V4 - 10-24-2024_Updated DBHDS Procedure Manual Draft.pdf

VA DBHDS PACAP Procedures Manual Effective 07/01/2024 1

COMMONWEALTH OF VIRGINIA

DEPARTMENT OF BEHAVIORAL HEALTH AND DEVELOPMENTAL

SERVICES

Public Assistance Cost Allocation Plan Procedure Manual

Effective July 1, 2024

VA DBHDS PACAP Procedures Manual Effective 07/01/2024 2

TABLE OF CONTENTS

Contents

SECTION I: OVERVIEW OF PUBLIC ASSISTANCE COST ALLOCATION PLAN (PACAP)

Subsection 1: Submission of PCAP Narrative

Subsection 2: Payments received from DMAS

Subsection 3: How CAP incorporates with budget

Subsection 4: CMS & Medicaid Guidelines

SECTION II: ITEMS NEEDED TO PREPARE THE PACAP

Subsection 1: DOA Month End Closing Schedule

SECTION III: PROCESS FOR PACAP

Subsection 1: Pull Payroll Reports From Cardinal

Subsection 2: PULL EXPENDITURE REPORTS FROM FMS (THE FINANCIAL SYSTEM

Subsection 3: PULL IN ADJUSTMENTS FOR EXPENDITURE REPORT

Subsection 6: Weekly Census

Subsection 7: Pulling Invoices

SECTION IV: CREATE DIRECT BILL SHEETS

SECTION V: CREATING THE ATA (DIRECT BILLING)

SECTION VI: ENTER DATA IN PACAP TEMPLATE

SECTION VII: REVIEW ALLOCATION SUMMARY

SECTION VIII: CREATING THE ATA (INDIRECT BILLING)

SECTION IX: SICAP (SWICAP)

SECTION X: STATISTICS

SECTION XI: COMPLETION OF ATA FOR SUBMISSION

Subsection 1: ATV Direct

Subsection 2: ATV Indirect

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SECTION I: OVERVIEW OF PUBLIC ASSISTANCE COST

ALLOCATION PLAN (PACAP)

The purpose of this manual is to provide a step-by-step explanation of how to complete the Virginia Department of Behavioral Health and Developmental Services (DBHDS)

PACAP. The Department updates the PACAP quarterly and so the procedures in this manual should be updated quarterly as appropriate to reflect the current version of the

PACAP. It contains an overview of the PACAP, how to enter data into the template to prepare quarterly claims, and information on troubleshooting. Any questions related to this manual should be directed to Megan Bullock at (804) 786-1663.

The DBHDS cost allocation plan is governed by the 2 CFR Title 2, Subtitle A, Chapter II, Part 200.430 Uniform Administrative Requirements, Cost Principles, and Audit

Requirements for Federal Awards (the “Uniform Guidance”) (formally OMB A-87 and

ASMB C-10). The Uniform Guidance establishes principles for determining what costs can be claimed to federal grants, and how to allocate costs to the federal programs that benefit from those costs. The principles in the Uniform Guidance are not intended to identify the circumstances or dictate the extent of federal participation in the financing of a particular program or project. The principles are designed so that federal awards bare their fair share of cost recognized under these principles except where restricted or prohibited by law. The Uniform Guidance establishes principles for distributing the costs of grants, contracts, and other programs and it is the basis for the development of cost allocation plans and indirect cost rate proposals.

Applications for federal funds often involve a request for reimbursement of both direct and indirect costs. Indirect costs are costs that are not readily identifiable with the activities of the grant or contract but are nevertheless incurred as a result of the activities performed using these funds. Accounting, payroll, personnel, budgeting, and purchasing are all examples of departments that more often than not benefit several other departments and programs and for which costs should be attributed through an indirect means of allocation.

The PACAP is organized by department functions and identifies and assigns all costs incurred by DBHDS to benefiting activities or cost centers. The primary goal of the

Uniform Guidance is to provide uniform cost principles to establish which costs of a state or local agency or program should be borne in part or in full by the federal government. The Uniform Guidance contains sections for determining allowable costs and a revised section on public assistance cost allocation plans. These sections

VA DBHDS PACAP Procedures Manual Effective 07/01/2024 4 contain instructions on how to determine the costs and beneficiaries accessing federal dollars and to track all administrative costs of running all programs, however they may be funded.

All single state agencies must submit their PACAP to a designated cognizant agency for approval. The cognizant agency, which is responsible for the review and approval of the plan, is generally the federal agency providing the greatest dollar support subject to indirect cost rates, in this case, the Division of Cost Allocation (DCA) at the United

States Department of Health and Human Services (DHHS). The Virginia Department of

Medical Assistance (DMAS) is the state’s single agency for Medicaid. The DBHDS

PACAP is an attachment to the DMAS PACAP and is always submitted first to DMAS, who then prepares their PACAP submission to DCA/DHHS.

The PACAP was developed by DBHDS and BerryDunn by reviewing DBHDS’s existing cost allocation process and conducting extensive interviews with DBHDS staff.

BerryDunn then worked with DBHDS to identify all costs incurred by the Department and modified its claiming template to allocate all costs to DBHDS programmatic areas, called final receivers, per the approved statistics in the plan. Final receivers in the

DBHDS PACAP are Mental Health Block Grant, Substance Abuse Prevention and

Treatment Block Grant, State Facilities, and Medicaid, for example. The DBHDS

PACAP template runs on Microsoft Excel and uses an iteration of the two-step down methodology.

Subsection 1: Submission of PCAP Narrative

The PCAP Narrative is due to DMAS (Department of Medicaid Assistance) on the 15th of the month before the beginning of the next quarter. For example, July 1, 2022 narrative update is due to DMAS on June 15, 2022.

Subsection 2: Payments received from DMAS

All invoices/payments submitted to DMAS are tracked in Sharepoint on the FY reconciliation sheet. See the example below. This allows us to track the date of submission vs. the date payment is received. It also tracks how many days it takes

DMAS to reimburse DBHDS the requested amount for our PCAP submission. This process should take approximately 45 days from the date of submission to the date of reimbursement according to the IAG.

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Subsection 3: How CAP incorporates with budget

The budget is matched up quarterly to the current PCAP narrative for that quarter, which aligns the correct points for each cost center. The budget doc has to be updated with the correct formulas, vlookups, and percentages to calculate correctly. The budget doc will note the increase/decrease that took place within that quarter on CAP billing.

The budget doc is saved and labeled as ‘Before CAP adjustment’ in Sharepoint.

The budget doc will be updated on each line to update the percentages within each project code. These are updated one at a time due to some being percentages and some being certain amounts, not percentages. The Indirect is listed as 0280 fund which is 610760000. The direct is listed as 60000 series for the

70000 series project codes. The pivot table is updated on the appropriation tab, which is compared to the prior version saved prior to the adjustments. This will indicate the big swings of adjustments that took place.

Subsection 4: CMS & Medicaid Guidelines

There are two documents located in Sharepoint that detail the latest versions of the CMS & Medicaid guidelines. Below will indicate the path needed to locate these documents.

They are also located on the website below:

https://www.dmas.virginia.gov/about-us/state-plan/ https://www.dmas.virginia.gov/about-us/state-plan/

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SECTION II: ITEMS NEEDED TO PREPARE THE PACAP

The purpose of this section is to provide an overview of all data elements needed before updating the DBHDS PACAP template.

No. Description Medicaid

Claim Source

1.

Expenditure Data from FMS, Excluding Various

Unallowable Costs Yes DBHDS

2. FTE Count Across DBHDS Yes DBHDS

3.

Individuals Served Between Community Services and

State Facilities Yes DBHDS

4. Quarterly Waiver Yes DBHDS

5.

Complaints Reviewed Between Community Services and

State Facilities Yes DBHDS

6.

Forensic Services Clients Served Between Community

Services, Jail (Non-Federal), and State Facilities Yes DBHDS

7. Total Program Cost Across DBHDS Federal Grants Only No DBHDS

8.

Total Expenditures by Central Office (FTE Count Across

DBHDS) and Facilities (Direct to State Facilities) Yes DBHDS

9.

Statewide Indirect Cost Allocation Plan (SWICAP)

Allocation for DBHDS Central Office Yes DMAS

10. Payroll Data/TAL Time Tracking Yes DBHDS

11. Weekly Census Data Pull Yes DBHDS

These items must be gathered completely in order to run the PACAP. As will be discussed later, there are additional statistics in the DBHDS PACAP. These consist of two groups. First, direct statistics only require 100% to be entered for the statistic, meaning 100% of the cost will be directly allocated to the designated final receiver.

Second, additional statistics are subsets of the statistics noted in the chart above, for example, the FTE County across Developmental Services statistic is derived directly through formulas in the spreadsheet that read from the FTE Count across DBHDS statistic.

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The expenditure data should be prepared whereby unallowable costs are excluded from the totals reported on the Costs tab in the spreadsheet. Examples of these costs are

FTEs directly charged to Facilities through the Facilities Cost Report process, Revenues/Federal Funds offsets, etc.

Subsection 1: DOA Month End Closing Schedule

DOA (Department of Accounts) has a month-end closing schedule that we review for specific dates. These dates allow us to be informed when data for all transactions should be completed by in Cardinal and FMS. We then can proceed to pull all our reports needed to begin the PCAP process.

https://www.doa.virginia.gov/reference/generalAccounting/monthend.shtml https://www.doa.virginia.gov/reference/generalAccounting/monthend.shtml

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SECTION III: PROCESS FOR PACAP

Pull payroll reports needed for the period for which PACAP is being processed in order to use for data entry.

Subsection 1.

▪ Log into Cardinal!

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▪ It brings you to the following page.

▪ Click on the following…

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▪ The following screen will appear.

▪ Click on the following button

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▪ The following Bar to the right of the screen will appear, click on Navigator.

▪ The Navigation Bar will appear, click on Payroll for North America.

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▪ Click Payroll Processing USA

▪ Click Pay Period Reports

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▪ Click COVA Dtl Payroll Expenditures

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▪ Enter Detail_Payroll_Expenditures in the field below.

▪ Click the search bar!

▪ Click the SAVE button so that going forward all you have to click on is the

SEARCH button without having to enter the Run Control ID each time.

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▪ Click on the Pay Run ID search button to find the pay period for which you would like to run the payroll for.

▪ For instance, we want to run a payroll report for the pay period paid on

11/18/2022 for BW1 which are our hourly(P14) employees, and 11/17/2022 for our Salaried employees. NOTE: We will always follow the BW1 schedule, not

BW2 or BW3, and SM1 for salaried employees.

▪ The following screen will appear. Note, the highlighted pay period.

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▪ If it were the Salaried employees you would click on the following.

▪ Click on the Pay Run ID you want to run.

▪ The following screen should appear then click the RUN button as seen below.

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▪ Click OK!

▪ It will then bring you back to the following screen.

▪ Click Report Manager as seen below.

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▪ You should then receive the following page.

▪ Please note that sometimes it takes time for the report to run so you might have to hit the REFRESH button .

▪ Once your request has been processed, click on your report ID. See highlighted box below.

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▪ Click on the highlighted file as seen below to open the file in excel.

▪ It will now download to an excel file on your computer.

▪ Open and you should see the following report.

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Subsection 2: PULL EXPENDITURE REPORTS FROM FMS (THE

FINANCIAL SYSTEM

The following FMS reports (By Fund and By Project) are copied and pasted out of

FMS. These are your CAP1 and CAP2 data entry pulls.

CAP1 Report: Run by FUND code!

STEP 1: Log into FMS

STEP 2: Select the FMSGL Tab

STEP 3: Click drop-down for Predefined inquiry

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The following screen will appear!

STEP 4: Enter in CAP1, see below.

STEP 5: Click OK!

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NOTE: This report will run with the incorrect dates and you will need to change them. See below!

STEP 5: Click Change Acct

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STEP 6: Click the ELEMENTS tab

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STEP 7: ENTER the quarter (Use State Fiscal Calendar, see below)

STEP 8: ENTER the FY of the quarter - see below as well

• SFY- (State Fiscal Year by Quarters)

• 001-003 July/September

• 004-006 October/December

• 007-009 January/March

• 010-012 April/June

STEP 9: Click OK

STEP 10: Click Execute

NOTE: Notice the dates on the report have changed to the quarter you requested!

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STEP 11: Copy and Paste Report into the Expenditure Spreadsheet on the FUND tab in SharePoint!

STEP 12: Click Close!

CAP2 Report: Run by PROJECT code!

STEP 13: This time enter in CAP2, see below.

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STEP 14: Click OK!

NOTE: This report will run with the incorrect dates and you will need to change them.

STEP 5: Click Change Acct

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STEP 6: Click ELEMENTS tab

STEP 7: ENTER the quarter (Use State Fiscal Calendar, see below)

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STEP 8: ENTER the FY of the quarter - see below as well

• SFY- (State Fiscal Year by Quarters)

• 001-003 July/September

• 004-006 October/December

• 007-009 January/March

• 010-012 April/June

STEP 9: Click OK

STEP 10: Click Execute

STEP 11: Copy and Paste Report into the Expenditure Spreadsheet on the

PROJECT tab in SharePoint!

STEP 12: Click CLOSE!

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STEP 12: Double-check to make sure both reports have the same ENDING totals to ensure the correct data was pulled for both reports in different formats.

CAP3 Report: Run by FUND and PROJECT code!

NOTE: Before pulling this report you will need to delete the adjustments in column D since we are using the same expenditure sheet from a prior quarter as a template base.

• Make sure you only delete the manual entries not the TOTALS, as those cells contain the formula for each CC.

• Current view of the spreadsheet!

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Clearing of the Adjustment Column (D)!

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STEP 1: Now we will pull the By Fund & Project Report! The following screen should be showing in FMS as we closed out from the CAP2 report!

STEP 2: This time enter in CAP3, see below.

STEP 3: Click OK

The following screen should appear!

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STEP 4: Here you will enter the cost center to begin the manual pull for all expenditures for each CC by project code and object code.

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The “Enter Period” field should always be the beginning number of the Quarter you are working on. For example, if the quarter is 010-012, then you will enter 010 in this field.

The year is the Fiscal year in which we are in.

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Subsection 3: PULL IN ADJUSTMENTS FOR EXPENDITURE

REPORT

This exercise involves the 2nd column in the expenditure report.

• Log into the FMS System (Finance System)

• Go to FMSGL

• Click on Inquiry Plus Menu

• Click Perform New Inquiry

• The following screen should appear

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Enter the parameters in the fields as seen below.

• Click - OK

• The following screen will appear!

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Enter the following parameters from the CAP3 spreadsheet for each cost center as seen below!

For instance, if you have a cost center with multiple funds and project codes, you have to check each one individually in FMS as seen below by the rows highlighted in yellow below.

Example:

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Enter Agency which will always for DBHDS be 720.

Enter the Cost Center you are working on. In this case, as shown above, is 716.

Enter the Fund Code. As seen above it is 100.

Object code will be always 0000

Project Code is that which is shown above, 710930000.

Both the Actv and Prog code will be 000000.

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Click - Ok

Click – Execute

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The following message will appear.

Once it has finished processing you should see the screen below.

Double click in the E3 cell where you see the amount of $36,163.01. (It takes a couple of seconds, be patient! If it still does not appear double click again.)

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The following screen will appear.

Click the scroll down until you see a number with a negative sign beside it.

Those are the entries we are looking at to determine if we need to list them on our adjustment sheet.

If there is a positive and a negative amount listed for the same amount, SKIP!

If there is a negative but has no description under it right click on the mouse, and you get a message like the one below, SKIP!

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If there is a negative amount and only has the name of DBHDS or another vendor, we need to research to see if we need to add it to the adjustment sheet.

You review this by clicking on the negative amount.

If there is a negative entry where the Batch number and the Reference Number both start with JE as seen below, then it is a payroll batch and should be added as an adjustment on the spreadsheet.

Subsection 6: Weekly Census

This is added to the Expenditure spreadsheet under the Census tab.

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This data is pulled from a report located in Sharepoint. NOTE: The path below.

Your text

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This report is a copy and paste to the Weekly Census Info tab on the Expenditure spreadsheet. Please be sure that you copy and paste the monthly quarters for which you are working in, for example if it is Qtr2 then you need information for the months of October – December.

Subsection 7: Pulling Invoices

Pull up the Invoice spreadsheet in CAP!

To do this follow the path below

Once here choose the correct Fiscal Year and then the quarter you are working

on. If not seen you may need to create the folder for the FY and Qtr.

For example, say we are pulling invoices for the April-June 2021 FY 21. Click on that folder as seen above. The following screen will appear.

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Click on Direct Bill!

The following screen will appear

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Click on the Invoice Folder!

These are the cost centers and project codes that you will need to go into FMS and search.

You will need to enter the invoice Date, Vendor, Object Code, Amount and

Voucher Number in the spreadsheets listed.

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Let’s get started!

Log into FMS

Click - Inquiry Plus Menu

Click - Perform New Inquiry

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Example: We are working in FY2022, QTR 001-003

The following parameters will need to be entered in the following fields.

Click OK

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The following screen should appear.

Follow the listing of cost centers and project codes that need to be researched from the list in SharePoint under the Invoice folder.

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For instance, the first spreadsheet listed is for Cost center 720, project code 71065.

Note:

• Agency is always 720 – that is DBHDS Agency Code

• CC as stated earlier is 702

• Fund will always be 100 – this is the General Fund

• Object – will always be 0000

• Project code – 71065 – followed by four zeros

• Actv - is always - 000000

• Prog - is always - 000000

Click OK

Click EXECUTE

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The following Screen will appear!

Double click the Total row

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The following screen will appear

Begin searching for invoices.

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There will be expenditures with Vendor names beside them. See below.

The highlighted items seen above are what is needed for the spreadsheet as seen before. See below. Note: Only individual people should be listed if they are found on the payroll spreadsheet, otherwise do not list individual employees.

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To find the Voucher Number right click on the vendor, and the following screen should appear.

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Then click on AP Documents Inquiry. The following screen should appear!

Note: The full name of the vendor is listed in the upper right corner as shown above.

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Click on Doc Srch, and the following screen should appear.

See voucher number (7 digits highlighted above in the Last Check No) Enter this number into the spreadsheet in the Voucher field.

Close screen!

Continue this process until you have reached to end of this cost center and project code session.

Enter all the next project codes for a cost center. Then go to the next cost center and enter all project codes until you have entered all project codes for all cost centers.

Pull each voucher from the Accounting File room using the last 7 digits of the Last

Check No: as highlighted in the screenshot above. Make a copy of the front page with the exception of the following, copy the entire invoice packet:

• Bank of America

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• Department of General Services

SECTION IV: CREATE DIRECT BILL SHEETS

There are several different direct bill sheets to be completed based on cost centers and project codes. These sheets are separated into four different appendices, M, P, R.1 and S.2. Please note the path of the direct bill sheets as seen below in Sharepoint.

Once you have clicked on one of the folders above, the following files will appear.

NOTE: You will also see the actual ATA appendix included in the folder for that particular appendix.

As seen below, the data for these sheets are copied and pasted from the expenditure spreadsheet By fund&project tab. You will notice each direct bill sheet is formula-driven. Using the invoices per cost center and project code you will then determine if there are any staff training, travel costs, meals, and lodging costs. This information will need to be included in the direct bill sheet to determine the correct rate to be billed.

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SECTION V: CREATING THE ATA (DIRECT BILLING)

As stated in section IV, the ATA can be located within the same path that you would find the actual direct bill sheet.

Note the numbering of the display above. Follow the following steps:

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NOTE: Identify the Appendix being updated. See Chart below:

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#2 – Change the date to the current date

#3 – Indicate the invoice number. This is provided to you from the Fiscal

Department.

#4 – Change the to the quarter of the reporting period.

#5 – These are the totals that you will transfer from the individual invoice sheets based on the cost center.

#6 – This is formula driven based on the information that is entered in #3.

SECTION VI: ENTER DATA IN PACAP TEMPLATE

Now, with all of the data gathered for the PACAP, it is time to enter it into the corresponding entry points in the DBHDS PACAP platform. All “yellow” cells in the platform are meant for data entry. If a cell is not yellow it should not be manually manipulated at all. If the PACAP preparer has any questions about where to enter data they should contact Baldacci Consulting Group.

Before beginning the spreadsheet must be prepared for the corresponding quarter. The most recent quarterly spreadsheet should be first copied and pasted into a new folder location on the DBHDS network. All data entry points in the previous quarter (see Table below) should be deleted. Cell A3 on the Costs tab and Cell B3 on the Allocation Summary tab, i.e. the current quarter, should be changed to reflect the current quarter. The spreadsheet is now prepared for use in the current quarter.

Data entry typically flows in sequential order from the leftmost tab in the spreadsheet proceeding to the right. We have provided a high-level overview of those tabs in the spreadsheet that require data entry and those that do not. This chart ties the items from Section 2 to where they are entered in the PACAP.

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No. Tab Name Data Entry

Required Data Entry Item

1. Costs Yes Expenditure Data from FMS, Excluding Various Unallowable Costs (#1)

2.

Allocation Summary

No

3. 0 Yes

Statewide Indirect Cost Allocation Plan (SWICAP) Allocation for DBHDS Central Office (#9)

FTE Count Across DBHDS (#2)

4. 832.1 No

5. 842.1 No

6. 845.1 No

7. 845.2 No

8. 865.1 No

9. 875.1 No

10. 876.1 Yes Individuals Served Between Community Services and State Facilities (#3)

11. 885.1 No

12. 885.2 No

13. 885.3 No

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Entry

Required Data Entry Item

14. 885.4 Yes Quarterly Waiver and MFP Slots (#4)

15. 885.5 No

16. 885.6 No

17. 885.7 No

18. 892.1 No

19. 893.1 No

20. 893.2 No

21. 893.3 No

22. 893.4 No

23. 893.5 No

24. 902.1 No

25. 905.1 No

26. 907.1 No

27. 908.1 No

28. 910.1 Yes Complaints Reviewed Between Community Services and State Facilities (#5)

29. 918.1 Yes

Forensic Services Clients Served Between Community Services, Jail (Non-Federal) and State Facilities (#6)

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Entry

Required Data Entry Item

30. 920.1 No

31. 926.1 No

32. 930.1 No

33. 940.1 No

34. 940.2 No

35. 943.1 No

36. 944.1 No

37. 945.1 No

38. 947.1 No

39. 947.2 No

40. 947.3

No – except for claiming template

Total Program Cost Across DBHDS Federal Grants Only (#7)

41. 951.1 No

42. 951.2 Yes

Total Expenditures by Central Office (FTE Count Across DBHDS) and Facilities (Direct to State Facilities) (#8)

43. 960.1 No

44. 963.1 No

45. 963.2 No

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Entry

Required Data Entry Item

46. 963.3 No

47. 964.1 No

48. 966.1 No

Upon completion of the above data entry items, the results of the PACAP can be reviewed for accuracy.

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SECTION VII: REVIEW ALLOCATION SUMMARY

Results from the PACAP are automatically ready for review immediately upon the completion of all data entry items noted in Section III.

Specific allocations of Cost Centers can be viewed on the Cost Center tabs. For example, the allocation of Cost Center 842.1 Office of Planning and Development

Costs to the various final receivers, based on the application of its approved cost allocation statistic is shown on tab 842.1:

A review of the full results of the PACAP allocations can be viewed on the

Allocation Summary tab. This is shown below:

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At the bottom of the Allocation Summary tab, a reconciliation is performed between the costs from the Allocation Summary, i.e. the final results of the plan, and those from the Costs tab, i.e. the beginning costs of the plan. A PACAP has been run correctly when all of the beginning costs are allocated to the various federal/state programs. If there are any non-reconciled aspects of the PACAP spreadsheet please contact Steven Whitney at BerryDunn

(swhitney@berrydunn.com).

The PACAP is now complete. Upon the reconciliation of the PACAP, the Medicaid

Interagency Transfers (IATs) can be submitted directly to DMAS.

The DBHDS spreadsheet will only need to be updated in conjunction with any

PACAP amendments also submitted by DBHDS.

mailto:swhitney@berrydunn.com

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SECTION VIII: CREATING THE ATA (INDIRECT

BILLING)

The ATA for indirect billing is also known as Appendix A. See below.

Note the numbering of the display above. Follow the following steps:

#1 – Change the date to the current date

#2 – Indicate the invoice number. This is provided to you from the Fiscal

Department.

#3 – Formula driven amount that is populated from the Cost Allocation Summary tab

#4 – Enter the correct date for the Qtr you are getting ready to bill

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The following are the sheets that are submitted to DMAS for indirect billing reimbursement.

#5 – This is the tab you will create your ATA on

#6 – The Indirect Cost Allocation Summary (this shows the breakdown for your different department costs within Stepdown 1 and Stepdown 2 allocated at a 50% rate reimbursement)

#7 – This is a detailed summary of the billable Indirect Cost provide to DMAS separated out by Appendix A.

#8 - This is the Detail of charges to Medicaid 50% tab (this shows the actual % that gets billed to Medicaid)

SECTION IX: SICAP (SWICAP)

Enter the following link in your browser and click enter.

https://www.doa.virginia.gov/reference.shtml#sicap

Click the Excel sheet beside the latest year that appears. In this case, we will click on the 2020 year excel sheet.

https://www.doa.virginia.gov/reference.shtml#sicap

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It will then download.

Click on the downloaded document. The following should appear.

Go to agency 720 as seen below and then scroll to the end of that line.

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There you will see an amount, in this case 708,012. Take this number and divide by 4 (4 is the number of quarters we bill per year). You should have an amount that is 177,003. This is the number you will enter in the Indirect Cost Allocation

Template.

Save this spreadsheet to Sharepoint with the Claiming Template.

SECTION X: STATISTICS

For the 876 cost center statistics, you have to be on VPN to get to this site if working remotely. Please enter the link below.

https://app.powerbigov.us/groups/me/quickcreate https://app.powerbigov.us/groups/me/quickcreate

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Click BROWSE.

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*You will also need statistic information from the managers for cost center’s

910.1, 918, as well as a request for the Medicaid eligibility rate via email to datawarehousesupport@dbhds.virginia.gov

Please see below for examples.

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SECTION XI: COMPLETION OF ATA FOR SUBMISSION

Once payment has been received you need to access Cardinal and download the receipt of payment. Save this in the ATA/ATV folder within Sharepoint. There will be two of them one for Direct and Indirect. See the link below.

https://my.cardinal.virginia.gov/psc/ihubprd/EMPLOYEE/EMPL/s/

WEBLIB_IHUB.ISCRIPT1.FieldFormula.IScript_CardinalIhub https://my.cardinal.virginia.gov/psc/ihubprd/EMPLOYEE/EMPL/s/WEBLIB_IHUB.ISCRIPT1.FieldFormula.IScript_CardinalIhub https://my.cardinal.virginia.gov/psc/ihubprd/EMPLOYEE/EMPL/s/WEBLIB_IHUB.ISCRIPT1.FieldFormula.IScript_CardinalIhub

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After saving the receipt, begin creating ATVs for Direct and Indirect ATVs.

Subsection 1: ATV Direct

1. From the direct bill sheets that were sent, you will view the excel version and enter the 50% or 75% amount on the spreadsheet. This will be entered on the ATV document. See examples below. There will be several different sheets to complete for each cost center that will be billed for the direct bill.

2. You will need to receive a voucher number from Fiscal and enter it on each ATV being created.

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Subsection 2: ATV Indirect

1. From the expenditure spreadsheet you will need to create new excel sheets for all cost centers that need to be split up between project codes. This will be entered on the ATV document. See examples below. There will be several different sheets to complete for each cost center, to be billed which will have costs going to different project codes. You will also use the detail of charges to Medicaid on the claiming template for other cost center amounts. The 3 main ATV’S you will need to submit are:

-Recognize Indirect

-SWICAP Funds

-ATV 0100 TO 0280

- You will need to receive a voucher number from Fiscal and enter it on each ATV being created

(See examples below)

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