1. Federal Financial Participation (FFP) Overview Office of Family Planning Teen Pregnancy Prevention Program

2. 22 Federal Financial Participation (FFP) Dinorah Torza, Program Consultant Michael Neff, Contract Manager Presenters:

3. 33 Federal Financial Participation (FFP) Purpose Background FFP Reimbursement Requirements (1) FFP Time Studies Time Study Requirements Secondary Documentation Activity Codes Medi-Cal Factor Time Study Requirements (2) Common Errors Conclusion AGENDA

4. 44 Federal Financial Participation (FFP) The purpose of this webinar is to help Information and Education (I&E) Program Grantees understand the Federal Financial Participation (FFP) requirements (Title XIX Medi-Cal (Medicaid). PURPOSE

5. 55 Federal Financial Participation (FFP) BACKGROUND Fiscal support for local I&E Programs is available from federal Medi-Cal/Medicaid Title XIX Funds. This fiscal support is called Federal Financial Participation (FFP). Local I&E Programs can claim FFP Funds when performing activities that meet these two Medi-Cal objectives: 1)Assisting individuals eligible for Medi-Cal to enroll in the Medi-Cal Program, and/or 2) Assisting individuals on Medi-Cal to access Medi- Cal Services.

6. 66 Federal Financial Participation (FFP) Medicare and Medicaid Federal regulations allow match for administrative activities at a dollar-for-dollar rate for the majority of expenses necessary for the efficient administration of the Medi-Cal Program. The California Department of Public Health, Office of Family Planning makes available a partial reimbursement of FFP funds for I&E Program activities and selected administrative expenses.

7. 77 Federal Financing Participation (FFP) Title XIX Medi-Cal (Medicaid) funds are provided by matching OFP allocated State General Funds (SGF) and/or local certified county/city governments funds to maximize funding for the Program. $1 Title XIX Fund + = $2 Program Funds $1 State/Local General Fund

8. 88 Federal Financial Participation (FFP) Only FFP allowable activities can be reimbursed. All activities performed by I&E Program staff must be documented via quarterly Time Studies and Secondary Documentation. The I&E Program Grantees must provide certified non- federal funds (SGF and/or local county/city government funds) to qualify for Title XIX reimbursement. The target population of adolescents must be Medi-Cal eligible (per Title XIX criteria) and/or Medi-Cal beneficiaries. FFP REIMBURSEMENT REQUIREMENTS

9. 99 Federal Financial Participation (FFP) There are two factors that determine the amount of FFP reimbursement an I&E Program Grantees or subcontractor can claim: 1)Staff’s documented Medi-Cal reimbursable activities. 2) The agency’s overall Medi-Cal Factor.

10. 10 Federal Financial Participation (FFP) Time Studies are used to: Document 100 percent of staff time spent on all activities. Document FFP reimbursable activities. Determine the percent of FFP matchable staff time spent on I&E Program activities. Monitor activities to ensure they meet FFP objectives. Verify high or low percentage of FFP matching activities for the I&E Program. Substantiate the percentage of FFP matching funds for the I&E Program for audit purposes. FFP TIME STUDIES

11. 11 Federal Financial Participation (FFP) FFP TIME STUDY REQUIREMENTS Each staff member listed on the I&E Program budget must Time Study five (5) consecutive working days in one (1) week, accounting for 40 hours during the Time Study Period of each quarter. Time worked in the I&E Program, time worked in other programs, and un-worked time must be documented on your I&E Program Time Study. Use the Weekly Time Study FFP Calculation Template and Secondary Documentation Form. These forms are posted on the TPP website at: http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-WeeklyTimeStudyCalTemp.xls http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP- SecondaryDocumentationOFPTimeStudy.xls

12. 12 Federal Financial Participation (FFP) REIMBURSEMENTS AND ACTIVITY CODES There are three types of reimbursement. Each type is associated with specific activity codes used to identify actual staff activities performed per the Workplan objectives. Types of Reimbursements: 1. FFP Matchable Activities (1b, 2b, 7b, 8b, 9b 10b) 2. Non-FFP Matchable Activities (1a, 2a, 7a, 8a, 9a, 11) 3. Allocated Activities (10a, 12)

13. 13 Federal Financial Participation (FFP) REIMBURSEMENT RATES AND ACTIVITY CODES CONTINUED The Time Study Report is the mechanism used to document the activity performed and calculate the percent of time staff are allowed within the three types of reimbursement. The list of activity codes and type of funding used in FFP and FFP User’s Guide are posted on the TPP website at: Activity Code and type of Funding.doc http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-FFPProgramUserGuide20080515.pdf

14. 14 Federal Financial Participation (FFP) SECONDARY DOCUMENTATION: Is the information and data that substantiate and support reimbursable activities on the Time Study. Is a program requirement. Monitors for appropriate FFP Program activities. Creates an audit trail that supports the reimbursable time billed to the I&E Program for FFP. Clearly identifies the client or entity for which the activity or service is provided (Group, Medi-Cal number or client first & last name). Distinguishes different activities and programs. The Secondary Documentation Form, the instructions on how to complete the form, and a sample of the completed form are posted on the TPP website at: http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-SecondaryDocumentationOFPTimeStudy.xls

15. 15 Federal Financial Participation (FFP) MEDI-CAL FACTOR The Medi-Cal Factor for a I&E Program Grantee or Subcontractor is based on the average of the previous fiscal year Time Studies for each staff position. The Medi-Cal Factor determines the FFP reimbursement percentage for budgeted expenditures.

16. 16 Federal Financial Participation (FFP) TIME STUDY REQUIREMENTS Always use the most current Time Study Template located on the TPP website: http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-WeeklyTimeStudyCalTemp.xls Supervisors must review and approve all employees’ secondary documentation before it’s entered into the Time Study Template. Time Study Data Report for Summary of FFP must be submitted for each employee along with the quarterly invoice. Time Study Documents must be kept for a minimum of three years from the date of the last payment for the fiscal year. If an audit is conducted, the Time Study Documents must be kept for three years from the resolution of the audit. Time Study Documents must be stored in a safe and secure manner for State and Federal audit purposes. The I&E Program Budget Template-FY 2010-11 is posted on the TPP website at: http://www.cdph.ca.gov/programs/tpp/Documents/MO-TPP-AFA-IE-BudgetTemplate-FY2010-2011.xls

17. 17 Federal Financial Participation (FFP) Enter Agency Name, Employee Last, First Name and Job Title Enter appropriate Program code and then activity code Enter T/S period and Agreement Number, FTE from approved budget and associated Budget Line Time must total 40hrs

18. 18 Federal Financial Participation (FFP) LIVE DESKTOP DEMONSTRATION OF TIME STUDY TEMPLATE

19. 19 Federal Financial Participation (FFP) Common Errors Inconsistent coding among staff performing the same activity. Supervisors should review all Time Studies for consistency. Time Study Data Report for Summary of FFP Form is missing identifier information (i.e., employee’s incorrect budget line reference, job title does not match budget). Lunch time is coded (Lunch time should not be coded). Staff need to Time Study for 100% of their time, not just the time spent on I&E Program activities. Weekly Time Study Form must be completed electronically, not hand written. Ensure the Weekly Time Study Form and the employee’s agency time card add up and reflect the same hours worked. When coding Outreach activities, fairly assess the matchable time involved. If the presentation is an hour and only 30 minutes is matchable under FFP guidelines, then only 30 minutes can be assigned a matchable “b” code. The other 30 minutes should be assigned the unmatchable “a” code. Assigning an “a” code does not mean the activity is not reimbursable. It means the activity is not reimbursable with Title XIX funds. However, the activity will be reimbursed with State General Funds as long as it aligns with your program’s OFP approved Workplan.

20. 20 Federal Financial Participation (FFP) Conclusion: Thank you for your participation. Please contact your Program Consultant or Contract Manager with any questions.