Fiscal Monitoring and Funding Updates for NC DHHS Programs

Explore the latest updates on fiscal monitoring, funding allocations, and program reviews for North Carolina DHHS initiatives. Learn about COVID-19-related funding shifts, reimbursement processes, end-of-year planning tips, and tracking requirements to ensure compliance and effective program management.

• Fiscal monitoring
• Funding updates
• DHHS programs
• COVID-19
• Program management

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1. Central/East Virtual Regional Meeting Presented by NC DHHS Business Operations Local Business Liaisons & Fiscal Monitors

2. New Funding Related to COVID-19 FY 19-20 Results FY 20-21 Current Status NC-CoReLS Virtual Visits Fiscal Monitoring Odds & Ends Upcoming Meetings/Trainings Agenda

3. COVID-19 Additional Funding for: APS/CPS, Foster Care, & LINKS Must be expensed between March 1, 2020 - December 30, 2020 DCDL dates 6/15/2020, 7/16/2020, 8/28/2020, & 9/16/2020 UPDATE: Effective 9/16/20, funds shifted from reimbursement to an advance. APS/CPS cost claimed via 1571 as non-reimbursable No ADP or Direct Charge Letter required Was this cost already claimed to COVID??? Documentation & Reconciliation is Key! UPDATE: Foster Care monthly $100 supplemental payment has shifted to an advance. Questions to Tina.Bumgarner@dhhs.nc.gov LINKS COVID-19 Funds reimbursed by form submitted to linksreimbursement@dhhs.nc.gov. Questions to Erin.Conner@dhhs.nc.gov (no process change)

4. Did you meet MOE? Did you spend all your capped allocations? Fiscal Year 19-20 Results Did you have to submit a letter? Plan now for year end. Try not to make corrections in the May 1571 uploaded in June. Were you able to pull in additional capped funding? Were you prepared?

5. How to know if you received additional capped funds at Fiscal Year End Compare the Annual Allocations amounts from April State XS411 to the May XS411

6. Quick glancedownloading NC-CoReLS to .csv

7. Fiscal Year 20-21 Current Status August service month reported on September 1571 was the end of the first quarter. Things to check for Were quarterly allocations overspent? Were 0 funds utilized before R ? Links do you have a plan expenses or daysheet coding? Family Reunification expenses or daysheet coding? MOE and TANF tracking/Both are tracked on NC-CoReLS XS411

8. Example of what to review: TANF & MOE Program Code R Program Code 0 (zero) Best practice is to review the 411 report monthly for allowable admin shifts after processing allocations, but before transferring the 1571. Program Code 9 (MOE) Notice how the county utilized the 0 funds first because it is an annual allocation. This allows R funding to build since it is a quarterly allocation. This will assist in preventing the county to overspend in the first quarter. Also notice they are starting the beginning of the year in spending their MOE and spending steadily.

9. My Home County XS411 Report Fiscal Year 2021 0010 QTRLY SSBG FEDERAL 0020 QTRLY STATE IN HOME 0035 PERMANENCY PLANNING ADM 0040 PERMANENCY PLANNING SVC 0050 QTRLY FED ADULT DAYCARE % Rate % Rate % Rate % Rate % Rate Amount X Amount B/C/I Amount P Amount P Amount Part IV Allocation 31,235.75 8,348.25 1,999.00 17,988.00 7,155.50 Expenditures - JUN 20 26,945.55 86.27 5,002.40 59.92 91.07 4.56 330.20 1.84 73.50 1.03 - JUL 20 4,289.99 13.73 5,083.68 60.9 1,075.97 53.83 4,208.34 23.4 1,052.15 14.7 - AUG 20 29,014.41 92.89 5,125.62 61.4 243.66 12.19 1,040.08 5.78 0.00 0 Y-T-D 60,249.95 192.89 15,211.70 182.22 1,410.70 70.58 5,578.62 31.02 1,125.65 15.73 Balance -29,014.20 -6,863.45 588.30 12,409.38 6,029.85 0060 ENERGY ADMIN 0070 CRISIS INTERVENTION PROG 0080 ENERGY NEIGHBORS 0090 QTRLY IV-E CPS 0120 QTRLY CWS IN-HOME EXPANSION % Rate % Rate % Rate % Rate % Rate Amount E Amount Part II Amount Part II Amount Z Amount IHE Allocation 42,878.00 271,229.00 311.99 6,805.50 4,820.00 Expenditures - JUN 20 5,242.93 12.23 0.00 0 0.00 0 1,902.20 27.95 0.00 0 - JUL 20 7,858.99 18.33 21,089.87 7.78 0.00 0 2,608.34 38.33 4,820.05 100 - AUG 20 6,109.62 14.25 18,393.00 6.78 0.00 0 2,238.93 32.9 0.00 0 Y-T-D 19,211.54 44.81 39,482.87 14.56 0.00 0 6,749.47 99.18 4,820.05 100 Balance 23,666.46 231,746.13 311.99 56.03 -0.05 0130 QTRLY CPS STATE 0150 CPS EXPANSION TANF TO SSBG 0160 CHILD CARE DEV FUND ADMIN 0180 QTRLY WORK FIRST FEDERAL 0190 WORK FIRST MAINTENANCE OF EFFORT % Rate % Rate % Rate % Rate % Rate Amount CPS Amount 23 Amount L Amount R Amount 9 Allocation 7,962.25 35,578.00 99,630.00 103,047.50 644,820.00 Expenditures - JUN 20 4,093.30 51.41 9,132.65 25.67 15,137.34 15.19 15,726.69 15.26 58,128.48 9.01 - JUL 20 0.00 0 10,767.14 30.26 18,199.93 18.27 35,522.37 34.47 58,861.12 9.13 - AUG 20 4,859.77 61.04 6,105.56 17.16 17,332.87 17.4 26,892.42 26.1 58,717.94 9.11 Y-T-D 8,953.07 112.45 26,005.35 73.09 50,670.14 50.86 78,141.48 75.83 175,707.54 27.25 Balance -990.82 9,572.65 48,959.86 24,906.02 469,112.46

10. 0210 QTRLY STATE ADULT DAYCARE 0230 TANF TRANSFERRED TO SSBG 0240 QTRLY ADULT PROTECT SVC - SSBG 0250 TANF CPS&FC/ADOPTION 0260 LINKS % Rate % Rate % Rate % Rate % Rate Amount Part IV Amount V Amount J Amount 0 (zero) Amount K Allocation 6,521.50 20,322.50 2,089.00 58,910.00 8,661.00 Expenditures - JUN 20 4,861.29 74.54 11,283.01 55.52 4,070.37 194.85 9,101.59 15.45 2,357.72 27.22 - JUL 20 1,591.50 24.4 7,765.91 38.21 2,294.73 109.85 11,925.75 20.24 1,337.50 15.44 - AUG 20 0.00 0 4,519.86 22.24 3,391.09 162.33 15,278.86 25.94 485.97 5.61 Y-T-D 6,452.79 98.94 23,568.78 115.97 9,756.19 467.03 36,306.20 61.63 4,181.19 48.27 Balance 68.71 -3,246.28 -7,667.19 22,603.80 4,479.81 0270 QTRLY ADULT HOME SPECIALIST 0280 LIHEAP PAYMENTS 0290 NC HEALTH CHOICE 0300 FAMILY REUNIFICATION 0380 IV-D NONREIMB INCENT % Rate % Rate % Rate % Rate % Rate Amount Incentive Reinvestment Amount O Amount Part II Amount HC Amount 24 Allocation 1,404.50 271,229.00 0.00 16,652.08 0.00 Expenditures - JUN 20 159.69 11.37 0.00 0 6,955.72 0 5,645.56 33.9 4,629.00 0 - JUL 20 378.57 26.95 0.00 0 8,219.01 0 2,786.62 16.73 12,882.75 0 - AUG 20 200.63 14.28 0.00 0 6,363.66 0 3,778.47 22.69 12,882.75 0 Y-T-D 738.89 52.6 0.00 0 21,538.39 0 12,210.65 73.32 30,394.50 0 Balance 665.61 271,229.00 -21,538.39 4,441.43 -30,394.50 0390 Adult Protective Services 100% SSBG Federal 0400 COVID APS-CPS Time Limited Funds, DCDL 7/16/2020 1778 100% COUNTY GENERIC 36/16 6000 SERVICES - UNCAPPED 7000 INCOME MAINTENANCE - UNCAPPED % Rate % Rate Amount % Rate Amount % Rate Amount % Rate Amount PSX Amount Part II Allocation 11,196.00 25,775.80 0.00 0.00 0.00 Expenditures - JUN 20 1,001.13 8.94 0.00 0 0.00 0 21,291.02 0 161,081.63 0 - JUL 20 4,894.54 43.72 0.00 0 953.63 0 28,177.21 0 208,072.02 0 - AUG 20 1,471.81 13.15 0.00 0 0.00 0 24,811.25 0 175,693.19 0 Y-T-D 7,367.48 65.81 0.00 0 953.63 0 74,279.48 0 544,846.84 0 Balance 3,828.52 25,775.80 -953.63 -74,279.48 -544,846.84

11. NC-CoReLS Process Allocations Now REQUIRED prior to uploading Are you checking the Effort Detail option Multiple Import Sources ?

12. Virtual Visits It is very important to us that we continue to give counties the support needed during these challenging times. Microsoft Teams is a great resource for us to be able to carry out our virtual visits. We also have a conference call line we can utilize when needed. We will be providing some Virtual Fiscal Trainings in the near future along with Budget Template Training. Please give us feedback It does help for future events!

13. Virtual Visits Balancing General Ledger Current Indirect Cost Plan Fiscal Monitoring Excel Spreadsheets FTE s Daysheets Reconciling NCHC & HCWD Fees Entrance & Exit Conferences

14. New FNS Employment & Training Coordinator is Dashawn Page Dashawn.Page@dhhs.nc.gov NCXCloud All users are encouraged to use the new system. Removal of XTND & XNET has been postponed. Training modules https://it.nc.gov/sysware Level 1 Support County Help Desk (county staff that sets up RACF or managed XNET/XTND) Level 2 Support Contact DIT Help Desk through Service Now ticket DIT Service Now (Mainframe Tools) and requires your NCID or call 919-754-6000 Odds & Ends Keep a watch out for our monthly newsletter! Always reference your Fiscal and SIS Manuals Daysheet codes for Admin Staff Combined Funding Authorizations / DAAS Funding Authorization EA Counts MAC Training Hurricane Season Data Breaches FFPSA / CARS

15. Upcoming Meetings/Trainings Budget Template Training Virtual Wednesday, November 18, 2020 Wednesday, December 2, 2020 Western Regional Meeting Virtual Friday, December 4, 2020 9:00 11:00 am

16. Local Business Liaisons Margaret Faircloth Margaret.Faircloth@dhhs.nc.gov Jennifer Gonzales Jennifer.Gonzales@dhhs.nc.gov Need Assistance? Pam Graham Pamela.Graham@dhhs.nc.gov Caroline Hedrick Caroline.Hedrick@dhhs.nc.gov Our team will be glad to help! Jane Long Jane.Long@dhhs.nc.gov Fiscal Monitors Regina French Regina.French@dhhs.nc.gov Charles Robertson Charles.Robertson@dhhs.nc.gov

17. QUESTIONS???