Medical Assistance Transportation Program Service Provider Model Reporting

Medical Assistance Transportation Program Service Provider Model Reporting 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us > 1 MATP Quarterly Cost Report Responsibilities of the Department of Human Services and the County Department of Human Services will issue a revised MATP Quarterly Cost Report template, which has been approved by CMS will reimburse for MATP trips at a per trip rate provided by the Department of Human Services (DHS) Grantee will be responsible for the completion of the MATP Quarterly Cost Report, and its submission to the Department of Human Services will ensure that all costs reported are allowable MATP costs Program Administrator May submit the MATP Quarterly Cost Reports as a component of the County 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us > 2

MATP Quarterly Cost Report Service Provider Model Allowable county agency expenditures as the MATP provider or providing some MATP service components will contain an agency monitoring component Completes MATP time study Provides admin based on approved time study County agency administrative and program staff may be dedicated to MATP and work on no other programs or have shared responsibility for MATP and other programs 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us > 3 MATP Quarterly Cost Report Indirect Costs Total Cost Transportation Cost Admin Cost Total Cost $100,000 $60,000 $160,000 10% Indirect Cost

$10,000 $6,000 $16,000 You will receive 10% for both administrative and transportation costs CMS considers staff levels of supervisor and above (and fiscal staff) to be indirect costs. Therefore the 10% indirect cost rate is meant to cover the cost of these staff. However, DHS is not directing the use of the 10% indirect cost rate in anyway. The county can use their discretion in how to apply these funds to offset costs. 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us > 4 MATP Time Study and Direct Admin Cost Who Qualifies Who Doesnt Qualify Frontline staff that interacts directly with MATP recipients and trips Job positions that wouldnt be included in the time study would include

Activities of frontline staff would include services such as: Application processing and assistance Case management Intake Eligibility determination Program outreach Referral to services Scheduling/Servicing Clients Contract Monitoring Contract Processing Service Recruitment/Reimbursement 02/23/2020 a. Fiscal employees b. Administrators c. Managers d.

Supervisors The 10% indirect cost can be use to cover these positions Frontline staff that are 100% MATP are excluded from the time study. 100% of there appropriations are covered once they have been certified www.dhs.state.pa.us www.dpw.state.pa.us > 5 MATP Quarterly Cost Report 5 Components of a Cost Report Grantee Cost Report Only reports Grantees Direct Administrative Costs Personnel Benefits Personnel Only report Grantee Direct Personnel Other Direct Costs Benefits Only report Grantee Direct Personnel Benefits Cost Grantee Report

Tr i Co p an Da nsu d ta me r Other Direct Costs Only report Grantee Other Direct Costs Trip and Consumer Data Only report Grantee/Subcontractor MATP eligible trips 02/23/2020 www.dhs.state.pa.us Cost Report www.dpw.state.pa.us > 6 MATP Quarterly Cost Report Inside the Grantee Cost Report Tab Direct Administration Costs ells nc n e e i Gr onta or c la s a r e mu for and

s d link locke 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us Cost Grantee Report > 7 MATP Quarterly Cost Report Inside the Grantee Cost Report Tab Direct Transportation Costs Cost Grantee Report Green cells contain formulas or links and are locked Update is required for white cells only 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us

> 8 MATP Quarterly Cost Report Inside the Personnel Tab DHS will determine based on job descriptions which personnel can be placed on this tab. % of MATP hours will be provided by DHS after the completion of the time study. Personnel Quarterly % of total hours allocated to MATP Employees Title Employees Identification 02/23/2020 Quarterly total hours www.dhs.state.pa.us Quarterly hourly rate www.dpw.state.pa.us > 9

MATP Quarterly Cost Report Inside the Benefits Tab Information on this tab will populate from what is entered on the Personnel tab. All benefit percentages will be capped at the state max allowable of 52.30% Benefits Green cells contain formulas or links and are locked 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us > 10 MATP Quarterly Cost Report Inside the Other Direct Costs Tab - Administrative Other Direct Costs Total Grantee Direct Costs related to MATP Total Grantee Direct Costs 02/23/2020 www.dhs.state.pa.us

www.dpw.state.pa.us > 11 MATP Quarterly Cost Report Inside the Other Direct Costs Tab Transportation Other Direct Costs Total Grantee Direct Costs 02/23/2020 www.dhs.state.pa.us Total Grantee Direct Costs related to MATP www.dpw.state.pa.us > 12 MATP Quarterly Cost Report Inside the Trip and Consumer Data Tab a nd p i r T mer u

s Con ta Da Trips completed 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us > 13 Identifying Allowable Agency Direct Costs Methods Category Description Allowable Activities Salaries & Benefits Employee MATP salary and benefits (wages, benefits, related miscellaneous costs) Preparing MATP reports; Recipient verification; Referral to services; Case management; Negotiating and monitoring contracts; Process reimbursement checks; Quality assurance; Invoicing; Completing application forms; Staffing call center; Servicing clients; Program supervision; Program management; On-the-job

training; Responding to audit; Program meetings; Budget monitoring Rent/Lease of Space County agency MATP rent, utilities, insurance, telephone and related miscellaneous expenses Office space; Call center; Office phones; Cell phones Materials and Supplies County agency MATP materials, printing, copying, office supplies expenses and postage County agency MATP office furniture and equipment expenses Office supplies; Program brochures; Document copying; Mailings Office Furniture and Equipment 02/23/2020 For MATP program staff www.dhs.state.pa.us Allowable Methods

MATP approved time study methodology Rent/utilities/insurance MATP square footage as % of total square footage Telephone usage by MATP staff as % of total usage or direct charge Call Center and Program Operations staff if telephone bill discretely identifies line charges Direct charge to MATP Direct charge to MATP Depreciation Amount www.dpw.state.pa.us > 14 Identifying Allowable Agency Direct Costs Methods Category Data Processing Description County agency MATP data processing MATP expenses Allowable Activities Allowable Methods Computer purchase; Computer LAN support; Software; Report set-up;

Report production; IT subcontract support DHS meetings; Provider reviews; Program-related conferences and meetings System usage if statistics available to discretely identify MATP Work orders/invoices Computer and software purchases Direct charge to MATP Travel County agency staff MATP travel expenses Fees County agency MATP fees expenses Professional association; Publications; Insurance; Bank charges; Other (requires detail submitted with report) Direct charge to MATP Statistic used to identify MATP share

Computer Equipment/ Maintenance Postage County agency MATP computer equipment/maintenance expenses County agency MATP postage expenses For Call Center Staff; For MATP Program Staff; For Drivers Direct charge to MATP Statistic used to identify MATP share Mailings; MATP correspondence Direct charge to MATP Statistic used to identify MATP share Please refer to the attached MATP and Non-MATP Program activities for a complete list. . MATP and Non-MATP Program Activities 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us

> 15 Resources For training materials, please visit the following website: http://matp.pa.gov/Training.aspx For any questions or comments on MATP Direct and Indirect Cost Reporting please contact your fiscal Rep and for Time Study relate issues contact Brian Salett via email at [email protected] 02/23/2020 www.dhs.state.pa.us www.dpw.state.pa.us > 16

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