1. Protecting and promoting the health and safety of the people of Wisconsin Children’s Long-Term Support (CLTS) Waivers Program: 2016 Support and Service Coordination (SSC) Rates Jeff Blankenheim Budget and Policy Analyst, Advanced 9/24/15 2:00–3:00 p.m. Protecting and promoting the health and safety of the people of Wisconsin

2. CLTS Fiscal Teleconference Agenda Expected Calendar Year (CY) 2016 Support and Service Coordination (SSC) timeline Fundamental SSC rate-building principles Administrative expense notes Review of CY 2016 SSC rate forms CY 2016 SSC rate form components Useful SSC rate metrics Question and answer session Protecting and promoting the health and safety of the people of Wisconsin 2

3. CY 2016 SSC Rate Timeline CY 2016 forms are available through the DHS forms library.DHS forms library County Waiver Agencies (CWAs) can begin filling out the forms now. –CLTS SSC Form: F-00539F-00539 –Community Options Program (COP) SSC Form: F-00539A F-00539A Forms are due by Friday, October 23, 2015. Please send completed forms electronically to dhscltsfiscal@dhs.wisconsin.gov. dhscltsfiscal@dhs.wisconsin.gov 3

4. Protecting and promoting the health and safety of the people of Wisconsin SSC Rate Fundamentals SSC Rates are made of three components: –Direct billable service hours. –Allocated direct service staff time. –Non-salary costs related to SSC activities. SSC rates must not exceed actual, applicable costs. CWAs must follow the guidelines detailed in the Allowable Cost Policy Manual. Allowable Cost Policy Manual Costs reimbursed through an SSC rate must not be duplicated in other reimbursement claims. No administrative costs are allowed in the SSC rates. 4

5. Protecting and promoting the health and safety of the people of Wisconsin Administrative Expenses No administrative costs may be included in the SSC rates: The federally matched SSC activities use Wisconsin’s Federal Medicaid Assistance Percentage (FMAP), which will be 58.23% during CY 2016 until September 30, 2016. Administrative activities in support of Medicaid benefit activities are allowed a maximum federal match of 50%. Administrative costs must remain separate from the SSC rate to ensure an accurate federal funding claim. 5

6. Protecting and promoting the health and safety of the people of Wisconsin SSC Rate Certifications SSC rates will not be approved without a completed Section I certification. Only CWAs that have not transitioned to Family Care and IRIS may use Section II (COP SSC form only). CWAs that complete Section III (COP SSC form only) do not need to establish a 2016 COP SSC rate. CWAs without an established 2016 COP SSC rate will not be allowed to use COP funding for SSC activities, except as outlined in the Section III certification. 6

7. Protecting and promoting the health and safety of the people of Wisconsin Direct Billable Service Hours Direct billable service hours represents the time spent directly benefiting a program client and will be submitted as service time for reimbursement. Only include staff who are providing SSC services directly to the client. Only include time estimates that will be submitted as service time. Subtotal A should be a best-guess estimate of the number of SSC hours reimbursed during CY 2016. 7

8. Protecting and promoting the health and safety of the people of Wisconsin Allocated Direct Service Time: Allowable Costs Allocated direct service time refers to time spent that directly benefits the program client but is not submitted as service time. Examples of allocated direct service time include: Submitting the client’s claim information to the Third Party Administrator (TPA). Preparing paperwork essential to the client’s service plan. Travel time (if not represented elsewhere). 8

9. Protecting and promoting the health and safety of the people of Wisconsin Allocated Direct Service Time: Unallowable Costs Do not include staff and time that are allocated to the program but are not a direct benefit to the client. Common examples of inappropriate staff and time include: Time that does not benefit a program client. Meetings not focused on the program’s clients. Accounting and human resources activities used by the CLTS or COP programs. High-level supervisory or executive staff. Maintenance or janitorial time. 9

10. Protecting and promoting the health and safety of the people of Wisconsin Non-Salary Costs Non-salary costs are essential overhead expenses that correspond directly to the benefit service provided. All costs included must not be more appropriately considered an administrative expense. Allocated expenses must correspond specifically to SSC benefit activities, not the program as a whole. Be wary of indirect cost, Agency Management Support and Overhead (AMSO), and other agency-wide allocation methods, as they may include costs not considered to be benefit expenses. 10

11. Protecting and promoting the health and safety of the people of Wisconsin Helpful SSC Metrics Ratio of Non-Billable Direct Service Time to Billable Direct Service Time: This ratio reflects how much time away from the client is required to complete the benefit activity. High ratios might indicate that the rate includes too many allocated hours, too few direct billable hours, or unallowable allocated time. Low ratios might indicate that there are too many direct billable hours or too few allocated direct hours. 11

12. Protecting and promoting the health and safety of the people of Wisconsin Helpful SSC Metrics Percentage of non-salary costs: This percentage indicates how much of an SSC rate does not derive from payroll. High percentages might indicate an inappropriate allocation methodology or the inclusion of costs that are administrative in nature. Low percentages might indicate that overhead costs are reimbursed through other methods or overhead costs are minimal for the CLTS SSC workers. 12

13. Protecting and promoting the health and safety of the people of Wisconsin Question and Answer Please submit questions in the Adobe Connect chat box or ask questions through the conference call line. You can send additional SSC rate questions to the DHS CLTS Fiscal team at DHSCLTSFiscal@dhs.wisconsin.gov.DHSCLTSFiscal@dhs.wisconsin.gov 13