Linking Fiscal CalWORKs and CWS CalWORKs/Child Welfare Partnership Project Phase II – Convening II October 27, 2005

Fiscal Linking  Funding essentials –CalWORKs –CWS –Other funding – First 5  Linking the funding  Linking time studies  Leveraging grant funds

Introduction  Presenter: Dan Gardner, CPA –Former fiscal officer  San Luis Obispo County –UC Davis trainer  Fiscal Management for Human Services  Fiscal Essentials for Children ’ s Services –Fiscal consultant  County Human Services  County First 5 Commissions Note: This presentation has not been reviewed or approved by CDSS.

Presentation Objectives  How to fund your county ’ s Linkages Program and activities  How to leverage your Linkages Grant  REV MAX = SERVICE MAX

Finding the Money  CalWORKs allocation  CWS allocation  Other sources

CWS compared to CalWORKs  When the Linkages Project began in California, many county directors believed CalWORKs was better funded than CWS.  Now, many directors believe both programs are inadequately funded.

CalWORKs Essentials  PCAB  State budget  County allocations  “ MOE ” structure  Closeout  More info

Golden Days of PCAB  PCAB = Proposed County Administrative Budget  Ask for what you want –More staff! –New facilities! –Community contracts! –Cost of business increases! –Subject to CDSS review and approval

State Budget - CalWORKs  Funded by PCAB up until FY  Thereafter: –No more cost of business additions –Negative premises have reduced funding  Quarterly Reporting / Prospective Budgeting

State Budget - CalWORKs

But …  Many counties are not spending their full CalWORKs allocation.  A serious problem … –Counties say they need more funding –But the lack of full spending sends a message that more funding isn ’ t needed.

County Allocations CalWORKs  The slicing of the budget pie  PCAB days: based on each county ’ s request  Now: based mostly on prior expenditures and caseload –There can be substantial differences between the state budget and the allocation for a specific county.

MOE Funding Structure Maintenance of Effort Federal and State Dollars $50 $100 Allocation Over- Match Co.$ $120 County Dollars $0 $10 MOE

Closeout CalWORKs  For most allocations, at closeout any unspent funds are redistributed to the County ’ s that overmatched.  However, not in CalWORKs. –For the past few years, any unspent funds have been rolled over to the next year after being reappropriated.  Roll over is not county specific.

More Info  UC Davis training –Fiscal Management for Human Services –Two days

CWS Essentials  SB 2030  PCAB  State budget  County allocations  “ Share of Cost ” structure  Closeout  More info

Hopeful Days of SB 2030  Since 1984, each county ’ s allocation was based on its workload by component, and statewide workload standards.  In April 2000, SB 2030 recommended these statewide standards increase about 50% to fund new mandated activities since 1984.

Augmentation to CWS  Instead of up updating the statewide workload standards, the legislature in FY approved an “ augmentation ” to the CWS allocation.  Also known as Emergency Workload Relief.  An increase of about 12%.  May be used for Linkages activities related to CWS

PCAB  Up until FY –Used to determine estimated cost of business for the upcoming year.  Included increases for wages, benefits, overhead, etc.

State Budget - CWS  Up until FY 01-02, funded using 1984 workload standards and current cost of business.  Since FY 02-03, no more cost of business additions.  Some increases for new activities, such as relative home approvals and AB 636.

State Budget - CWS

County Allocations CWS County workload / Statewide standards = Justified FTEs (Hold Harmless) X County cost from FY = CWS basic allocation

“ Share of Cost ” Funding Structure Federal Share State Share County Share Allocation $0 $50 $100 State Augmentation $110 Co. Overmatch $120

Closeout CWS  For most allocations, at closeout any unspent funds are redistributed to the County ’ s that overmatched.  This applies to CWS, however there is a limited amount available. –Recently, about 20-30% of county overmatches have been reimbursed at closeout.

More Info  UC Davis training –Fiscal Essentials for Children ’ s Services –Two days  Fiscal Academies –Bakersfield Nov –Santa Rosa Mar –Chico May

CWS compared to CalWORKs  When the Linkages Project began in California, many county directors believed CalWORKs was better funded than CWS.  Now, many directors believe both programs are inadequately funded.  But, many counties are not spending their CalWORKs allocation and may use it for “ eligible ” Linkages activities.

Questions  About funding and allocations for CalWORKs and CWS.  How this information relates to your Linkages Program.

Other Funding  PSSF  STOP  CAPIT  First 5 – Proposition 10

First 5 Proposal  The county will develop a Linkages Program for the benefit of children aged 0-5.  Services ABC will be provided and benefit DEF at a cost of XYZ.  First 5 will pay for 50% of the costs, and the county the remaining 50% with federal, state, and county funds.

Linking the Funding

Claiming Model County costs, including salaries, benefits and overhead Time study and direct cost codes Program costs PCD – Program Code Descriptions

Time Studies  Social workers may time study to a CalWORKs code if they perform the activity detailed in the PCD, Program Code Description.  Eligibility and employment services workers may time study to a CWS code if they perform the activity detailed in the PCD.

PCD Handout Includes the CalWORKs and CWS Program Code Descriptions

PCD Example  6641 –CALWORKS INFORMATION AND REFERRAL –Includes providing applicant with information regarding programs and services available within the CDSS. Includes referrals to community agencies. Activities include explaining support services for employed persons, diversion program, childcare program, Welfare-to-Work Supportive Services, Cal-Learn Program, Food Stamp Program, voter registration, etc.

Digging Deeper  So what exactly does this PCD mean?  What does the term “ etc. ” mean?  We can compare the PCD to the legislation to understand in a broader context the phrase “ information and referral. ”

Comparison Handout  This handout is based on a download of AB 1542, the original CalWORKs legislation.  A word search is made on “ information, ” “ referral, ” “ resource, ” and “ at risk. ”  The document is summarized to show the context in which “ information and referral ” is used.

Comparing TSC 6641 to AB CalWORKs  After reviewing time study code 6641 and the comparison handout of AB 1542, does it appear that a Social Worker could time study to 6641 when performing certain “ linkages ” activities?

Questions  About time study codes?  About PCD interpretations?  About funding your Linkages Program?

Leveraging Grant Funding in CWS  It depends … – on how it is handled in the CEC (County Expense Claim) –and your county ’ s level of funding its CWS allocation

Extraneous  One way is to charge the related grant expenses to the “ Extraneous ” area of the CEC.  This removes the costs from CDSS programs on the CEC.  However, the grant funding is not leveraged.  Another option is to create in the CEC a County Only Program Code.

CWS Allocation Underspent  If your county does not fully fund your CWS allocation, you can use the grant as county Federal Share State Share County Share Allocation $0 $50 $100 match and leverage it with state and federal funds by charging the related expenses to the CWS codes.

Supplantation!  Be careful to avoid supplanting county funds with grant dollars. You should be safe as long as … –A new or expanded service is provided, and –County funding has not been reduced from the prior year.

Avoid Supplantation  Prepare a budget adjustment  Appropriate expenditures for new activities  Show Federal, State, and Grant revenue with no County Cost

CWS Overmatched  The grant replaces county share and grant funds are leveraged with fed funds. Federal Share State Share County Share Allocation $0 $50 $100 State Augmentation $110 Co. Overmatch $120

CWS Augmentation Underspent  This is tricky because additional services may be provided without a county share. Federal Share State Share County Share Allocation $0 $50 $100 State Augmentation $110

Questions  About how to claim your Linkages Grant?