Maximizing Staff Efficiency in Independent Living Centers
Learn about maximizing staff time in Independent Living Centers by utilizing either salary or contract costs charged to federal grants. Discover how administrative functions can be contracted out to qualified firms, such as accounting and HR services. Understand the importance of working with CPAs familiar with federal regulations to ensure financial compliance.
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>>Slide 1 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living 1 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living
Executive Directors Executive Directors To contract or to hire To contract or to hire February 12, 2024 February 12, 2024 Presenter: Presenter: Paula McElwee Paula McElwee 2 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living
>> Slide >> Slide 3 3 How can you maximize your staff time? How can you maximize your staff time? Either salary or contract costs can be charged to your federal grant. For this to be the case the cost must: Be reasonable Be necessary to accomplish the purpose of the grant Be shared with other funding sources if they benefit (allocation). Cannot be disallowed by federal regulation. Either salary or contract costs can meet these requirements. 3 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
Some administrative functions are frequently Some administrative functions are frequently contracted contracted Some or all financial management may be contracted out to a qualified accounting firm. Some or all of personnel functions/payroll and HR files may be contracted out to a qualified HR or payroll service. More and more CILs contract with an Information Technology entity for that part of their functions. Often a CIL, especially a small one, cannot afford to hire a qualified person to fill these roles. Because you are required to meet specific federal guidelines, you may not be able to find someone qualified in your community. Typically these are part of your indirect costs. 4 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
What does it mean for an accounting firm to be What does it mean for an accounting firm to be qualified ? qualified ? Typically, it is operated by CPAs who are familiar with Generally accepted accounting principles (GAAP) We recommend that you find a group that is also familiar with 2 CFR 200 (general grant guidance) for federal funding It is even better if they are aware of CILs (the Rehabilitation Act) and of the requirements from Health and Human Services in 45 CFR 75 In addition to your regular financial reports they can assist with things like your SF-425 and IRS 990 CPA: Certified Public Accountant CFR: Code of Federal Regulations SF Standard Form 5 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
>> Slide >> Slide 6 6 Does this firm need to be local? Does this firm need to be local? These days many CILs use a remote CPA firm. Sometimes several CILs in one state or area go together to contract with one firm, providing greater assurance that the requirements for Title VII funds are met. Some CILs have contracted with a national firm. Because most banking and record keeping is electronic, this is possible and can be effective. Still others use a firm that other non-profits in the community have been satisfied with. Some may still have a bookkeeper (part or full time) on staff to help with the separation of duties and the immediate needs for financial activities. 6 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
>> Slide >> Slide 7 7 What about payroll and HR? What about payroll and HR? There are a number of national payroll companies that can assist you with payroll. This helps to guarantee that taxes and insurance are paid in a timely manner and that time sheets are complete and signed. Some of these have a human resources component, with sample policies and procedures and even legal HR advice related to your state. You will need to be sure they understand time and effort reporting as required by your cost allocation process. 7 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
A word about Information Technology A word about Information Technology There are many levels to this kind of contracted support, including: The operation and backup of computers and other devices. Assuring all devices and staff are using the same software and are protecting your information resources. The maintenance of your website. The maintenance of social media. If you hire someone, they may more may not know all these elements. Contracting lets you find an expert for each. 8 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
Evaluation Evaluation https://uthtmc.az1.qualtrics.com/jfe/form/SV_eahGHq GJOw67UVM 9 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
>Slide 191 >Slide 191 For More Information For More Information Contact: Paula McElwee paulamcelwee.ilru@gmail.com (559) 250-3082 10 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
IL IL- -NET (CIL NET (CIL- -NET and SILC NET and SILC- -NET) Attribution NET) Attribution The IL-NET is supported by grant numbers 90ILTA0002 and 90ISTA0002 from the U.S. Administration for Community Living, Department of Health and Human Services, Washington, D.C. 20201. Grantees undertaking projects under government sponsorship are encouraged to express freely their findings and conclusions. Points of view or opinions do not, therefore, necessarily represent official Administration for Community Living policy 11 ILRU s IL-NET National Training and Technical Assistance Center for Independent Living Independent Living ILRU s IL-NET National Training and Technical Assistance Center for
