatal and Perinatal) AuthorityCalifornia Budget Act Authority Summary of Allowable Expenses This funding is allowed for services as identified in CCR, Title 22, Section 51341.1. Summary of Restrictions/ Not Allowable - 100% of this funding is for Minor Consent clients (Medi-Cal Aid Code 7M, 7N or 7P) - Perinatal SGF Match to DMC funding can only be used for services as defined in Title 22 for pregnant or 60-day postpartum women - With the exception of Minor Consent clients (Medi-Cal Aid Codes 7M, 7N or 7P), must have FFP match

36 Substance Abuse Offender Treatment Program (OTP) Authority- California Budget Act Authority - HSC, Division 10.10, Chapter 76, 2006 Statutes Summary of Allowable Expenses - Enhancing treatment services for offenders assessed to need them, including residential treatment and narcotic replacement therapy - Increasing the proportion of sentenced offenders who enter, remain in, and complete treatment - Reducing delays in the availability of appropriate treatment services - Use of a drug court model, including dedicated court calendars - Developing treatment services that are needed but not available NOTE: Proposed to be eliminated per the Governor’s FY 2010- 11 preliminary budget.

37 Safe and Drug Free Schools and Communities (SDFSC) Grant Authority- No Child Left Behind Act - SDFSC (20 USC Section 7111 et seq.) Summary of Allowable Expenses This funding is used for reducing drug, alcohol, and tobacco use, and violence, through education and prevention activities to create a safe and drug-free learning environment that supports student academics in the nation’s schools and communities. NOTE :Grant funding has been eliminated as of June 30, 2011. All documents are due to ADP by August 30, 2011. Additional information March 10, 2010 e-mail from Jane Williams, ADP

38 Substance Abuse Treatment Trust Fund (SATTF) (Also known as SACPA) NOTE: No new funds are available in FY 2009 – 10. Residual funds if available only; funding expired June 30, 2009

39 Non-County Revenue AuthorityCounty operated revenue Summary of Allowable Expenses This funding information is revenue from sources other than allocated or county-generated such as non-federal grant, donations, contributions, and third-party payments other than insurance. Summary of Restrictions / Not Allowable Restrictions as defined by county

40 County Funds AuthorityHSC, Sections 11840 and 11840.1 Summary of Allowable Expenses These are funds provided by the county as administered by the County Alcohol and Drug Program Administrator. These are funds in addition to the county match funds. Summary of Restrictions / Not Allowable Restrictions as defined by county

41 Fees AuthorityCounty generated revenue Summary of Allowable Expenses These are fees that are collected from clients and expended for treatment services. Share of cost information should be reported as a fee. These revenues shall be used in support of additional alcohol and other drug services or facilities. Summary of Restrictions/ Not Allowable - These fees cannot be used in Support Services for administrative, management and support functions as they relate to how the funding it identified in the budgets and cost reports under the Support Services modality.

42 County/Provider Unrestricted Funds AuthorityCounty/provider generated revenue Summary of Allowable Expenses This funding is used to identify how much the county and/or provider is using to cover DMC costs that exceed the DMC rate. Summary of Restrictions/ Not Allowable Restrictions as defined by county/provider

43 Insurance / Share of Costs AuthorityCounty generated revenue Summary of Allowable Expenses This funding is what is collected from third-party payers and / or Medi-Cal Share of Costs. Summary of Restrictions/ Not Allowable - These fees cannot be used in Support Services (HSC 11841).

44 PC 1463.25 (SB 920) and HS 11372.7 (SB 921) Authority Summary of Allowable Expenses This funding results from fines collected by the county for violations and convictions of alcohol/drug related offenses as required by SB 920 (Alcohol Abuse Education and Prevention Penalty Assessment) and SB 921 (Controlled Substance Abuse Penalty Fee). Summary of Restrictions/ Not Allowable - A minimum of 33 percent collected shall be allocated to Primary Prevention programs. - These funds shall supplement and not supplant any local funds made available to support the county’s alcohol and drug abuse education and prevention efforts.

45 Reporting Requirements Reporting Requirement Matrix Reporting Requirement Matrix – Responsible ADP Division/Branch/Section – Name of document, report, or data – Due Date(s) – Authority – Purpose Monthly Reporting Requirement Matrix Monthly Reporting Requirement Matrix – displays in calendar format reporting dates

46 Reporting Matrix - Partial Division/Branch/ Section Document, Report, or DataPurpose Division of Admin. - ASBA-133 Audit ReportRequirements of Single Audit Act for audits of federal funds OCJC – OTPOTP InvoiceDistribution of OTP funding IMSD - Data Mgmt Services Section CalOMS Treatment Data Files Meet federal requirements for reporting client teratment data and to provide data needed by state and counties for planning, budgeting, and reporting LCD - PPSB, Program Support Relocation for NTPsRecommendation for new program address PSD Treatment - FMABCost Reports, including applicable DMC forms Ensure expenditures meet federal and state requirements Subject to future funding

47 ADP PAYMENT INFORMATION ADP Payment Information ADP PAYMENT INFORMATION Type of Funding/ Payment Method SGF Regular (non-peri) and Perinatal SAPT Block Grant DMC SGF Regular (non-peri) and Perinatal DMC FFP – Regular - DMC (non-peri) and Perinatal Drug Court Funding (DCP, CDCI, and DDC) OTP (*) SDFSC (**) 12 monthly payments XX Quarterly InvoiceXXX Approved ServicesXX Payment scheduled by ADP - Schedule XXXXXXX (1/12 th of allocation or contract – lesser of the two) Submitted to State Controller’s Office for release of warrant

48 ADP PAYMENT IDENTIFIERS SGF Funding 50910/702.11this is for regular (non-perinatal) SGF discretionary funding. 50913/702.21this is for perinatal SGF discretionary funding. 50913/702.22this is for Women and Children’s funding. 50959/702.18this is for parolee services network funding. DMC Funding - sample of coding for DMC services placed on the 835 Month/ Year AppropriationAmountState Funding Code AmountFederal Funding Code 200907103 NON-PERI$224.40G$224.39F 200908103 NON-PERI$90.57G$90.56F 201003102 PERI$44,146.68G F 201004103 NON-PERI$105,970.00G$0F

49 SAPT Block Grant Funding Sample of the coding for August 2010 FFY Award 2010 08/10SAPT10DISAug 2010SAPT10 Discretionary 08/10SAPT10PREAug 2010Prevention 08/10SAPT10FNLAug 2010Friday Night Live 08/10SAPT10CLAug 2010Club Live 08/10SAPT10HIVAug 2010HIV Set Aside 08/10SAPT10PERAug 2010Perinatal Set Aside 08/10SAPT10SATTAAug 2010SATTA Funding

50 AOD and Mental Health Funding Sources Chart Chart developed by the Funding Sub- committee of the Co-Occuring Joint Action Council (COJAC) Workgroup Chart developed by the Funding Sub- committee of the Co-Occuring Joint Action Council (COJAC) Workgroup Similar information as identified on ADP’s Local Assistance Funding Matrix Similar information as identified on ADP’s Local Assistance Funding Matrix

51 AOD and Mental Health Funding Sources Chart Adds information about Adds information about – Covered age – Target population – Client Eligibility Requirement and Who Determines Eligibility – Where to find more information CURRENT AS OF: MARCH 2009 Updates pending

52 How are Allocations developed? January 10 - Governor’s Preliminary Budget is issued January 10 - Governor’s Preliminary Budget is issued – – (released Jan. 8, 2010) January 10 - Thru Feb. January 10 - Thru Feb. – Policy discussions held between ADP, CADPAAC Executive Committee, and the Fiscal Workgroup (includes internal ADP reviews). – Per HSC, Section 11814(c) the NNA preliminary allocations must be issued within 45 days of the Governor’s Preliminary Budget.

53 NNA / DMC Methodology Base Funds – same level of funding as in prior year Base Funds – same level of funding as in prior year New Funds - $2,500 per each $1 million and the balance distributed straight per capita New Funds - $2,500 per each $1 million and the balance distributed straight per capita SGF Match for DMC – based on counties final approved contract for prior year. SGF Match for DMC – based on counties final approved contract for prior year. Reductions – MBA counties held harmless for first 5% of reduction Reductions – MBA counties held harmless for first 5% of reduction Distribution of HIV funds are based on the weighted indicators. These indicators are weighted as: Distribution of HIV funds are based on the weighted indicators. These indicators are weighted as:

54 Distribution of HIV Funds WEIGHTNEEDS – BASED DATA 20.0%HIV Counseling and Testing Prevalence (first time positives 2005 to 2007) 20.0%Number of newly reported HIVE cases (2006 to 2008) 20.0%Cumulative Living AIDS Cases Through April 30, 2009 15.0%African American Population (2000 Census) 7.5%Male syphilis cases, 2008 7.5%Male gonorrhea cases, 2008 5.0%Hispanic population (2000 U.S. Census) 5.0%People living below federal poverty level (2000 U.S. Census) 100%Total Because HIV funding is based on need, the amount each county receives may change annually.

55 Drug Court Allocation information DCP Methodology for FY 2009-10 Preliminary Allocation DCP Methodology for FY 2009-10 Preliminary Allocation – Participating counties receive the same historical allocation as in prior year funding. CDCI Methodology for FY 2009-10 Preliminary Allocation CDCI Methodology for FY 2009-10 Preliminary Allocation – Participating counties receive the same historical allocation as in prior year funding. DDC Methodology for FY 2009-10 DDC Methodology for FY 2009-10 – Participating counties receive the same historical allocation as in prior year funding.

56 Additional time lines March -June March -June – Legislative Hearing Held on ADP’s Proposed Budget July 1 July 1 – Governor’s signs the Budget Act July 1 -August July 1 -August – Policy discussions held between ADP, CADPAAC Executive Committee, and the Fiscal Workgroup (includes internal ADP reviews) August 15 August 15 – ADP issues Final Allocations as confirmed in the State Budget (no restrictions on timelines of when Final Allocation must be issued)

57 Allocation Revisions NNA/DMC Statewide Revisions: NNA/DMC Statewide Revisions: – If increase in federal funds not captured by the May Revision – New funds are identified – Adjustments to statewide funding level after Budget Act NNA/DMC Individual Revisions: NNA/DMC Individual Revisions: – Adjust SGF Match to DMC – Inter-County transfers


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