DHHS Home Page NC DHHS On-Line Manuals
View Manual in PDF      DHHS Manual Home Manual Admin Letters Change Notices Archive Search Index Help Feedback

DSS FISCAL MANUAL Section III - Developing Cost on the DSS-1571 Report

Previous PageTable Of ContentsNext Page

Section III - Developing Cost on the DSS-1571 Report

June 30, 2016

Section III-A Procedures for Recording Salary Data

Description

The Part I consists of three forms;

1. Part IA, Services

2. Part IB, Income Maintenance, Administration & Training

3. Part IC, Child Support Enforcement, IV-D

Staff and Costs Information

a. Employee Information:

b. Salary Information:

Program Function Codes

Listed below are the codes to be used to identify workers. Codes are two-digit numerical identifiers.

1. General Service Programs

DSS-1571 Part IA

Function Code

Column Reported

Application Codes

    SSBG Federal-Foster Care

01

09

395

    Service Worker Family Planning

01

10

080

    In Home Case Management-SSBG over and below 60

01

11

394

    SSBG Federal-Fam Supp Serv

01

12

385

    In Home Case Management-ST/INH below 60

01

13

396

    SSBG Federal Adoption

01

14

010

    Medical Trans. Admin.

01

15

375

    Energy Admin.

01

16

406

    Non-Reimbursable Adoption

01

18

459

    Child Day Care Coordinator/SSBG

02

09

040

    Child Care and Development Fraud

02

10

370

    CCDF - Admin.

02

11

364

    Non- Elig-At Risk Case Mgmt

02

18

500

    TANF to SSBG-Foster Care

03

09

050

    SSBG State-Foster Care

03

10

482

    TANF CPS Serv

03

11

358

    Adult Protective Services-SSBG

03

12

170

    TANF Foster Care Serv

03

13

055

    TANF Family Support Serv

03

14

053

    TANF Adoption Serv

03

15

085

    TANF to SSBG-Adoption

03

16

088

    Non-Eligible Emergency Energy Asst

03

18

502

    Links

04

09

290

    SSBG Family Support Serv

04

10

491

    SSBG State-Adoption

04

11

011

    SSBG State-CPS

04

12

017

    SSBG State-Home & Comm Serv

04

13

102

    SSBG State-At Risk Case Mgmt

04

14

215

    SSBG State-APS

04

15

391

    SSBG State-CM & Counsel

04

16

399

    Non-Eligible Subsidized Child Care

04

18

503

    SSBG Federal-CPS

05

09

012

    Foster Care Caseworker Visit

05

10

096

    SSBG Federal-Home & Comm Serv

05

13

101

    SSBG Federal-At Risk Case Mgmt

05

14

214

    SSBG Federal-APS

05

15

390

    SSBG Federal-CM & Counsel

05

16

397

    Medical Trans. Services

06

15

217

    Family Reunification

06

16

220

    Non-Eligible-APS

06

18

504

    SSBG Fed Guardianship

07

09

387

    SSBG ST-Guardianship

07

10

393

    Non-Eligible-Guardianship

07

18

514

    Refugee Assistance

08

15

389

    Cont. General Service Programs

    DSS-1571 Part IA

Function Code

Column Reported

Application Codes

    Quality Improvement Non Reimb

08

18

333

    Adult Home Specialist

09

11

128

    Adult Home Specialist-Cnty

09

15

131

    Employment and Training SNAP 100%

11

09

466

    FNS Employment and Training 100%

11

11

461

    FS E&T ABAWD

11

16

472

    Non-Eligible-CPS

11

18

506

    Non-Eligible-Home & Comm

14

18

508

    Repatriation-Admin

16

09

112

    Trans-Adult –SIH Hm & Comm 18-59

16

10

237

    Trans-Child-Foster CRE-SSBG

16

11

249

    Trans-Child-CPS-SSBG

16

12

248

    Trans-Adult-SIH-Home & Comm>60

16

13

247

    Trans-Child- Foster Cre-SIH<17

16

14

193

    Trans-Child-CPS-SIH <17

16

15

192

    Transportation-Adults-SSBG

16

16

250

    Health Choice At Risk CMS

16

18

484

    MAC Apps/Outr

19

11

480

    Prep & Deliv Meals-STE > 60

19

12

184

    MAC Cord/Transp

19

14

478

    Prep & Deliv Meals

19

18

187

    Permanency Plan CPS Svcs

20

11

366

    Permanency Plan CPS Admin

Automatically Assigned

326

    Permananecy Plan Adoption Svcs

20

12

090

    Permananecy Plan Adoption Admin

Automatically Assigned

070

    Permanency Plan Fam Supp Svcs

20

13

486

    Permanency Plan Fam Supp Admin

Automatically Assigned

476

    Perm Plan Fos Care Svcs

20

14

368

    Perm Plan Fos Care Admin

Automatically Assigned

328

    Non-Eligible-FNS Employ & Train

21

18

473

    F.S. Workfare (after July 1, 1986)

24

12

456

    CWS NH Exp

25

09

117

    ST CPS Caseload Redu

25

13

103

    CPS State 100%

25

15

115

    CPS(TANF TO SSBG)

25

16

127

    IV-E State Finger Printing Criminal History Check

27

15

230

    Non IV-E State Finger Printing Criminal History Check

27

16

231

    DCD Smart

30

12

398

    DCD Smart Non-Reimbursable

30

18

346

    Other Non-DSS Reim Serv

36

09

781

    Other Non-DSS Reim Serv

36

10

782

    Other Non-DSS Reim Serv

36

11

783

    Other Non-DSS Reim Serv

36

12

784

    Other Non-DSS Reim Serv

36

13

785

    Cont. General Service Programs

    DSS-1571 Part IA

Function Code

Column Reported

Application Codes

    Other Non-DSS Reim Serv

36

14

786

    Other Non-DSS Reim Serv

36

15

787

    Other Non-DSS Reim Serv

36

18

780

    Adoption Access CI

37

09

124

    Non-IV-E Adoption

37

11

084

    Non-IV-E CPS

37

15

272

    ST IV-E CPS 50%

37

16

274

    IV-E Optional Admin-Foster Care

38

09

302

    IV-E/State Foster Care

38

10

355

    Non-IV-E Foster Care

38

11

354

    IV-E Optional Adoption Training

38

12

132

    IV-E Adoption Training (Parents)

38

13

095

    IV-E Foster Care Training (Parents)

38

14

097

    IV-E CPS (County)

38

16

074

    IV-E Optional Admin-Adoption

39

09

304

    IV-E/State Adoption

39

10

083

    IV-E Adoption

39

15

094

    Wrk First Serv-Foster Care

53

09

044

    TANF Admin WF Emp Svcs

53

10

240

    Wrk First Serv-Family Support

53

11

046

    TANF Service 100% Fed WFFA

53

12

239

    Wrk First Svc-Adoption

53

13

092

    Wrk First Serv-CPS

53

15

319

    Work First Service-WF Employ Svc

54

09

049

    TANF Service 100% Fed-WF Emp Svc

54

10

238

    Work First Admin-WFFA

54

11

048

    TANF Admin 100% Fed-WFFA

54

12

226

    WRK FRST Services WFFA

54

14

039

    WRK FRST ADMIN WF Emp SVCS

54

16

031

    Work First Non-Reimb-WF Emp Svcs

54

18

340

    TANF Serv 100% Fed-Fos Care

55

09

060

    TANF Serv 100% Fed-Fam Supp

55

11

058

    TANF Serv 100% Fed-Adopt

55

13

089

    TANF Serv 100% Fed-CPS

55

15

051

    Wrk First NR Adopt-Overage

55

18

342

    Wrk First NR CPS-Overage

56

18

343

    Wrk First NR FOS Care-Overage

57

18

344

    Wrk First NR Fam Sup-Overage

58

18

345

    Wrk First Admin-WFFA Overage

63

18

348

       

2. In-Home Services DSS-1571

Part 1A

Function Code

Column Reported

Application Codes

    Adult Day Care Coordinator-SSBG

    Both over and under 60

14

11

030

    Adult Day Care Coordinator-ST/INH below 60

14

13

035

Cont. In-Home Services

DSS-1571 Part 1A

Function Code

Column Reported

Application Codes

    In Home Aide On Site-SSBG

    Both over and below 60

15

11

020

    State In Home 17 and under 60

15

15

190

In Home Aide Supervisor-SSBG

Both over and below 60

17

11

120

    In Home Aide Supervisor-SSBG

    Both over and below 60

17

11

120

    In Home Aide Supervisor ST/INH < 60

17

13

 

    Adolescent Parenting Non-Reim

17

18

386

    Housing & Home Improvement-SSBG

    Both over and below 60

18

11

140

    Housing & Home Improvement-ST/INH below 60

18

13

145

    Prep-Delivery Meals-State <60

19

13

185

    Prep-Delivery Meals Coord. below 60-Non reimbursable

19

18

187

    In Home Aide Off Site-SSBG below 60

39

11

308

    In Home Aide Off Site-ST/INH Both over and below 60

39

13

311

    In Home Aide Off Site Both over and below 60–Non reimbursable

39

18

313

    In Hm Aide-On Site-ST/INH 60 and over

40

13

150

    Case Management-ST/INH 60 and over

41

13

151

    Housing & Home Improvement ST/INH 60 and over

42

13

152

    Prep-Delivery meals Coord.-ST/INH 60 and up-Non reimbursable

43

18

163

    Adult Day Care Coordinator 60 and over

44

13

154

    In Home Aide Supervisor ST/INH 60 and over

45

13

155

    In Home Aide Off Site ST/INH 60 and over

46

13

156

    In Home Aide Off Site ST/INH 60 and over-Non reimbursable

46

18

166

    Home & Community Care Block Grant

47

18

157

       

3. Generic Services Function Codes

    DSS-1571 Part IA

Function Code

Column Reported

Application Codes

    County Program 31

31

09,10,

11,18

251,256,

257,297

    County Program 32

32

09,10,

11,18

252,258

259,298

    County Program 33

33

09,10,

11,18

253,260,

261,299

    County Program 34

34

09,10,

11,18

254,262,

263,300

    County Program 35

35

09,10,

11,18

255,264,

265,301

       

4. Income Maintenance

    DSS-1571 Part 1B

Function Code

Column Reported

Application Codes

    NC Health Choice

63

09

440

    Cont. Income Maintenance

    DSS-1571 Part 1B

Function Code

Column Reported

Application Codes

    Eligibility St/Cnty Special Assist 50/50

64

09

444

    Eligibility Specialist-MA

64

10

412

    Eligibility Specialist-Refugee PA

64

12

403

    Adolescent Parenting Non-Reim

64

13

402

    Eligibility Specialist-Food Stamp

64

14

417

    Medicaid Administration 75%

64

15

421

    Eligibility Specialist-Energy Asst.

64

16

406

    Non-Eligible Emergency Energy Eligibility Specialist

64

18

502

    EBT Issuance

65

09

242

    EBT Training

65

10

243

    Fraud Investigator-FS

65

14

405

    Special Assistance 75%

65

15

434

    Fraud Investigator-FS Non Fraud

65

16

404

    Energy Worker (LIEAP/CIP)

66

16

406

    IV-E Regular Foster Care Worker

67

09

431

    MA Expansion

70

10

477

       

5. Generic Income Maintenance Function Codes DSS-1571 Part 1B

Function Code

Column Reported

Application Codes

    County Program 71

71

18

400

    County Program 72

72

18

401

    County Program 73

73

18

419

    County Program 74

74

18

426

    Other Non-DSS Reim Serv

75

10

789

    Other Non-DSS Reim Serv

75

18

788

       

6. Child Support Program

DSS-1571 Part IC

Function Code

Column Reported

Application Codes

    Child Support Worker

79

09

430

IV-D Non Reimbursable Incentive

79

10

123

IV-D Parelegal Services

79

12

428

       

7. Supervision & Support

Function Code

   

    Service Clerical/Support

83

   

    Service Supervision

84

   

    Income Maintenance Supervision and Clerical/Support

85

   

    IV-D Supervision and Clerical/Support

86

   
       

8. Joint Workers

Function Code

   

    Service & Income Maintenance

87

   

    Cont Joint Workers

Function Code

   

    Service & IV-D

88

   

    Income Maintenance & IV-D

89

   

    Services and Income Maintenance Clerical

90

   

    Services and IV-D Clerical

91

   
       

9. Administration DSS-1571 Part 1B

Function Code

   

    Administration Supervision & Support

98

   
       

10. Training

Function Code

Column Reported

Application Codes

    Training Officer- MA

99

10

429

    Training Officer-FC

99

13

407

    Training Officer-IV-E Adoption

99

14

133

    Training Officer-FS

99

15

409

    Training Officer-Child Support

99

16

425

Please Note: Function Codes do not convert to another program. A split entry is required. Please do not use Function Code 82.

Please Note: Not all Part I codes are available to be used. Please review your “Dear County Directors” letters that were mailed to the county directors and the letters are also located on the North Carolina Department of Health and Human Services, Office of Controller’s website.

The Part IA is for the reporting of program time, salaries, and fringe benefits of agency staff assigned to Service programs. Services reporting requirements beyond these are due to the existence of varying rates of match. Through the use of the appropriate function code, an individual staff worker's percent of time spent in a program can be reported and subsequently reimbursed from both the applicable Federal and State funds available.

The following items below are considered to be helpful hints in completing Part IA:

1. For any individual worker, the total percentages of time indicated in the program columns, plus any percentage of time shown in column l8 should equal 100 % except as stated in paragraph 5 of this section.

2. Employee time spent in the performance of direct client-related activities during the reporting period is shown in the appropriate program column(s). Support staff is reported with no percent of time entry in the program columns. Non-Reimbursable time is shown in Column l7 or l8, as applicable. The total equivalent work time and cost of support staff will be distributed by the State upon submission of the monthly expenditure report.

3. Staff Training. For staff development Personnel the percent(s) of time is entered in the appropriate program column(s) on the Part IB.

4. Overtime by a staff worker in the provision of Energy Assistance may be reported as a separate line entry.  

5. When reporting a worker for whom the county is reimbursed from funds provided by an agency other than the Division of Social Services, the percents of time for that worker should be reported in the appropriate program columns, and in Column 18 (when serving ineligibles) should equal 100 percents. In addition, an entry of 100 percent will be made in Column 17. This entry will signal the computer not to reimburse the salary and fringe benefits shown for that worker. The worker’s percents of time in the program columns are used in the cost distribution process.

6. For service programs, direct client/program related time is maintained on a form DSS-4263, Daily Time Report. The form should be maintained in accordance with instructions outlined in the Service Information System (SIS) User's Manual. At the end of the month of service the Daily Time Report is summarized and the percents of time (by program/activity) are transferred to the appropriate column(s) on the Part IA. A county may use its State-generated Percentage Report to prepare its Part IA when the county believes that the information provided is adequate.

7. To report staff time associated with the provision of In-Home Services when Social Services Block Grant is desired, enter the percentage of time in column 11. The worker should be listed with the appropriate function code (01, 14, 15, 17, 18, 19 and 39).

8. Service workers who perform case management activities that are associated with the provision of In-Home Services can charge that portion of their time to State In-Home by listing the appropriate percentage of time in Column 13.

9. To report staff time associated with In-Home Services for clients 60 and over and when State In-Home reimbursement is desired, enter the percentage of time in column 13. The worker should be listed with the appropriate function code (40, 41, 42, 43, 44, 45, and 46).

10. Time spent by a social worker providing Permanency Planning activities should be coded as a function code "20" when Special Permanency Planning funding is desired.

11. Refugee Assistance Services should only be reported when prior Divisional Approval has been granted to provide refugee services to qualified refugees.

12. Direct services or income maintenance staff whose assigned activities cover more than one program and who will be reported using a single function code (i.e., 0l, 64, 99, etc.) may be reported using a one-line entry as stated below.

l3. The state laws under which fraud can be prosecuted, and current expenditure/time classifications can be allowed, cover only public assistance programs. Therefore, when reporting staff investigating services fraud counties should use the functional code for Service Supervision and Support.

l4. To report a social worker with time spent in eligibility determination that is chargeable to Title IV-E, a split entry is required with the Title IV-E time reported on Part IB in column 9.

15. Joint worker classifications of Services and Income Maintenance; and Services and Child Support (function codes 87 and 88, respectively) will be reported on the Part IA only. The joint worker classified as income maintenance and Child Support worker (function code 89) will be reported on the Part IB only.

16. Data entry operators for service programs should be reported on the Part IA as function code 84 (the function code for services support workers). Data entry operators for income maintenance programs should be reported on the Part IB as function code 85 (the function code for income maintenance support workers). No time should be reported in any of the program columns for the data entry operator. The costs for these workers will be distributed in the same manner as other support staff.

17. In-Home Aide Off Site Worker salary and fringe benefit cost may be reported as a summary entry. The entry will be reported on the DSS-1571, Part I-A for State In-Home funds as a function code 39 for services to clients under sixty (60), a function code 46 for adults sixty (60) and over a function code 39 regardless of age for SSBG funds and a function code 47 for adults over sixty (60) for Home and Community Care Block Grant (HCCBG) funds. (Note: For In- Home Aide Offsite Workers, the day sheet reporting requirements have changed; refer to the SIS user’s manual for those changes.)

18. Non-reimbursable, Non-Allocable (NON ALL)

19. Column l8 - Non-reimbursable, Allocable (ALL)

20. Reporting Supervisory Staff

21. Data Entry Operator for Service Programs

22. Services Fraud

23. Reporting Non-Supervisory/Support Staff

24. In-Home Off Site Worker

The Part IB is for the reporting of program time, salaries, and fringe benefits of agency staff assigned to Income Maintenance activities, Administration, Joint Workers and Training benefiting specific programs for which such costs are required. These workers generally interview clients and determine whether or not they are eligible for Medicaid, Food Stamps, or public assistance programs. Administrative staff generally performs duties that benefit the entire agency. An example of an administrative worker would be the director of the agency or a receptionist answering the switchboard.

Listed below are Helpful Hints on completing the Part IB:

1. Fraud - A fraud investigator is a person who determines if fraud has been committed by a client to receive benefits from the local department of social services by supplying false information. For information regarding which activities are eligible or ineligible as fraud control activities, contact the Assistant Chief for Program Integrity.

2. Food Stamp Issuance Workers - are considered direct program staff. Use function code 64 when entering time spent by all tellers and support staff directly involved in the issuance of food stamps.

3. Energy Assistance Program (ENERGY)

5. Column l7 - Non-reimbursable, Non-Allocable (NON ALL)

6. Column l8 - Non-reimbursable, Allocable (ALL)

7. Reporting Support and Supervisory Staff

Income Maintenance support and supervisory staff should be reported as function code 85. The costs for these workers will be distributed to the income maintenance programs through our cost allocation process. Do not enter any percent of time figures in any of the columns.

8. Data Entry Operator for Income Maintenance Programs

Data entry operators for income maintenance programs should be reported on the Part IB as function code 85. No time should be reported in any of the program columns. The costs for these workers will be distributed in the same manner as other support staff.

9. Administrative Staff such as director, administrative officers, accounting technicians, and receptionist should be reported as a function code 98 with no time in any column.

10. For Income Maintenance and Child Support Enforcement programs, direct client/program related time is to be maintained on a form DSS-2203 (Day Sheet). The form is maintained in accordance with instructions outlined in the Division of Social Services Statistical Manual (RPA). At the end of a report period, the DSS-2203 data is summarized on a form DSS-2204, and the worker percentages (by program) are transferred to the appropriate column(s) on the Part IB or IC.

11. A direct income maintenance worker whose monthly activities have included Energy Assistance Program eligibility determination may be reported on one line by using the function code 66 and entering the percent of time worked in the appropriate program columns.

12. The director of the county agency and the administrative staff are reported on the Part IB. When reporting administrative staff (Administrative Officer, Accounting Technician, Receptionist...etc.) who have spent time in support of non-reimbursable activities, the appropriate percent of time will normally be entered in Column l8. Such time will draw a portion of any distributed costs.

All Administrative staff should be reported as a function code 98 on the Part IB.

Staff Attorneys

If the attorney is a staff attorney, then he/she should be reported on the DSS-1571, Part I. Time spent providing discrete services (e.g. Adoption Services-Legal) should be reported on the Part IA. For the portion of time spent providing services, the attorney should be listed as function code "01" and the percentage(s) of time should be listed in the appropriate column(s). The time spent providing legal representation for the agency in the income maintenance area (e.g. fraud) should be shown on the Part IB with the appropriate function code. For the time the attorney spends providing general administrative support for the agency, he/she should be coded to the function code "98" (and shown on the IB). Counties should ONLY use function code 98 for staff attorneys when the attorney is providing general administrative support.

The Part IC is used to report the staff that works in the Child Support Program.

Column 9 will be used to report Work First related time and non-Work First related time. The percent of time entered will be transferred from the day sheet summary (DSS-2204) maintained in the county.

Note: Do not use columns 10 through 16.

l. Completing Column 9 - Part IC (Work First/NON Work First)

2. Using the Non-Reimbursable Columns

Equivalencies are reported in Column 2 of all parts of the personal cost statement. Each equivalency must have two decimal places even if the equivalency is zero. (0.00)

1. PURPOSE:

The equivalency system is an attempt to facilitate the distribution of administrative "burden" (which is everything from clerical staff salaries, to electricity, to paper clips) to those benefiting social programs by means of a mechanism which we have found to be appropriate-direct worker time. However, in order to make the most equitable distribution, it is necessary to employ a method of distributing this "burden" to direct staff positions according to the proportion that they are using it. Thus, the equivalency system serves as the basis for the assignment of non-direct personnel and associated overhead expenses to each program. The share of overhead that is borne by each program is determined by dividing the total equivalent direct staff in a program by the total equivalent staff in the agency. This fraction represents the share of the overhead that will be charged to or borne by each program.

2. HOW IT WORKS:

c. As we stated in paragraph l, the objective of our equivalency system is to facilitate the distribution of overhead "burden" to direct staff positions according to the proportion that they are using it. For our purposes, a direct worker who is on leave (annual, sick, whatever, with or without pay) for the entire month is employed in but not "filling" the position and would not be considered benefiting from overhead. Therefore, the turnaround coding for a worker who is on paid leave for the entire month would continue to reflect the worker's salary, fringes, and direct time percentage just as it was shown for the last month during which the person was actually on the job. Commensurately, the turnaround coding for a worker who is on unpaid leave for the entire month, the direct time percentage would be shown just as it was for the last month during which the person was actually on the job. In both cases, however, the equivalency would be "zeroed" out, because as previously stated, the worker is not benefiting from the overhead, so the position should therefore not be "drawing down" overhead burden.

3. EXAMPLE SITUATIONS - All of the following examples are based on the month of May 1993. The examples are based on an 8 hour workday. If a county DSS only works 7˝ hours per day, then they should compute equivalencies on 7˝ hours per day.

Split entries are made necessary by a lack of horizontal space on the Part I forms, particularly the Parts I-A and I-B. We only have ten "Percent of Time" columns on each of the Part I forms, and when we have more programs than columns, we must "stack" two or more programs in certain columns in order to get all programs on the form. This presents a difficulty when it develops that a worker has time that should be charged to two or more of those programs that are "stacked" in a single "Percent of Time" column. We solve this problem by using "split entries", a procedure in which we employ two (or three, or four, etc.) entries for the same worker in order to be able to distinguish between the two or more blocks of time that need to be reported in the single column. Split entries are therefore necessary in at least the following types of situations:

1. Whenever program workers are paid for overtime, and the county wishes to report the straight-time to one program and the overtime to another.

2. When a worker has time that is reportable on the Part I-A (Services), as well as time that is reportable on the Part I-B (Income Maintenance), or any other combination involving Parts l-A, l-B, and l-C.

3. If a supervisor is carrying a caseload and related direct service time is reported on the DSS-4263, a split entry is also required. For example, if a supervisor/support or other administrative person performs a direct service, and that time is reported on the DSS-4263, the portion of their time spent in direct service should be reported as such on the DSS 1571. That is, the supervisor/support staff’s FTE will be reported on the DSS 1571 report based on direct time of service to client and supervisory time.

The In-Home Aide program is staffed by employees providing services to clients in their homes, and therefore does not benefit from all the overhead cost as do on-site county staff members. The interim plan of Cost Allocation for the chore program will be to manually identify the cost centers actually benefiting the In-Home Aide program and allocate a share of overhead cost to this program based on its share of the local department's full-time equivalencies. Since most In-Home Aide workers provide less than full-time service, each county would convert total working hours per month In-Home Aide activity into full-time equivalency (FTE). The percentage determined by dividing the In-Home Aide FTE by the agency's total FTE is applied to the total of the cost pools benefiting the In-Home Aide program to determine the amount of In-Home Aide overhead to be charged to the activity.

The Form DSS-3538 is to be used each month to calculate the county's overhead to be charged to the In-Home Aide activities. Counties are no longer required to fax nor mail a copy of the DSS-3538 report to the state office. Counties will retain a copy for their records as this form will serve as documentation to support the allocation of overhead to the In-Home Aide program and will be subject to audit in the county's single audit process.

Preceding Column One is an informational listing of function codes to assist local departments in determining what to include in the three columns which must be completed. Function code 01-38 and 40-49 means those staff personnel reported on the 1571 as workers performing work which is reported as function code 01 through 38 and 40-47. As new codes are added to the 1571, the county will be responsible for including these codes in the proper programs in completing the required columns on the form.

Column 1 will be used to enter the local department's full-time equivalencies by each major program area: Services, Income Maintenance, and Child Support Enforcement. A total FTE for each program area will be shown in the blank space provided, and a sub-total for total FTE's will be shown for the sum of all major program areas. In the space provided below the sub-total, the local department will compute the In-Home Aide FTE's by entering the total paid In-Home Aide hours paid to county staff who provided In-Home Aide services during the reporting period. This total will be divided by total working hours per month to arrive at the local department's In-Home Aide FTE. This computation will be entered on the line provided and then added to the sub-total previously computed, to arrive at the total department FTE.

Column 2 will be used to list the total cost of the times of the items of overhead which benefit the total county department. This would include the cost of salaries and fringe benefits of the Director and other administrative staff (function code 98), as reported on the current month's DSS-1571. General support cost, (program code 311) should also be reported from the current month's DSS-1571 report. Those items of administrative cost on the DSS-Form 3538, beginning with Cost of Space and ending with Board Member Expense will be the amounts reported on the current month's DSS-1571, Part II. The items listed on Form DSS-3538 under Indirect Cost should be itemized by cost pools as shown on the form. The amount to be entered by the local departments will be one-twelfth of the annual amount if the local department's county-wide cost allocation plan itemizes scheduled cost for these cost pools.

For those local departments who use a single rate Indirect Cost Plan, the county department will compute the monthly indirect cost by applying the percentage against the applicable base. The local department will write in the amount from the Indirect Cost line on the DSS-1571 Part II on the line designated as Single Rate Plan Total, in column two of the DSS-3538.

Column 3 is to be used to identify the cost pools that benefit the In-Home Aide Program to any material extent. Each local department should carefully evaluate the function of each cost center shown in Column Two to determine the benefit, if any, to the In-Home Aide program. If after evaluation, it is determined that the cost pool benefits the In-Home Aide program, the amount that is shown in Column Two must be entered in Column Three. If it is determined that no benefit is derived by the In-Home Aide program from a cost pool, then the local department will enter a zero in Column Three. Those cost pools identified by an asterisk (*) on Form DSS-3538 are required to be included in column Three. Other cost pools would be included or excluded depending upon the local department's organizational structure and operational procedures. For those local departments utilizing a Single Rate Indirect Cost Plan, the figure computed and put in column two will be carried to column three.

In-Home Aide supervision is usually provided either by the social worker, the case manager or an In-Home Aide supervisor and is directly charged to the proper program funding source, which allocates overhead to the In-Home Aide program through the normal distribution process. The Service Supervision and Clerical Support cost centers therefore, provide little benefit, if any, to the In-Home Aide Program. The same would be true for both the Income Maintenance and Child Support supervision and support cost centers.

Upon completion of entering the applicable figures for each cost center in column three, the local department will total columns two and three to determine the total departmental overhead and the total overhead from the cost centers benefiting the In-Home Aide program.

Using the space provided at the bottom of Form DSS-3538, the local department will determine the actual In-Home Aide overhead cost to be reported. This computation will be made by dividing the In-Home Aide FTE by the Total Agency FTE computed in Column One. The answer derived will be a percentage, which will be multiplied by the total shown in Column Three. The results of this computation will be the amount of In-Home Aide overhead which the local department will report on the DSS-1571, Part II.

DSS-3538 (12/04) Month of Services____________20____________

   

(1)

 

(2)

 

(3)

 

Code

Personnel

Positions

 

Total Agency

Overhead

 

Overhead

Benefiting In Home Aide

Services Program FTE

1-38+40+41-47+84+82+83

         

Income Maintenance FTE

64-74+85

         

Child Support FTE

79+86

         

Sub-total FTE

           

In Home Aide FTE

           

Paid hours of aide

           

Activity: - (avail. hrs/mo.)

           

TOTAL AGENCY FTE

           

*Admin., Staff

98

         

Admin., Clerical

98

         

Administrative

311

   

XXXXXXX

 

XXXXXXXX

    Cost of Space (Direct)

           

    Training

           

    Professional Fees

           

    Travel (Admin.)

           

    Office Supplies

           

    Equipment (Purchase & Depreciation)

           

    Equipment Repairs

           

*Workers Compensation

           

*Unemployment Insurance

           

*Board Member Expense

           

Other

           

*Indirect Cost (Single Rate Plan Total)

           

Indirect Cost (Multi-Rate Plan)

     

XXXXXXX

 

XXXXXXXX

    Cost of Space

           

    Professional Services

           

*Outside Audit

           

    Insurance

           

    Legal Services

           

    Data Processing

           

    Purchasing

           

*Personnel

           

*County Manager

           

*Accounting & Budgeting

           
             

TOTAL

     

$

 

$

       

=========

 

==========

IN HOME AIDE Overhead Calculation:

 

In Home Aide FTE______________divided by Total FTE______________=_____% X Col. 3 = $______In Home Aide Overhead

SUPPLEMENTAL INFORMATION: IN HOME AIDE workers #_______________

*These costs are required to be included in column 3.

Temporary Employees

The information contained here does not contain new policy or procedures; it is intended as a clarification of existing policies. The appropriate reporting method depends upon a number of factors. Following is a brief description of the different ways temporary employees should be reported.

1. Temporary Employees Hired Through an Employment Agency

2. Temporary Employees Not Hired Through an Employment Agency

3. Volunteers

4. Contracted Workers

Previous PageTop Of PageNext Page



  For questions or clarification on any of the policy contained in these manuals, please contact your local county office.  


View Manual in PDF      DHHS Manual Home Manual Admin Letters Change Notices Archive Search Index Help Feedback