1. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Local Health Department Certification Form & Assessment Checklist October 2013 CDPH Indirect Cost Rate Forms

2. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Provide an overview of new process for LHDs to submit their Indirect Cost Rate (ICR) including: – Internal Certification & Proposal (CDPH Form 2345) – LHD ICR Assessment and Checklist Review Submission Requirements and Timeline Review Available Resources Training Objectives 1

3. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH LHD ICR Certification Summarizes Rate and Method 2 ICR identified for all CDPH contracts with LHD

4. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH 3 Auditor Controller Agency/Department Official Individuals certifying “true & correct” LHD ICR Certification

5. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Year that ICR proposal is for 4 LHD ICR Proposal Identifies: LHD Contact for questions

6. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Personnel Services Total Allowable Direct Costs 5 LHD ICR Proposal Identifies ICR options

7. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Countywide Allocation Plan Super Agency Public Health Agency 6 LHD ICR Proposal Clarifies ICR

8. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH 7 LHD ICR Proposal ICR Summary Spreadsheet

9. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH 8 LHD ICR Proposal Certification of Proposal

10. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH ICR Checklist and Assessment 9 Provide Central Services Costs documentation/verification (Column 1) Required from each LHD  In ICR  In Countywide Cost Allocation Plan (CCAP).

11. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH ICR Checklist and Assessment 10 Each “Typical Cost” = Budget Item Conforms to A-87 Definitions Lists Costs Frequently / Typically: Typical Central Service Costs  Incorporated into ICR  Incorporated into CCAP

12. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH ICR Checklist and Assessment 12 Identified as Indirect in approved CCAP? (Column 4) Included in Indirect Cost Rate? (Column 2) LHD to Assess each “Typical Costs”  Response Required if Sometimes or Always  Response Required if in CCAP and ICR Charged Direct to CDPH? (Column 3)

13. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH ICR Checklist and Assessment 11 Information to Consider and/or Address CDPH Assessment Clarification (Column 5)  May affect LHD Assessments  May affect Cost Response  Further Instructions Requires Careful Review

14. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH ICR Checklist and Assessment 13 “Sometimes” or “Always” Requires Explanation/Justification Direct to CDPH and in either ICR or CCAP Costs not listed  May be disallowed If in ICR or CCAP  Add

15. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH ICR Checklist and Assessment 14 “Always” Response If Charged Direct to CDPH “Sometimes” Response  Explanation/Justification Required  Specify CDPH Program/Project(s) Charged “Direct”  Specify Different Circumstances

16. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Submission Documents LHD ICR Certification & Proposal (CDPH 2345) Certification: Signatures Required, Page 1 Proposal: Signatures Required, Page 3 ICR Checklist and Assessment (Excel) Signature Required Additional Documentation Countywide Cost Allocation Plan ICR Summary Spreadsheet (See Sample) 15

17. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Electronically: CDPH-ICP-mailbox@cdph.ca.gov 16 November 29, 2013: LHDs submit ICR Certification and Proposal Submission Timeline

18. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH December 31, 2013: CDPH reviews ICR Documents January 2014: CDPH posts each LHD ICR July 1, 2014: Posted ICR will be applied to all contracts, agreements and grants with July 1, 2014 start dates. 17 CDPH Timeline

19. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH 2013 State Fiscal Year (FY) 2014/15 LHD ICR capped at 15% of Total Personnel Costs Salaries/Wages + Fringe Benefits 2014 & Beyond FY 2015/16 LHD ICR capped at 10% of Total Personnel Costs Salaries, Wages & Fringe Benefits 18 If LHD does not Submit

20. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Utilize approved ICR for each LHD agreement (from posting on website) Review direct program budget to ensure that there is no overlap with items within the ICR; if there is overlap ensure that there is a legitimate reason. Verify that the Indirect Rate for subcontracts is capped at $25,000 for each subcontract. 18 Role of CDPH Contract Managers

21. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Utilize approved ICR for each LHD agreement (from posting on website) Review direct program budget to ensure that there is no overlap with items within the ICR; if there is overlap ensure that there is a legitimate reason. Programs should seek to understand: How do budgeted item support the activities in the Scope of Work? Where is the program housed? What method is used to allocate and track the cost to an individual program? Are there joint costs that benefit multiple programs? 18 Role of CDPH Contract Managers

22. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH Programs should seek to understand: How do budgeted items support the activities in the Scope of Work? Where is the program housed? What method is used to allocate and track the cost to an individual program? Are there joint costs that benefit multiple programs? 18 Role of CDPH Contract Managers

23. Susan Fanelli, Deputy Director Emergency Preparedness Office, CDPH CDPH Contract Bulletin 13-07 CDPH Form 2345 Internal Certification of Indirect Cost Rate Proposal Indirect Cost Rate Checklist & Assessment FAQ on ICR Method Sample Backup Documentation: ICR Summary 17 Recap of Resources

24. Dan Kim, Chief Deputy Director of Operations, CDPH Questions? 19