cost allocation plans, rate model, identifying system efficiencies/leveraging funds
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Cost Allocation Plans, Rate Model, Identifying System Efficiencies/Leveraging
Funds
TD Trivia
TD Trivia
• What day will Transportation Disadvantaged Day take place on in 2013?
March 21, 2013
TD Trivia
• True or False, A CTC should not use the rate model to determine non-emergency Medicaid transportation rates because these are set by state statutes?
False
TD Trivia
• How many years has the Commission been hosting the Transportation Disadvantaged Best Practices & Training Workshop?
20 Years!
TD Trivia
• True or False, the rate model comprehensive budget spreadsheet tab cover two years of calculations?
False – It’s 3 years
TD Trivia
• Name the two best ever TD Commissioners.
Your Thoughts
• What did you hope to learn in this session?
Cost Allocation Plan
• Should develop plan before CTD rate model– Allocation plan should support 1st year of financial
model• Any rate(s) adopted by a CTC should be
supported by an exclusive cost pool made up of projected identifiable and allocable costs
Cost Allocation Plan
• Should be cost-based• Assigning costs to multiple distinct cost pools
(services/rates)• Amount of expenditure dependent on
measure related to the provision of service– Assign number of employees to cost pool– Allocate overall costs among different cost pools
• Fully allocated• Allocated indirect
General
• Major classifications of costs– Administration (overhead: executive direction,
administrative and clerical, finance & accounting, etc.)
– Management (specific to TD program: customer eligibility, scheduling, dispatch, customer record keeping, invoicing, etc.)
– Operations (direct operations: driver labor, vehicle capital and operating costs, insurance, etc.)
Methodology
• Basis for allocation– Cause-and-effect – Benefits derived– Fairness, or ability to bear
• Ethics• Change
Methodology
• Ratio / Percentage based– % of personnel– % of benefit
• Use based– Number of trips per program– Number of miles or hours
• Space based– Square footage
– KEEP BASIS REASONABLE!
Direct Costs
• Direct program benefit– Program specific personnel– Fuel– Vehicle
• Easily traceable back to specific program
Indirect Costs
• Not program specific• Timeliness• Consistency• Accuracy• Audit - AID– Accumulation– Identification– Distribution method
Uncollectable Budgeted Costs
• The following should not be considered for rate-making purposes:– Co-pays not paid;– No-show, no pay; – Match requirements; and– Shortfalls in other rates.
Non-Recoverable Costs
• The following should not be considered for rate-making purposes:– Costs covered by federal, state, or local capital
acquisition or operating subsidies;– Costs covered by co-pay/farebox revenues;– Costs covered by special contracts for service; and– Costs covered by any other special rate or
revenue.
Unallowable Cost
• Liquor / Lotto• Lobbying• Bad debt• Who’s gotten a speeding ticket while on work
related travel?• Entertainment• Land
Allocation Model
• Cost Model– Revenue
• Eligibility• No duplications
– Expenses– Data
• Passenger miles• Passenger trips
• Assign line item expense accounts• Calculate average unit costs• Document rationale for assigning costs
Cost Allocation Activity
2012-13 Rate ModelsCommon Areas of Interest
General
• Develop a cost allocation plan for the services being priced.
• Start with the latest version of the Rate Model from CTD website. Currently Ver 1.4.
• Process approval from CTD staff before going to the LCB. Ideal time is around January.
Comprehensive Budget Tab1 of 2
• Enter correct fiscal period in cells H10 and H11.• Provide explanation for revenues.
– Identify source of funds when not specific;– Explain changes 10% or $50,000 between any two periods.– Identify use of revenue between capital VS trips VS system
subsidy;– Confirm grant funding match ratios and sources;– Explain all rows with “other”;– Identify bus pass program revenue & expenses;– Confirm expenses for fixed route service only reflect what
you pay for bus passes;– Include any in-kind or contributed services;
Comprehensive Budget Tab2 of 2
• Provide explanation for revenues (continued) –– Include allocated indirect cost unless fully allocated in each
line item;– Check that grant funded equipment and match is indicated
in rows 175-178;– Confirm you haven’t omitted any non-grant funded
depreciation expenses in row 171;– List all Contracted Transportation Service providers; and– If program revenue has been realized, notate how these
gains are reinvested in the following year(s).
Budgeted Rate Base Tab
• Confirm proper revenue and match by trip purchasing grants/programs have been moved to column “J” (the Rate Base). At a minimum this includes:– At least 10% match for CTD non-sponsored grant;– At least 10% match for Shirley Conroy grant;– At least 50% match for 5311 operating grants drawn down
on a unit price basis;– Whatever the match is for other capital grants.
• If making a rate base adjustment in cell F184, confirm use of proper positive or negative number.
Program Wide Rates Tab
• Confirm the passenger mile figures you enter are the passenger mile basis you use in your billing (If you bill by the passenger mile).
What's Next?
• Analyze feedback and comments from workshop.
• Update Rate Model for next cycle accordingly.
• Review the 2009-2013 summary report of Rate Model pricing available on CTD website (and handout).
Index Card Response Activity
Identifying System Efficiencies & Leveraging
Resources
System Efficiencies
• TD bus pass program and/or flex-routes• Issue reduced fare/TD ID cards• ADA bus stop improvements• Gas vouchers• Client and volunteer mileage reimbursements• Trip scheduling criteria• Maximizing vehicle load• Fare policy and enforcement
System Efficiencies
FREE LABOR!
Leveraging Funds
• Use TD funds to match New Freedom grants as available
• Identify in-kind matching opportunities• Corridor grants/Section 5311• Partnerships with colleges• Vehicle sharing among recipients and sub-
recipients of federal programs• More coordinated planning!
Coordination Efforts
• Education and marketing efforts– Elected officials– Human Service Agencies– Customers– General Public
• You have resources– CTD– UWR– CTAA– FDOT
Efficiency Activity
• What is your agency’s major cost contributor?• Identify an efficiency improvement
implemented to reduce costs.• Explain if the improvement was effective.• How did you get management, staff, or
customer buy-in on the improvement?
Questions
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