1. Agreements and Invoices
CAHC and pHI processes
Chelsey Little, Finance & Operations Manager
Modesto, CA
November 30, 2016
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

2. Agreements with CAHC / PHI
Agreement with Public Health Institute - CAHC’s fiscal sponsor
Questions regarding agreements:
Chelsey Little, Finance & Operations Manager (FOM):
Katie Andrew, Program Manager (PM):
Julia Zeuli, Deputy Director (DD):
“Agreement & Amendment Procedures” in H-REP Manual
Agreement Amendments
Agreements/Amendments and Invoices
All collaborative agreements with the California Adolescent Health Collaborative (CAHC) will be established with the Public Health Institute (PHI); as CAHC’s fiscal sponsor, PHI maintains control over the process for collaborative agreements with CAHC.
If you have any questions regarding drafted or fully executed agreements you should the CAHC Finance & Operations Manager (FOM), Chelsey Little, with the Program Manager (PM), Katie Andrew, and the Deputy Director (DD), Julia Zeuli on copy.
Chelsey Little:
Katie Andrew:
Julia Zeuli:
“Agreement & Amendment Procedures” in the H-REP Manual created by CAHC provides full details of the entire agreement process with CAHC and PHI.
Two sections of this procedure that we’ll cover today: “Agreement Amendments” and “Agreements/Amendments and Invoices.”
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

3. Frequently Used Acronyms
FOM – Finance & Operations Manager
PM – Program Manager
DD – Deputy Director
SOW – Scopes of Work
FEA – Fully Executed Agreement
G&C – Grants & Contracts
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

4. CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE
Agreement Amendments
If Amendment needed (if there is a change in the SOW, period of performance, or budget), PM and CAHC staff will discuss what adjustments are necessary and will work with you to prepare updated documents required for an Amendment Request.
Once documents updated, the PM will hand conversation over to the FOM.
FOM will work with the PHI Agreements Team to produce an amendment ASAP.
NOTE: Amendments cannot be sent to you by the PHI Agreements Team until the original agreement or amendment prior has been fully executed (signed by both you and PHI).
Should there be the need for an amendment to an existing agreement (change in SOW, period of performance, or budget), the PM and other CAHC staff will discuss what adjustments are necessary with you and will work with you to prepare the documents that will be necessary to submit for an Amendment Request.
Once all documents necessary for the amendment are compiled, the PM will hand the amendment conversation over to the FOM who will work with the PHI Agreements Team to produce an amendment outlining the adjustments in as timely a fashion as possible.
NOTE: Amendments to an existing agreement cannot be sent to partners by the PHI Agreements Team until the original agreement or amendment prior has been fully executed (signed by both the partner and PHI).
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

5. CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE
Process
PHI Agreements Team and Grants & Contracts Team review.
Agreement draft sent to individuals indicated on Agreement/Amendment Request Form (three individuals noted on partner OPIS form).
Review the agreement draft. If you have questions, either “reply all” to original , or direct questions to Chelsey Little (FOM), and copy Katie Andrew (PM) and Julia Zeuli (DD).
If there are no questions, return the document signed to all on copy of original from the PHI Agreements Team. Please include the full agreement, not just the signature page.
The PHI Agreements Team will return a Fully Executed Agreement (FEA).
The CAHC FOM will follow up, either with you or with the PHI Agreements Team, should there be any delays in the review process.
Process:
Agreement requests are processed internally by the PHI Agreements team. The PHI Agreements team or G&C may have questions upon review of the agreement request, in which case they will request further information from CAHC. If needed, the FOM or the PM will reach out to the partner regarding the request from PHI.
If there are no questions, agreements are drafted by the PHI Agreements team, and reviewed by several PHI staff members, including the Grants and Contracts Specialist assigned to CAHC.
Once a drafted agreement is ready to be sent, the PHI Agreements team will the agreement draft to the partner, copying only the people indicated on the agreement request forms.
Once a partner receives an agreement draft from the PHI Agreements team, if they have any questions, they can either “reply all” to the original with the agreement attached, or they can the FOM, PM, and DD at CAHC directly.
The CAHC team, with the FOM leading, will address any questions or adjustments the partner may have.
If adjustments are required before the agreement can be signed by the partner, the FOM will send the necessary adjustments onto the PHI Agreements team. The PHI Agreements team will then incorporate those adjustments and a revised agreement to the partner.
When the partner is satisfied with the agreement, the partner will sign the agreement and it back to the PHI Agreements team and CAHC using “reply all”.
Once the PHI Agreements team has received the agreement signed by the partner, the PHI Agreements team will have the agreement fully executed by PHI and will send a fully executed agreement to the partner.
The FOM will monitor the timeline for each step of the process and will follow up with either the partner or the PHI Agreements team should there be any delays.
Currently it takes the PHI Agreements team about 30 days to process an agreement request and send an agreement draft to a partner. PHI’s goal for this review process is days.
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

6. Agreements/Amendments and Invoices
Fully executed agreements (FEAs) signed by both you and PHI are required before invoices can be processed.
Now, more about invoices…
“Invoice Procedure” in H-REP Manual
“Sending Invoices to CAHC” and “Invoice Process at PHI” sections of procedure covered today
Now, more about invoices…
“Invoice Procedure” in H-REP Manual provides full details of the entire invoice process with CAHC and PHI.
“Sending Invoices to CAHC” and “Invoice Process at PHI” sections of procedure covered today
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

7. Sending Invoices to CAHC
invoices to:
Chelsey Little, Finance & Operations Manager (FOM):
Katie Andrew, Program Manager (PM):
Julia Zeuli, Deputy Director (DD):
If mailing a hardcopy version, send to:
California Adolescent Health Collaborative
660 13th Street
Preservation Park
Suite 300
Oakland, CA 94612
This address is the direct address for CAHC. PHI Central in Oakland has a different address.
NOTE: Invoices should NOT be mailed to PHI Central. Invoices sent to PHI Central will not be processed.
All invoices should be ed directly to the CAHC Finance & Operations Manager (FOM), Chelsey Little, with the Program Manager (PM), Katie Andrew, and the Deputy Director (DD), Julia Zeuli on copy.
Chelsey Little:
Katie Andrew:
Julia Zeuli:
If you will be mailing a hardcopy version of your invoice to CAHC (rather than ing), these should be sent to the following address:
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

8. CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE
Invoice Basics
All invoices sent to CAHC must be on partner letterhead and should include:
Agreement Number
Partner Name
Partner Mailing Address
Partner Telephone
Invoice Number
Invoice Period
Signature
The following language shall be incorporated into the invoice(s) that are submitted under this award:
"By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. (US. Code Title 18, Section 1001 and Title 31, Sections and )."
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

9. Supporting Documentation
Invoice shall be supported by detailed documentation prior to payment. The following options are considered to provide sufficient documentation:
A) System generated transactional detail report that provides name of vendor/employee, cost category, transaction date, transaction description, and transaction amounts. OR
B) Receipts for all costs incurred, including timesheets for billed time.
The more information you can provide / the clearer the picture can be for the reviewer, the less questions raised, the better.
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10. CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE
CAHC Review of Invoice
FOM reviews invoices for the following:
Completeness
Accuracy
Compliance
Budget
All invoices must be reviewed by the FOM, PM, and PI/PD.
FOM will you if questions come up during the review process.
Once invoice reviewed and approved by CAHC, PI/PD will sign the invoice and CAHC will submit invoice to PHI Central for final review and processing.
NOTE:
CAHC review process = completed within approx. one week of receipt of invoice
PHI review and payment processing = up to a month
Timeline from receipt by CAHC to payment by PHI = about 5 weeks
Upon receipt, the FOM will review the invoice for the following:
Completeness: Does the invoice include detailed information concerning charges, such as payroll accounting, receipts, etc.
Accuracy: Does the math make sense?
Compliance: Are the expenses outlined all allowable under the award?
Budget: Is the invoice within budget according to the agreement established with the partner?
All invoices must be reviewed by the FOM, PM, and PI/PD (Alison Chopel)
During the review process, if there are any questions, the FOM will the partner as needed.
Once the invoice has been reviewed and approved by CAHC, the PI/PD (Alison Chopel) will sign the invoice and CAHC staff will submit the invoice to PHI Central for final review and processing.
NOTE: The CAHC review process will usually be completed within one week of receipt of invoice. Once CAHC has submitted the invoice to PHI, it may take PHI up to a month to process and pay the invoice. Thus the timeline from receipt by CAHC to payment by PHI can be about 5 weeks.
2016
CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

11. Invoice Process at PHI Central
Once CAHC passes invoice to PHI Central, additional PHI staff members will also review invoice - this includes the Grants and Contracts (G&C) Specialist.
Upon review, G&C may have questions. They will reach out to CAHC. If needed, the FOM will reach out to you.
If no questions, invoice passed to Accounts Payable at PHI and processed and paid.
Checks from PHI are usually cut and sent on Wednesdays.
NOTE:
PHI review and payment processing = up to a month (PHI’s goal for this review process is days)
Timeline from receipt by CAHC to payment by PHI = about 5 weeks
FOM will check on status of all invoices as needed, following up with both PHI and you if invoice not paid by PHI within 30 days of receipt by PHI.
BEHIND THE VEIL
Once CAHC has completed their review of the invoice and sent it to PHI Central, additional PHI staff members, including the Grants and Contracts (G&C) Specialist assigned to CAHC, will review the invoice as well. (We’re all responsible for making sure that we are spending federal funds appropriately, and in accordance with the federal regulations the Department of Health and Human Services holds us to by granting these funds.)
G&C may have questions upon review of the invoice, in which case they will request further information from CAHC. If needed, the FOM will reach out to the partner regarding the request from PHI.
If there are no questions, the invoice will be passed on to Accounts Payable at PHI and processed and paid.
Checks from PHI are usually cut and sent out by PHI on Wednesdays.
NOTE: Currently the PHI review process takes about 30 days on PHI’s end. PHI’s ultimate goal for this review process is days. Again though, currently, the timeline from receipt by CAHC to payment by PHI can be about 5 weeks.
The FOM will check on the status of all invoices as needed, following up with both PHI and the partner if the invoice is not paid by PHI within 30 days of receipt by PHI.
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE

12. CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE
Questions?
Chelsey Little
Finance & Operations Manager
Phone: (510)
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CALIFORNIA ADOLESCENT HEALTH COLLABORATIVE