august 6, 2013 1. to understand: budget requirements budget template budget approval process,...

August 6, 2013

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To Understand:◦ Budget Requirements◦ Budget Template◦ Budget Approval Process, Notifications and

Timeframe

To walk through the completion of an actual budget and gain understanding of:- Various Schedules - Know who to contact if you have issues while

completing your budget.

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Spelled out in the CSA Agreement◦ Page 8 – Article VI Section of the agreement

◦ “Exemptions: Fee-for-Service payments are exempt from the budget provisions of this Article VI. Unless notified in the Exhibits or the Program Attachment to this Agreement, Fixed-Rate payments are exempt from the budget provisions of this Article VI.”

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CFR (Consolidated Financial Report) is the only budgeting template for FY14.

Uses same “methodology” for submitting, approving, email notifications, etc as last year’s “short form”. Two “tiers” of approval. Direct expenses are approved by the program area. Final “entire” budget approved by OCA.

Seven schedules:◦ Summary (Total Budget View)◦ Programs◦ Schedule of Program Costs◦ Schedule of Program Revenue◦ Report of Service Units◦ Program Personnel◦ Program Consultant and Contractual.

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- Budget template is located in the CSA Tracking Web Portal. (Same location where you get your agreements)

- https://grants.dhs.illinois.gov/pgsecure/gtp

- Due Date for submission has been extended until August 30, 2013.

- DHS is committed to review of the budget within 60 days.

- ANY ISSUES – Please email: DHS.FY14Budgets@Illinois.gov

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Login. - use a valid USER ID and Password.

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- GO TO BUDGET TAB. CLICK ADD BUDGET.

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- GO TO BUDGET TAB. CLICK ADD BUDGET.

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This will determine who gets email notifications during the review process of the budget.

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•The DHS funding sources will automatically be pulled from the CSA agreement.• The DCFS agreement was added manually.

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- Summarizes All Revenues and Costs =NO INPUTTING NECESSARY.- Reflects Status of Budget

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Contains 5 general categories to list expenses:

Program CostsSupport ExpensesOccupancy ExpensesAdministrative & Office ExpensesNon Reimbursable Expenses

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• Please reference Section 7.2 Under Article VII of the agreement of the indirect cost submission

• Providers who receive $250k or more in funding from the State of Illinois, including all departments thereof, and whether state of federal funds must submit an indirect cost rate proposal no later than 60 days after their submission of audited financial statements

• Providers who have an ICRP approved by a cognizant Federal agency must submit an Indirect Cost Proposal, but DHS will accept that Proposal, up to any statutory, rule-based or programmatic limits.

•Providers are encouraged to calculate a preliminary rate so there is no large fluctuations once audited financial statements are received.

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4 Major Areas to Capture Revenues

Fees & Purchase of ServiceGrant RevenuesContributions & OtherInvestment Income

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• Be sure to submit your budget!

• Watch the status of your budget:

•In work•Submitted•Pending Approval•Approved

• Amendments follow the same business process work flow

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- You will receive an email notification when:

A. Budget has been submitted

B. When an agreement has been approved

C. When your “total” budget has been approved.

D. If your budget is rejected

E. When a change in funding sources occurs

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