income maintenance random moment study (imrms) dhs-2550 ... · 2016 imrms training 3 housekeeping...

2016 IMRMS Training 1

Income MaintenanceRandom Moment Study (IMRMS)

&DHS-2550 Quarterly Cost Report

Training

March 23, 2016

WELCOME

Chris Ricker

Manager, Health & Human Service Finance


Presenters

Heide Moris

IMRMS-IMCA Project Manager

651.431.3774

[email protected]

DiAnn Robinson

Supervisor, Time Studies & Rates

651.431.3739

[email protected]

Income MaintenanceRandom Moment Study

(IMRMS)


Housekeeping

• Please MUTE your microphones

• We are recording today’s training. To ensure that all topics are covered, questions will be addressed at the end of the training.

• A Q & A Fact sheet will be distributed to county staff addressing all questions resulting from today’s training. Feel free to email questions to Heide Moris at

[email protected]

Agenda

• Introduction to the IMRMS

• Web Based Operations

• Programs & Activities

• Resources

BREAK

• DHS 2550 Quarterly Cost Reporting – For Fiscal Staff

QUESTIONS


IMRMS

• What is it

• County Human Service Directors

• Coordinators

• Validators

• Participants

• Training

• Programs & Activities

• The random moment

• Deadlines

• Resources

The Time Study

• Federally approved mechanism designed to collect statistical “time” information necessary to support federal claims thru web based time sampling

• Information collected is used to capture federal quarterly administrative reimbursement for MA, SNAP, CS, TANF, Refugee, CHIP, IV-E

• County reimbursement ranges from thousands to millions of dollars

• Key players: County Human Service Directors, Time study coordinators, validators and participants

• Participants are financial workers, financial assistant specialists, cases aides and child care workers


The Time Study

• Participants are randomly selected via email to report the program(s) and activity(s) they are working on at a randomly chosen moment

• Only valid selections made by participants when completing random moments constitute the federally allowed time study results used for calculation of federal administrative reimbursement.

• Some activities on the time study do NOT pay at all

• Some activities are allocated across payable and non payable activities

The Time Study

• The IMRMS is the ONLY time study where participants are required to select both a program(s) and activity(s)

• The IMRMS is the most complex time study administered by DHS

• The IMRMS has been reimbursing Income Maintenance administrative costs for over 30 years

• There are eight IMRMS groups: 7 stand alone counties and 1 statewide group


The Human Services Director

• Appoints the county’s IMRMS coordinator

• Notifies the DHS IMRMS Project Manager, in writing, when coordinators change

• Notification MUST include:

• Effective date of change• New coordinator’s name• New coordinator’s address• New coordinator’s email address• New coordinator’s phone number

The Time Study Coordinator

• One coordinator in each county

• CANNOT be a time study participant

• Time study administrator and liaison

• The “go to” person for participants

• Provides participant & validator training

• Maintains participant database and training records


The Time Study Coordinator Role

Time study administrator and liaison

• Manages the time study for the county

• Main contact between DHS & the county - contacts DHS when time study questions arise


“Go to” person for participants

• Provides guidance to participants and answers all participant questions and concerns - including technical issues



Provides participant & validator training

• Training is to be provided to each participant prior to starting the time study

• Training must cover programs, activity codes and random moment deadlines

• Conducts periodic refresher training for all participants and validators


Maintains participant database and training records

• Training records must be kept for each participant

• Verifies all participants have been trained and updates the IMRMS participant database accordingly

• Recipient of the county’s quarterly participant link: Updates & maintains the county participant data base – Identifies, adds and removes participant information accordingly

• Retains copies of the participant list each quarter to assist auditors as well as fiscal staff completing quarterly reporting


Validation

The act of confirming that the program(s) & activity(s) selected by participants genuinely reflects the activity being performed at the time of the random moment

• Required by the federal government to assure an authentic and accurate sampling of random moments has occurred

• Must be completed within seven (7) calendar days of issuance of the original random moment

• Five percent of all random moments generated are required to be validated

The Time Study Validator

• Can be the IMRMS coordinator, a supervisor or co-worker

• Is assigned and kept track of at the county level

• Must be knowledgeable of all IMRMS programs, activities

• Is responsible for reviewing participant responses and submitting approved random moments

• Must respond to moments requiring validation within seven (7) calendar days


The Time Study Participants

Financial WorkersFinancial Assistant SpecialistsCase AidesChild Care Workers

(Merit classifications are: Eligibility Worker, Lead Eligibility Worker & Case Aide)

FPI Investigators are NOT participants in the time study

Child Support workers DO NOT participate in the time study

**Supervisors may be participants IF they have a caseload perform eligibility worker activity more than 50% of the time

The Time Study Participants

• Participants can only participate in one time study at a time.

• Must receive training prior to receiving random moments

• Must respond to random moments within time allotted

• Must know who the validator is

• Must know the validator’s correct email address

• Always consult with the county IMRMS coordinator if assistance is needed.


Training

• It is required that ALL participants receive training from the coordinator or designated trainer prior to participating in the time study

• Training must include: programs, activity definitions and the validation process

• Periodic refresher training is recommended for all participants - Ongoing training has proven effective in improving both the accuracy of time studies and maximizing reimbursement

Training

• Participant training must be entered in the quarterly participant database by the county’s IMRMS coordinator

• If a participant transfers from county to county, new training is required


The Random Moment

A random moment is a short survey sent to time study participants that needs to be completed in a specific period of time. The moment reflects what programs and activities are being performed at the time of the survey.

• Participants are randomly selected

• Sampling window is Monday thru Friday, 7:00 a.m. – 5:00 p.m.

• No minimum or maximum number of moments a participant receives

The Random Moment

• Participants must complete the random moment prior to expiration

• Validators must complete the validation process within seven calendar days

• Moments become invalid if they are not responded to by the deadline

• Noncompliance of deadlines can compromise the federal claim as well as reimbursement received by counties


The Random Moment

• Section I is for selecting the program or programs being worked on at the time of the RM. More than one program may be selected.

The Random Moment

• Section II is for selecting the activity or activities being performed at the time of the RM. More than one activity may be selected.


ERROR MESSAGES

• If an error occurs during the RM process, an error message will display

• In most cases, an error message will appear until resolved

• Correctible errors:• Invalid action is chosen• Steps are not followed

• If an RM has expired, completion/validation cannot take place

Notifications

Coordinators: • Receive weekly updated email every Wednesday throughout the quarter if missed

opportunities exist

Participants: • Receive one reminder notification within 24 hours of receiving a random moment if

the moment has not been responded to

Validators: • Receive a weekly email every Wednesday if a participant’s random moment

requiring validation has not been responded to


Participant Changes

TIMING IS EVERYTHING!New participants:

• MUST be added to the participant database by EOD the 20th of last month of the current quarter to be included in the next quarter’s random moment sample

• IF the deadline is missed, the participant will have to wait until the next quarter to participate

Participant Changes

Deleting participants:

• The coordinator should enter a termination date in the database for a participant as soon as the effective date is known

• No random moments will be generated for the upcoming quarter IF terminations are entered prior to the quarterly deadline

• Random moments will not be generated for a new quarter if the participant was deleted from the database after the quarterly deadline expired and the new quarter has not started

• Random moments will cease after the effective date of termination that has been entered in the system


Participant Changes

Participant leaves of absence:

While there is no existing policy, it is recommended that if a participant needs to be out of the office for a period longer than six weeks, they be temporarily removed from the time study

Coordinator Changes

• Coordinators CANNOT change their own record in the IMRMS.

• The DHS project manager must be notified, in writing, by the HS director when coordinator changes occur


Validator Changes

Validators are NOT kept track of at the state level therefore notification does not need to be provided to DHS

If a new validator is assigned, participants must be notified of their correct email address immediately ~ This ensures that all moments requiring validation will be processed accordingly and missed moments will not occur.

Deadlines - Participants

• An expiration date and time is provided for each random moment. Participants must complete the random moment before the specified deadline.

• After a random moment expires, it can no longer be responded to or accessed. The link to the random moment is no longer available.

• Reminder emails are sent 24 hours after the random moment has been issued.


Deadlines – Validators & Coordinators

• Validator Deadlines:

• Random moments requiring validation must be validated within seven (7) calendar days

• Coordinator Deadlines:

• Quarterly Deadline: Participant database must be updated by the end of day the 20th of the last day of the quarter for the upcoming quarter

IMRMS Programs & Activities

DiAnn Robinson



Income Maintenance staff & management – what’s your time worth?

Quarter 1, 2015 Quarter 2, 2015 Quarter 3, 2015 Quarter 4, 2015 CY 2015 TOTAL

Child Support 19,156,886 18,857,351 20,117,491 20,879,510 79,011,238

TANF FPI 61,013 3,324,878 3,956,104 4,238,301 11,580,296

TANF 3,568,934 77,527 79,982 87,509 3,813,952

SNAP 11,048,092 10,798,137 10,718,728 11,487,089 44,052,046

Medical Assistance 16,754,538 16,922,180 16,184,174 17,076,492 66,937,384

CHIP 2,043 3,576 9,621 5,464 20,704

Refugee 8,091 28,649 26,458 28,956 92,154

Foster Care (IV‐E) 171,606 141,979 179,907 105,715 599,207

Total 50,771,203 50,154,277 51,272,465 53,909,036 206,106,981

Income Maintenance Cost Allocation (IMCA)

Statewide Administrative Earnings

Calendar Year 2015


Introduction

• IMRMS - a federal time study designed to capture federal administrative reimbursement (FFP) for county Income Maintenance agencies.

• Programs & activities must be arranged and categorized to meet federal requirements.

• Sequence or delineation of activities may not line up exactly how an Income Maintenance participant expects or thinks they should.

• Federal terminology may not always translate well locally.



Introduction (continued)

• Role of IMRMS Coordinator / Trainer – liaison between DHS and local participants

• Identify and bridge gaps in knowledge/understanding of which programs & activities to select when participants are engaged in their day-to-day activities

• If in doubt – ask, “What is the purpose or intent of the activity being performed at the time of the random moment?”

• IMRMS Coordinator contacts DHS on behalf of trainers and participants when questions arise


IMRMS Programs

IMRMS Programs

100 - TANF Other Temporary Assistance for Needy Families (TANF) should be indicated for TANF programs other than MFIP. Programs included under this category would include Statewide MFIP Employment Services, Diversionary Assistance, Diversionary Work Program (DWP) and Emergency Assistance.

110 - MFIP Administration Minnesota Family Investment Program (MFIP)

120 - MFIP Child Care Activities related to child care for a child in a family who is receiving assistance through the MFIP program or the transitional year child care program


IMRMS Programs

130 - Basic Sliding Fee Child Care Activities related to child care in a non-MFIP family

140 - Refugee Assistance Refugee Assistance Program

150 - Child Support IV-D Child Support Enforcement activities

160 - Supplemental Nutrition Assistance Program (SNAP) – Select this program when engaged in SNAP activities unrelated to the MFIP program

IMRMS Programs

170 – Foster Care Title IV-E Foster care assistance activities extended under Title IVE

180 – General Assistance State General Assistance

190 – Group Residential Housing (GRH)

200 – Minnesota Supplemental Aid – Supplemental State Assistance (MSA)


IMRMS Programs

300 – MA General Medical Assistance (Medicaid) programs including Qualified Medicare Beneficiary (QMB) and Specified Low-Income Beneficiary (SLMB)

310 – MA PMAP Prepaid Medical Assistance Program

320 – MA County Based Purchasing

IMRMS Programs

330 – MinnesotaCare/Basic Health Program (BHP)

MinnesotaCare – Persons aged 65 and older who are ineligible for Medical Assistance and premium-free Medicare Part A (without a premium)

Basic Health Program (BHP) –

a) Individuals with income between 138% and 200% FPG

b) 19-20 year old children and adults with income between 138% and 200% FPG

c) Children under 19 who are not eligible for MA solely due to federal household

composition rules with income between 0% and 200% FPG

d) Lawfully present noncitizens who are ineligible for MA because of immigration status

with income between 0% and 200% FPG


IMRMS Programs

340 – CHIP for Prenatal Care CHIP coverage for the unborn of uninsured non-citizen pregnant women ineligible for federally-funded Medical Assistance

400 – All Other Programs All other programs not listed above

701 – Common To All Programs This code should be selected when on lunch, break, paid vacation, paid medical leave, etc.

IMRMS Programs

801 – Employee Not Available Nonattendance by employee in pay status because of flextime or part-time employee only. No activity should be selected with this program.

802 – Invalid Response Unpaid leave, unpaid medical leave, leave without pay, leave of absence, employee terminated. (Only the coordinator can check this code. No activity should be selected.)


IMRMS Activities

110 – Determining or re-determining eligibility for programs other than MA

120 – Client intake, verification, eligibility determination/re-determination and maintenance of client file information for MA Programs

140 – Assisting clients who are MA eligible in choosing a health plan


IMRMS Activities

150 – Assisting clients who are not MA eligible in choosing a health plan

160 – Referral to needed services

170 – Verification of Immigration Status

180 – Investigating and resolving complaints

IMRMS Activities

190 – Appeals and disqualification

200 – Staff development and training activities

210 – Certification of individuals for SNAP

220 – Issuance of SNAP Benefits


IMRMS Activities

230 – Providing direct program benefits and services

240 – Providing program information to clients

250 – Screening and assessments

260 – Development of employability plans

IMRMS Activities

270 – Providing work activities

280 – Providing post-employment services

290 – Providing work supports

300 – Case management


IMRMS Activities

310 – Fraud and abuse prevention and detection

320 – All other provision of program services

330 – Lunch, leave or other administrative activities

340 – All other activities


Please refer to four examples attached separately



IMRMS participants –

1. Take time to accurately code your activity.

2. If in doubt – ask yourself…

“What is the purpose or intent of the activity I am performing?

3. If you are still unsure, ask your IMRMS Coordinator or Trainer for assistance.

IMRMS Resources

Heide Moris



Resources

DHS bulletins are official communication to inform our partners of program changes and necessary action that may need to be taken

Bulletins are updated every two years or sooner depending on changes being made

DHS Bulletin # 15-32-08 Income Maintenance Random Moment Study (IMRMS) Operational Procedures: Programs/Activity Definitions:

http://www.dhs.state.mn.us/main/groups/publications/documents/pub/dhs16_196493.pdf

To sign up for the DHS Bulletins email list go to:

http://mn.gov/dhs/general-public/publications-forms-resources/bulletins/index.jsp

Resources

BULLETIN # 15-32-08

• Coordinators• Refer to Attachments A-D

• Participants• Refer to Attachments B & D

• Validators• Refer to Attachments B, C & D


Here ends the time study portion of the training

DHS 2550 – Quarterly Cost Report

Heide Moris



The Quarterly Cost Report

• The quarterly cost report is used in conjunction with the time study results to determine allowable costs for federal administrative reimbursement

• Web Based reports are emailed to each county’s designated fiscal person each quarter. • One contact per county.

• Reports are emailed to contacts the 20th of the last month of the quarter• Adjustments can be submitted at any time up to one year prior to the current reporting quarter• Reporting for the current quarter cannot be submitted until the first of the month following quarter end

• Completed and submitted by counties to DHS thru the web based application

The Quarterly Cost Report

• DHS IMRMS participation assists Minnesota counties in obtaining federal reimbursement for:

• Medical Assistance (MA)• Supplemental Nutrition Assistance Program (SNAP)• Temporary Assistance for Needy Families (TANF)• Child Support (CS)• Refugee• CHIP• IV-E Foster Care


The Quarterly Cost Report (Continued)

• Fiscal Representative must complete the cost report after each calendar quarter.

• Calendar Quarters and due dates are:

• Quarter 1 (January – March): Cost Report due to DHS April 20

• Quarter 2 (April –June): Cost report due to DHS July 20

• Quarter 3 (July – September): Cost report due to DHS October 20

• Quarter 4 (October – December): Cost report due to DHS January 20

** IF the 20th lands on a weekend or holiday, the cost reports are due to DHS the first business day prior to that date

The Quarterly Cost Report (Continued)

• Cash basis reporting must be used when completing the cost report

• Costs reported MUST BE incurred during the three months of the calendar quarter being submitted

• The cost report must be signed by the fiscal representative, dated and submitted electronically to DHS no later than the 20th calendar day of the month following quarter end

• Reimbursement may be delayed if the report is not submitted by the required deadline.


FEDERAL REVENUES

• Federal revenue received that reduces any portion of the expenses MUST be reported

• Revenue is subtracted from total expenses to arrive at the net eligible costs

• Net eligible costs are allocated to the various programs based on time study results

Fiscal Training

• Fiscal representatives must be trained prior to completing and submitting the report to DHS

• For 2550 training materials – see DHS Bulletin #14-32-01

• Training verification for the individual completing the report must be submitted to DHS before they are authorized to submit a quarterly report.


General Information

• Only expenses PAID by the county in the current reporting quarter can be included – Costs must follow whatever the reporting situation was for the quarter.

• Expenses included must be directly related to Income Maintenance

• Expenditures that were reported on other time studies or federal reports must not be included

• Round all amounts to the nearest dollar

• Cost report must be reviewed for math accuracy before signing and submitting

General Information (Continued)

• The fiscal representative is responsible for review and compliance with Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance)

• An original signed copy of the submitted DHS 2550 must be retained for a minimum of four (4) years for state and federal audit purposes


Direct Charging / Capitalization

DiAnn Robinson


Direct Charging / Capitalization

See separate attachments


Completing the DHS 2550

Heide Moris


SECTION A: IMRMS Time Study Expenditures

• Costs reported in this section are direct costs associated with staff required to participate in the IMRMS

• Costs for staff paid from the county Income Maintenance Fund and in one of the mandated job classifications MUST be reported in this section under 6100

• After federal revenues have been applied, the net eligible costs are allocated to various programs based on time study results and FFP is applied


SECTION B: Child Support Expenditures

SECTION B: Child Support Expenditures

• Expenditures MUST be 100% attributable to the CS program AND have documented quarterly salary certifications on file

• Child Support staff DO NOT participate in the IMRMS

• CS fees and incentives are reported in PRISM then imported into the quarterly claim, reducing the net eligible costs for CS

• CS costs not eligible for reimbursement are reported at the end of Section B


SECTION C: Fraud Control Expenditures

• Costs associated with investigation/prosecution of welfare fraud

• Most often investigated by law enforcement or criminally trained investigator

• Costs are allocated to various federal, state and county programs

SECTION D: Fraud Prevention (FPI) Expenditures

• Costs can only be reported in this section if expenditures have been pre-approved by the Office of the Inspector General and the county takes part in the FPI Grant ~ FPI limits vary per county per contract

• If the county is not part of the FPI Grant, the cost report will not allow data to be entered in this section

• Costs in this section are allocated to various federal, state and county programs based on statistics of completed FPI investigations

• If a county becomes approved by the OIC to participate, notification must be provided to the IMRMS Project Manager


SECTION E: Income Maintenance Administrative Overhead Expenditures

• Costs incurred by the county for the operation and administration of county Income Maintenance activity are reported in Section E

SECTION E: Income Maintenance Administrative Overhead Expenditures

• Expenses include: • Rent• Utilities• Building/equipment repair & maintenance• Merit system costs• Salaries

• Income Maintenance Directors, supervisors and other Income Maintenance admin support staff who do not complete salary certifications or daily activity reports should be reported in the 6100 category of Section E


SECTION F:Eligible Direct Charges for Specific Federal Program Administration

SECTION F: Eligible Direct Charges for Specific Federal Program Administration

• Expenses reported in this section must NOT be reported in any other area of the DHS 2550

• Payroll and direct charge related costs are for staff who have completed payroll certifications or daily activity reports

• Programs allowing direct charging:

MA PMAP CBP TANF

MFIP SNAP Refugee


SECTION G: Other Direct Charges NOT Eligible for FFP

SECTION H: Miscellaneous Costs

• MFIP Consolidated Fund Costs • are ONLY for counties who have been approved by DHS to report in this

section

• MAXIS Certified Mail• MAXIS Certified mail costs are reported here


SECTION I: Total Revenues

The total revenues reported for all categories appear here.

This section is formula driven and cannot be manually reported.

SECTION J: Report Certification

• Fill in the name of the report preparer as well as the director or fiscal officer giving final approval

• Counties must print and retain an original signed copy of the completed report for at least four (4) years


Variance Explanation

• Variance Explanations are required when a variance of +/- 30% occur when the system averages the previous four quarters reported

• Explanations are audited quarterly therefore must be complete and specific

Adjustments

• Are submitted via the web based application

• Counties have one year to revise and submit corrected reports

• If submitting adjustments for more than one quarter at a time, the IMRMS project manager must be consulted


Reports

Fiscal Contacts are sent three reports each quarter:

• DHS – 2550 • Emailed to each county’s fiscal contact approximately the 20th of the last month of the

reporting quarter

• County Income Maintenance Agency Quarterly Claim and Payment Report: • Detail of county reimbursement by program• Distributed to counties after the federal claim has been processed

• County-Wide Indirect (CWI) Quarterly Claim and Payment Report:• Detail of the quarterly distribution of indirect costs• Distributed to counties after the federal claim has been processed

Payments

• After the claim has been calculated and variance analysis has been conducted for each program, program accountants issue payments to the counties

• Questions regarding payments should be directed to the appropriate program accountant


Contacts

• IMRMS/DHS 2550: Heide Moris [email protected] 651.431.3774

• Child Support/SNAP: Matt Hanson [email protected] 651.431.3747

• TANF/MFIP: Jerry Medlicott [email protected] 651.431.3781

• IV-E: Rhonda Lord [email protected] 651.431.3787

• CHIP: Robyn Hietpas [email protected] 651.431.3768

• REFUGEE: Linda Mueller [email protected] 651.431.3786

• County Fiscal Reporting: Julie Spurgeon [email protected] 651.431.3782

Frequently Asked Questions

• Question: A new participant started AFTER the quarter began therefore they did NOT participate in the time study. Where is this person’s salary reported?

• Answer: The participant’s salary should be reported in Section E: Administrative Overhead

• Question: We just realized that someone who should not have participated in the time study. Where should this person’s salary be reported?

• Answer: Because this individual participated in the time study, their salary must be reported in Section A: IMRMS Time Study Expenditures


2550 Resources

DHS bulletins are official communication to inform our partners of program changes and necessary action that may need to be taken

Bulletins are updated every two years or sooner depending on changes being made

DHS Bulletin # 14-32-01 DHS Issues Instructions for Preparing the Income Maintenance Quarterly Expense Report :

http://www.dhs.state.mn.us/main/groups/publications/documents/pub/dhs16_181949.pdf

To sign up for the DHS Bulletins email list go to:

http://mn.gov/dhs/general-public/publications-forms-resources/bulletins/index.jsp

IMCA - Fiscal Trends

DiAnn Robinson



IMCA Statewide Administrative Earnings – CY 2015

Quarter 1, 2015 Quarter 2, 2015 Quarter 3, 2015 Quarter 4, 2015 CY 2015 TOTAL

Child Support 19,156,886 18,857,351 20,117,491 20,879,510 79,011,238

TANF FPI 61,013 3,324,878 3,956,104 4,238,301 11,580,296

TANF 3,568,934 77,527 79,982 87,509 3,813,952

SNAP 11,048,092 10,798,137 10,718,728 11,487,089 44,052,046

Medical Assistance 16,754,538 16,922,180 16,184,174 17,076,492 66,937,384

CHIP 2,043 3,576 9,621 5,464 20,704

Refugee 8,091 28,649 26,458 28,956 92,154

Foster Care (IV‐E) 171,606 141,979 179,907 105,715 599,207

Total 50,771,203 50,154,277 51,272,465 53,909,036 206,106,981

Income Maintenance Cost Allocation (IMCA)

Statewide Administrative Earnings

Calendar Year 2015

QUESTIONS

Questions can also be directed to HEIDE MORIS at

[email protected]

income maintenance random moment study (imrms) dhs-2550 ... · 2016 imrms training 3 housekeeping...

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