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hello my name is Felicia Wilson monitoring consulted with an infinite auto production of Virginia I am deal with my colleague Sarah Moore and I am also a monitoring consultant with the infinite power connection of Virginia today we want to review how to complete your initial budget form before we begin I want to orient you to some changes that have been made to our budget form the form we are feeling will be used beginning federal fiscal year nineteen state fiscal year twenty an overview of the changes will include some things such as we no longer have a separate initial may hear an end of your tab instead these tab person can dine under one tab that is labeled budget below an info staff has been added to allow entries of the infinite power connection name contrast number and Duns number everything else on the pages pre-populate as noted here in the instructions explanatory comments are indicated by a triangle in the upper right hand corner of certain cells when you hover over this area it will reveal the Associated comment data entry is only permitted and lightly shaded cells other deltas and lot to protect underlined formula as we move forward please remember that you will submit all budget forms via email to your Part C monitoring consultant and Part B technical assistance consultant to gather your Part C consultant team will review the information submitted and they contact you for additional information clarification and or correction what their joint 'view is complete your Part C consultant team will convey reports through appropriate DHCS fiscal office staff member let's begin naming the file if you go to file select save and you going to highlight the word ocala t and answer in your locality name for example if your locality is made happy hard work you will type in happy harbor once you have done that you will go to the end of the file name and you will highlight the end of that file name and you will enter the appropriate state fiscal year as you see on this film and it is labeled say fiscal year 20 that will be this current fiscal year for subsequent fiscal years you will make the appropriate changes to reflect that constant school year once you have done that you want to put space and your file will be named for your specific local system step 2 completing the information tab you got to love to cook the information fast they will say PQ you're going to begin by entering and your infinite pocket connection name on line three once you have completed that you go to line four and answer your contract number this number should be listed on your contract on line five you want to enter your local data Universal numbering system number aka Duns number and the lightly shaded flop to the right of the Duns number once these three lines have been completed you have now completed the info tab all other information on the info tab is pre-populated please remember that although the information tab lists a DB ACF fiscal contact your fiscal plans will be submitted on your local systems to have by your Part B consultant team if you have any questions about this process please contact your part be monitoring consultant or technical assistance consultant now we're going to move on to step three which is taking a look at the actual budget Sarah Thank You Felicia when you begin completing your budget you're going to begin at the bottom section of the form section B revenues by source in this annual budget column column B cells 51 through 65 you will record the total dollars budgeted for Part C for the fiscal year from each of the specific revenue sources listed what you record under federal Part C fund and State Part C funds must match the allocations listed in your contract be sure to record any unexpended federal Part C funds and state Part C funds from the previous fiscal year if you put a dollar amount under state funds please keep in mind state funds are state funds other than Part C funds that were originally state revenue awarded by DV HDS to the CSD or they were other state revenue awarded to a non CSD local lead agency or another participating public agency these if you receive any of these items record them here also if you receive any local funds you will record them under local funds local funds or any funds that are awarded to the local lead agency to be used for Part C these funds were originally local government revenue if you receive any revenue from Medicaid Medicaid TCM private insurance TRICARE or family cost share please record those amounts for the appropriate categories enter any donations that you may receive to include individual or organization contributions to the local lead agency at the bottom for in-kind we are asking you to assign a reasonable value to the cost of office space computers copiers or other support that is provided without charge to your local system the two lines for other are for any revenue source that is not specifically listed a supply the source by entering it into the cell that reads other specify this cell may also be used to reflect an expected deficit we'll talk more about this after reviewing section a when you have completed section B you will move up to the top and begin section a budget service information and expenditures you will complete the annual budget columns by distributing revenue across these three areas please remember that your total budgeted federal Part C revenues must equal the sum of federal Part C funds and kept federal Part C retained earnings here in Section B what you record for budgeted State Part C revenues must equal what you've recorded in state park fee funds and state Part C retained earnings what you record under-budgeted additional revenues must equal what is under Part B for all other available revenue sources in the direct services column at the top in Section A you are include all cost budgeted for providing each service including personnel costs personnel costs includes salaries benefits office space mileage cloth contracts and equipment needed to provide services such as cell phones and laptops when you're calculating percentages of expenditures that are based upon a salaried employee who provides multiple service types you will need to divide the amount expended against that employees average provision of these services for example if you have an employee who spends make $40,000 a year and spends 10 percent of their time and assessment for service planning you would enter 4,000 an assessment for service planning if they spent 20 percent of their time and Developmental Services then you would add 8,000 under Developmental Services if they spent the remaining 70% of their time in providing service coordination then you would add the remaining 28,000 under service coordination also be sure to include an assessment for service planning the cost of any assessment materials if you enter cost under transportation please keep in mind that this reflects transportation for a family that is listed as a service on the IFSP this is not traveled for a provider travel for a provider would be a cost included under the direct service category for that provider after you've entered all of your costs for direct services you will move down to system operations each entry in this section must be explained on the systems operations tab in just a few minutes tarisha will review the definitions of each system operations category and the expected explanation you'll notice that state Part C funds are blocked out in this section as State Part C funds are for direct service only for the administration category you can enter up to 5% of your federal and state allocation from your federal allocation to cover this category when all of your costs have been entered you need to compare your total cost to your total revenues section a and B of the form must balance if after closed examination you determine you have a potential deficit needed to cover the budgeted cost in section a you may report the amount of the anticipated deficit under other in Section B please be sure to enter the amount of the anticipated deficit for the year and label the cell anticipated deficit if you are submitting a budget that reflects an anticipated deficit you must also submit a letter in accordance with your local contract to the parts the administrator notifying them of the expected deficit this letter must be signed by the local system manager the CSB executive director or the person from the local lead agency who finds the local contract and the Fiscal Officer responsible for the Part C grant and now kaliesha will share with us a little bit more information about filling out the system operations tab thank you Sarah step 4 complete the systems operations task the system's operation status stands upon the system's operation section of the budget as explained by Sarah but provides details for each activities starting up cost for each item of salaries staff I'll set salary information reported must be included must include the percentage of time the individual spends during the activities and/or the full-time equivalent FTE associated with the activity for example 95 percent of salary for local system manager or one FTE program manager let's take a look at the systems operations tab a system operation areas listed here on the staff administration again notice that the red triangle clear allows you to hover over to give additional explanation operation cost falls underneath the administration tab these operational costs are to locally agency to administrative contract federal expenses not to exceed 5% of the total allocation as specified by Sarah a few moments ago so that means that you can take 5% of the total allocation amount and note it under administration on your budget form when you come over to the system's operations tab you will need to explain how those funds will be used if that both funds are used for human resources for part of the physical part of administering this this budget then that will be captured here however those funds are spent under systems management cost to be listed associated with a local party system manager and support staff this would include salaries thermoses office based knowledge cross equipment and supplies cost associated with billing service authorization collection of revenue and system oversight are also included in this category on the data collection be cautious of excess or to access and maintenance of all necessary resources including equipment and personnel for communication with the state office completion of all necessary written activities for compliance with the local contract and management of data required under Virginia's Part C general supervision and monitoring system computers for use of direct service personnel are to be budgeted in the direct service category training training should include cost associated with training of personnel providing services to eligible and potentially eligible infants and toddlers public awareness and child signs these cost associated with identifying all potentially eligible children other systems cost this category includes other costs not delegated above but this cost associated with interpretation or translation and other costs not delineated above the amount budgeted in this category must be itemized in the budget from Meredith Step five we are ready to submit our initial budget please ensure that you refer to your contract student dates to know when your initial budget is due if you have any questions about the initial budget process please contact your local system part see technical assistance consultant or monitoring consultant thank you for your time today