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Local Health Department Certification Form & Assessment Checklist October 2013

Local Health Department Certification Form & Assessment Checklist October 2013. CDPH Indirect Cost Rate Forms. Provide an overview of new process for LHDs to submit their Indirect Cost Rate (ICR) including: Internal Certification & Proposal (CDPH Form 2345)

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Local Health Department Certification Form & Assessment Checklist October 2013

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  1. Local Health Department Certification Form & Assessment Checklist October 2013 CDPH Indirect Cost Rate Forms

  2. 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. LHD ICR Certification Summarizes Rate and Method • ICR identified for all CDPH contracts with LHD 2

  4. LHD ICR Certification Individuals certifying “true & correct” • Auditor Controller • Agency/Department Official 3

  5. LHD ICR Proposal Identifies: • Year that ICR proposal is for • LHD Contact for questions 4

  6. LHD ICR Proposal Identifies ICR options • Personnel Services • Total Allowable Direct Costs 5

  7. LHD ICR Proposal Clarifies ICR • Countywide Allocation Plan • Super Agency • Public Health Agency 6

  8. LHD ICR Proposal ICR Summary Spreadsheet 7

  9. LHD ICR Proposal Certification of Proposal 8

  10. ICR Checklist and Assessment Required from each LHD • Provide Central Services Costs documentation/verification (Column 1) • In ICR • In Countywide Cost Allocation Plan (CCAP). 9

  11. ICR Checklist and Assessment Typical Central Service Costs • Each “Typical Cost” = Budget Item • Conforms to A-87 Definitions • Lists Costs Frequently / Typically: • Incorporated into ICR • Incorporated into CCAP 10

  12. ICR Checklist and Assessment LHD to Assess each “Typical Costs” • Identified as Indirect in approved CCAP? (Column 4) • Included in Indirect Cost Rate? (Column 2) • Response Required if in CCAP and ICR • Charged Direct to CDPH? (Column 3) • Response Required if Sometimes or Always 12

  13. ICR Checklist and Assessment CDPH Assessment Clarification (Column 5) • Information to Consider and/or Address • Further Instructions • Requires Careful Review • May affect LHD Assessments • May affect Cost Response 11

  14. ICR Checklist and Assessment Costs not listed • If in ICR or CCAP • Add Direct to CDPH and in either ICR or CCAP • “Sometimes” or “Always” • Requires Explanation/Justification • May be disallowed 13

  15. ICR Checklist and Assessment If Charged Direct to CDPH • “Always” Response • Explanation/Justification Required • “Sometimes” Response • Explanation/Justification Required • Specify CDPH Program/Project(s) Charged “Direct” • Specify Different Circumstances 14

  16. 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. Submission Timeline Electronically: CDPH-ICP-mailbox@cdph.ca.gov November 29, 2013: LHDs submit ICR Certification and Proposal 16

  18. CDPH Timeline 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

  19. If LHD does not Submit • 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

  20. Role of CDPH Contract Managers • 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

  21. Role of CDPH Contract Managers • 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

  22. Role of CDPH Contract Managers • 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

  23. Recap of Resources • 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

  24. Questions? 19

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