HomeMy WebLinkAbout92-073RESOLUTION OF THE COUNTY BOARD OF SUPERVISORS
WHEREAS, the County of Butte, desires to continue a certain program
designated as the Butte County Victim/Witness Assistance Program, whereas
the State Board of Control has selected the Butte County Victim/Witness
Program to receive Joint Powers money for the purpose of verification of
victim claims, whereas the State Board of Control has allocated $96,600.00
for the FY 92-93 for this specific task.
NOW, THEREFORE, BE IT RESOLVED that the "Chief Probation Officer"
is authorized on behalf of the County of Butte to sign the attached
agreements for the Joint Powers money with the State Board of Control far
the Victim/Witness Assistance Program and is authorized to sign for the
purposes including any extensions or amendments thereof.
BE TT FURTHER RESOLVED that the state funds received hereunder shall
not be used to supplant local funds that would in the absence of the
California Victim/Witness Assistance Program be made available to support
the assistance of victims and witnesses of crime.
PASSED AND ADOPTED by the Butte County Board of Supervisors this 23rd
day of June 1992, by the following vote:
Ayes: Supervisors h9cIn~urf, roux, McLaugh]in, Futon and Chair Doan
Noes: One
Absent: done
Jane ~lan, CTiairman
Butte ounty Board of Supervisors
ATTEST: John S. Blacklock ~
Chief Administrative Officer and
Clerk of the Board ~~ Supervisors
By : ~O.t _~
Deputy
a ~ w i c Uh ~,ALiFONN1A
STANDARD AGREEMENT- APPROVED aY THE
ATTORNEY GENERA!.
sTD. z [REVS•s,~
CONTRACT NUMBER AM. NO, ---
I
TAkPAYERS FEOERAt EASPLDYER IDENTIFICATrGN A11f.!?c-
TI-lI5 AGREEMENT, made and entered into This 15 t day of '7[><ly , 19g 2 ,,,
in the State of California, by and between State of California, through its duly elected or appointed, c}ualified and acting
TITLE OF OFFICER ACTING FOR SFATE AGENCY
EXECUTIVE OFFICER STATE BOARD OF CONTROL ,hereafter called the State, and
CONTRACTOR'S NAME
County of Butte
,hereafter called the Contractor.
WITNESSETH: That the Contractor for and in consideration of the covenants, conditions, agreements, and stipulations of the State hereinafter expressed,
does hereby agree to furnish to the State services and materials as follows: (set forth service to be rendered by Contractor, amount to be paid Contractor,
time for performance or completion, and attach plans and specifications, !f any.)
This agree>Ttent is entered into by and between the State Hoard of
Control, Victims of Crime Division, an agent of the State of
California, hereinafter referred to as the BOARD and the County
of Butte, a county and political subdivision of the State of
Califarnia, hereinafter referred to as the COUNTY, which is
operating a designated Victim Witness Assistance Center,
hereinafter referred to as the CENTER, for the purpose of
verifying and submitting claims for the unreimbursed financial
losses of victims of crime in accordance with the specifications
contained herein.
CONTINUED ON SHEETS, EACH SEARING NAME OE CONTFtACTOFt AND CONTRACT NUMBSA.
The provisions on the reverse side hereof constitute a part of this agreement
IN Wf"T'NI_SS WHEREOF, this agreement has been executed by the parties hereto, upon tare date first above written.
STATE OF CALIFORNIA CONTRACTOR
AGENCY CONTRACTOR llt other Man an individual stale wfielher a corporat)orr, parlnershp, Mme)
STATE BOARD OF CONTROL
8Y {AUTHORIZED SIGNATURE) 8Y [AUTHORIZED SIGNATUq~
D
PR3NTED NAME OF PERSON SiGN1NG PRENTED NAME AND TftLE DF PERSDN SIGNING
AUSTIN EATON
74TLE ADDRE55
EXECUTIVE OFFICER
AMOUNT ENCUMBERED 8Y THIS PRDGRAM;CATEGORY [CODE AND TITLEf FUND TITLE Department of General Services
DOCUMENT
Use Only
[OPT:DNAL USE}
PRIOR Al.IOl1NT ENCUMBERED FOR
TH35 CONTRACT
ITEM CHAPTER I STATUTE ~
1 FISCAL YEAR
TOTAL AMOUNT ENCUMBERED TO I
DATF OB,SEC' 6F =_XPENDiTURE [CODE AND 71TLE} ~
I hereby certify upnn my own persona! knowledge !hat budgeted funds T.B.A. NO. B.R. NO.
are available for tare period and purpose of the expenditure stated above.
SIGNATURE OF ACCOUNTING OFFICER I DATE
?
V ~ ,
CONTRACTOR ~ STATE AGENCY ~ DEPT, OF GEN. SER, ~ CDNTRDLL.ER
Butte County
July 1, 1992
Page 2 of 8
2. The following exhibits, attached hereto, are incorporated
into this Agreement.
a. Exhibit A, Verification Specifications
b. Exhibit B, Non-Discrimination Clause
c. Exhibit C, Budget
d. Exhibit D, Modified Accrual Basis
e. Exhibit E, Drug-Free Workplace Certification
3. TIME OF PERFORMANCE: The Term of this Agreement shall be
July Z, 1992, through June 30, 1993.
4. COMPENSATION: The total amount of this Agreement shall not
exceed $9b,600. The COUNTY or the CENTER will be paid by
the BOARD out of funds from the Restitution Fund. Any
payments shall be contingent upon the availability of
Restitution Funds. Any funds paid shall not be a charge
upon any Federal monies or State General Fund monies. Funds
provided under this Agreement are not to supplement existing
services to victims and shall not be used to supplant those
currently provided by county funds, including Office of
Criminal Justice Planning grants.
The BOARD reserves the right to withhold payment of the
final invoice amount from the COUNTY or the CENTER until the
final year-end closeout statement, as required by paragraph
eight (8}, is processed by the BOARD.
5. Payment for services from July 1, 1992, through
June 3~, 1993 is contingent upon the appropriation of funds
for payment of this service. If such appropriation is not
made, the BOARD shall be relieved of any payment for
services provided during that period. If during the term of
this Agreement, the State funds appropriated for the purpose
of this Agreement are reduced or eliminated by the
California Legislature, the BOARD may immediately terminate
this Agreement by written notice to the COUNTY or the CENTER.
6. SERVICES: For the dollar amount contained in paragraph four
(4), the COUNTY or the CENTER shall submit to the BOARD
completed claim verifications which earn claims credits in
accordance with Exhibit A, Verification Specifications.
Butte County
July 1, 1992
Page 3 of 8
7. BASIS FOR PAYMENT: For satisfactory performance of the work
to be performed as noted in paragraph six (5), the BOARD
shall reimburse the casts of the COUNTY or CENTER for
verified claim credits at a rate of either the actual costs
of the COUNTY as set forth in the Budget, ar X224.00 per
verified claim credit identified in Exhibit A plus the
salary, benefit, and travel costs for verification staff to
attend job required training, which ever is of the lesser
amount. Jab required training includes:
A. Up to five days of training an the BOARD's new computer
system, VOX; and
B. Up to three weeks of verification training in Sacramento
for new claims verification staff.
8. INVOICING: The COUNTY or the CENTER shall provide a
detailed invoice monthly, on the forms provided by the
BOARD. Expenses not set forth in Exhibit C will not be
reimbursed by the BOARD. The invoice should be submitted to
the HOARD at the address below within forty-five (45} days
after the end of the month billed.
Attn: Bettzan Mar
State Hoard of Control
P.O. Box 48
Sacramento, CA. 95812-0048
The COUNTY or the CENTER shall attach to the invoice a list
of the verifications for which credit is being claimed on
the invoice. The list, which must be clearly legible, shall
include the following information for each verification in
the order given: type of claim {R for Regular, S far
Supplemental, MHS for Mental Health Supplemental, and RW for
Rework), applicant's name, claim number if known, the date
the claim was accepted by the verification unit of the
CENTER, and the date the claim was submitted to the BOARD.
The list shall group all claims by type, and each group
shall be in alphabetical order by applicant's name. Payment
shall be made monthly in arrears upon receipt and approval
of the invoices noted above.
The COUNTY or the CENTER shall submit a final year-end
closeout statement, an a form provided by the BOARD by the
end of the contract term,. within sixty (60} days after
termination of the Agreement. The final reimbursement to
the COUNTY or the CENTER shall be contingent upon the
receipt of this closeout statement by the BOARD.
Butte County
July 1, 1992
Page 4 of 8
9. VOX: The COUNTY or CENTER agrees to implement the BOARD's
new computer system, VOX, on a schedule developed jointly
with the BOARD. The COUNTY or CENTER agrees to send their
verification staff to Sacramento for VOx training on a
schedule developed jointly with the HOARD. If the
implementation or training schedules can not be mutually
agreed upon, the schedule shall be established by the BOARD
and the BOARD agrees to give a minimum of thirty (30} days
notice for training and a minimum of thirty (30) days notice
far VOX implementation.
IQ. MOVING: After the COUNTY or CENTER has been notified of the
implementation of VOX, it must provide sixty (60) days
notification to the following address of any planned move:
Attn: Information Systems Section
State Board of Control
P.O. Box 3035
Sacramento, CA 95812-3035
The notification must include the new address, including
room number; and the name, title, address, and phone number
of a contact person who is responsible for telephone line
and computer/electrical cable installation. This advance
notice must be given to enable the BOARD to make the
necessary arrangements to relocate the equipment.
11. CLAIMS WORKLOAD REPORTS: The COUNTY or the CENTER shall
submit Claims Workload Reports an a monthly basis,~unless
required on a more frequent basis by the BOARD. The reports
shall be submitted, on forms provided by the BOARD, na later
than the 10th day of the month following the report month.
12. ADMINISTRATION OF AGREEMENT: The BOARD's Contract Monitor
shall be the Joint Fowers Contract Development and
Monitoring Section Manager; phone number: (916} 445-3545.
The CDUNTY or CENTER may contact the BOARD's Budget Officer;
phone number: (916) 327-5188 for questions related to
fiscal matters and the BOARD's Audit Manager, phone number:
(916} 445-2580 for questions related to financial audits.
The COUNTY's contact person shall be:
Name:
Title:
Phone No.:
13. AiI parties agree to be bound by all applicable Federal and
State laws and regulations and BOARD
guidelines/directives/memos as they pertain to the
performance of the Agreement.
Butte County
July Z, 1992
Page 5 of 8
I4. DISPUTE RESOLUTION: In the event of a dispute between the
parties over any part of this Agreement, the dispute may be
submitted to the Executive Officer of the BOARD. Submission
of a dispute to the Executive Officer pursuant to this
provision shall not preclude either party from pursuing any
remedy or relief otherwise available.
15. DISCRIMINATION: The conduct of the parties shall be in
accordance with the Nondiscrimination Clause, STD 17B,
attached hereto as Exhibit B and made a part hereof.
16. ACCOUNTING: The COUNTY or the CENTER must establish and
maintain a modified accrual accounting system {see Exhibit
D} for the purpose of accounting far those funds provided
and expenditures incurred under this Agreement.
17. CHANGES IN AGREEMENT AMOUNT: The BOARD reserves the right
to reduce the Agreement amount if the BOARD's fiscal
monitoring indicates that the CENTER's rate of expenditure
will result in unspent funds at the end of the program
year. Changes in this Agreement will be made after
consultation with the CENTER. Such changes shall be
incorporated into this Agreement by written notice from the
BOARD.
18. AUDIT PROGRAM EVALUATION AND MONITORING PROVISIONS:
A. AUDIT PROVISIONS. The COUNTY or the CENTER is
responsible far having an annual audit of the
expenditures. The financial statements shall be
audited in accordance with Government Auditing
Standards, 1988 Revision, issued by the Comptroller
General of the United States. The audit report shall
identify the BOARD contract number. In addition, the
audit report shall separately identify funds received
from the BOARD and expenditures reimbursed by the
BOARD, including any Agreement expenditures not yet
reimbursed. The BOARD agrees to accept work performed
by the COUNTY internal audit unit under the same
conditions as an outside auditor.
Contracts or agreements for an audit shall include a
clause in the contract to permit access by the State to
review audit working papers. Contracts should also
require that audit working papers be retained and
accessible for a minimum period of three years unless
the independent auditor is notified in writing to
extend the retention period. This Agreement shall be
subject to the examination and audit by the Auditor
General for a period of three years after final payment.
Butte County
July 1, 1992
Page 6 of 8
A copy of the audit report should be forwarded to the
BOARD within 30 days of issue but not later than 120
days following end of the fiscal period. The COUNTY or
the CENTER agrees to take prompt and appropriate
corrective action with respect to any audit findings
and to notify the BOARD what corrective action will be
taken and when each action will begin and when it will
be completed.
B. PROGRAM EVALUATION AND MONITORING: The COUNTY or the
CENTER shall make available to the BOARD, and their
representatives, for purposes of inspection and review,
any and all of its books, papers, documents, financial
and other records pertaining to the operation of this
Agreement. The aforesaid records shall be available
for inspection and review during regular business hours
throughout the term of this Agreement, and for a period
of three (3) years after the expiration of the term of
this Agreement.
The COUNTY ar the CENTER shall permit the BOARD, and
their authorized representatives, to inspect and review
its facilities and claims verification operation from
time to time as may be requested by the BOARD. Said
representatives may monitor the operation of this
Agreement to assure compliance with all applicable
Federal and State laws and BOARD regulations and
guidelines. In the event that any such inspection
reveals violation of any provision of this Agreement,
and the CENTER fails to correct any such violation to
the satisfaction of the BOARD, the BOARD may
unilaterally terminate this Agreement by giving the
COUNTY or the CENTER thirty {30} days written notice of
such termination.
Not withstanding the above, the BOARD reserves the
right to require financial and statistical reports or
special reports when necessary.
19. EQUIPMENT :_ The following equipment will be provided andlor
reimbursed by the BOARD:
A. Electronic data processing (EDP) input and output
devices, with software, including monthly maintenance
fee and installation, as deemed necessary by the BOARD
shall be provided and/or reimbursed by the BOARD.
B. Capitalized assets purchased, as needed for the claims
verification process, as defined in the JPA Inventory
Letter of April 24, 1989, are to be fully set forth in
Exhibit C and paid for from Agreement funds.
Butte County
July 1, 1992
Page 7 of 8
20. OPERATING EXPENSES: Operating expenses shall be fully set
forth in Exhibit C and may be reimbursed by the BOARD.
The COUNTY or the CENTER must submit to the manager of the
Fiscal and Administrative Support Section an indirect cost
allocation plan which demonstrates how the rate was
established. This plan must clearly indicate that line
items charged to a direct cost category (e.g., "Postage")
are NOT included in the indirect cast category. All costs
included in the plan must be supported by formal accounting
records which substantiate the propriety of eventual charges.
21. INVENTORY: EDP equipment, capitalized assets, and
non-capitalized assets, shall remain the property of the
BOARD and shall bear identification tags supplied by the
BOARD. The COUNTY or the CENTER shall prepare an inventory
listing as of June 30, 1993, on forms provided by the
BOARD, In the event of termination of this Agreement, those
identified items shall revert to the BOARD. Any damage to
State equipment beyond the normal expected use of the
equipment shall be the responsibility of the COUNTY.
22. TERMINATION AND TERMINATION COSTS: This Agreement may be
terminated at any time by either the BOARD ar the COUNTY
upon thirty (30) days notice in writing to the other party,
BOARD may immediately terminate this Agreement upon the
termination, suspension, discontinuation or substantial
reduction in the Restitution Fund for the Agreement activity.
In such event, the COUNTY shall be compensated far claim
verification costs performed in accordance with the terms~of
this Agreement that have not been previously reimbursed, to
the date of said termination to the extent Restitution Funds
are available. Payment shall be made only upon filing with
the BOARD, by the COUNTY, vouchers evidencing the time
expended and the said C05t5 incurred. In addition, the
BOARD will reimburse the COUNTY for the costs of reasonable
Expenses to close down the program. Said vouchers must be
filed with the BOARD within thirty {30) days of the date of
sand termination.
23. INDEPENDENT CONTRACTOR: The BOARD and the COUNTY hereto in
the performance of this Agreement will be acting in an
independent capacity and not as agents, employees, partners,
joint venturers or associates of one another. The employees
or agents of one party shall not be deemed or construed to
be the agent or employees of the other party for any purpose
whatsoever.
Butte County,
July 1, 1992
Page 8 of 8
24. SEPARATE VERIFICATION STAFF: Each COUNTY or CENTER shall
have verification staff, to provide the services required in
paragraph six {b}, which are separate from staff performing
other functions of the COUNTY or the CENTER unless the
COUNTY or the CENTER has requested and received a written
waiver of this condition.
25. HOLD HARMLESS: The COUNTY and the CENTER agree to defend,
save, indemnify and hold harmless the BOARD, its agents,
officers and employees from and against any and all
liabilities, damages, suits, costs of suits, expenses for
defense and legal services, and claims for damages of any
nature or kind whatsoever, arising from or connected with
CENTER'S operations or its services hereunder.
The BOARD agrees to defend, save, indemnify and hold
harmless the COUNTY and the CENTER, their agents, officers
and employees from and against any and all liabilities,
damages, suits, costs of suits, expenses for defense and
legal services, and claims far damages of any nature or kind
whatsoever, arising from or connected with the BOARD'S acts
or omissions hereunder.
26. AMENDMENT VARIATIONS: This writing embodies the whole of
the Agreement of the parties hereto. There are no oral
agreements not contained herein. No addition or variation
of the terms of this Agreement shall be valid unless made in
the form of a written amendment to this Agreement formally
approved and executed by bath parties, except as specified
in Section 17 of this Agreement.
27. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: By signing
this Agreement, the CENTER does swear under the penalty of
perjury, that no more than one final unappealable finding of
contempt of court by a Federal court has been issued against
the CENTER within the immediately preceding two-year period
because of the CENTER'S failure to comply with an order of
the National Labor Relations Board.
EXHIBIT A
VERIFICATION SPECIFICATIONS
The CENTER shall provide fully verified claims to the HOARD as
herein specified:
1. Verified claims, except those processed in VOX utilizing the
PREAUTHORIZATION process which can be done by non-certified
staff, must be reviewed and approved by persons who have
completed all required claims verification training provided
by the BOARD, and who have been certified as eligible to
submit fully verified claims.
2. All four of the following claim types must meet the
standards in the Claims Verification Manual, CLAIMS
PROCESSING MANUAL, and Board guidelines/directives/memos as
they pertain to claims verification in the performance of
this agreement, in order to be considered verified by the
Board. The four types of claims are defined as follows:
REGULAR CLAIM
A regular claim is one which has been filed for the first
time by the applicant for verification by the county
contract verification staff, and is fully verified when
submitted to the .Board for action. In calculating verified
claims credits for the purpose of reimbursement, a regular
claim does NOT include a companion claim without financial
losses, UNLESS the companion claim meets the criteria in
Joint Powers Memo 92-05 {I.A. or I.B.} dated May 22, 1992.
Components of a fully verified regular claim includes the
Joint Powers Claims Invoice, verification report*, with
cover page*, general comments page*, losses and
reimbursements page (not present in VOX claims), itemized
bills, bill data* (in VOX claims only}, verification forms,
and contact logs*. Prior to submitting a regular claim,
verification must include an initial sending of the Claimant
Notification Letter and verification forms to the known
providers, employers, insurance companies, etc., and
allowing 3a. days for responses to arrive prior to writing up
the verification report.
SUPPLEMENTAL
A supplemental claim is one which represents secondary
action, not involving mental health bills, on any regular
claim once it has been submitted to the Board. Components
of a fully verified supplemental claim include the Joint
Powers Claims Invoice, verification report*, with general
comments page*, losses and reimbursements page (not present
in VOX claims), itemized bills, bill data* (in VOX claims
only), verification forms, and contact logs*.
MENTAL HEALTH SUPPLEMENTAL
A mental health supplemental claim is one which represents
secondary action on a claim involving mental health bills.
Components of a fully verified mental health supplemental
EXHIBIT A (Cant.)
claim include the Joint Powers Claims Invoice, losses and
reimbursement page (not present in VOX claims}, bill data*
{in VOX claims only), and i h r itemized bills,
verification forms, general comments page*, and contact
logs*, or a billing/verification form. A mental health
supplemental claim processed in VOX utilizing the
PREAUTHORIZATION process need not have verification forms,
general comments pages, or contact logs.
REWORKS
There are three types of Reworks claims:
Typ ~_ _1
Alerts contract verification staff of the BOARD action
on the claim (i.e., zero award or emergency award}, and
notifies contract verification staff that further
verification of the claim should be submitted on a
regular, supplemental, or mental health supplemental
claim. These reworks will not delay processing of the
claim with information originally submitted.
Subsequent verification of the claim submitted to the
BOARD will be treated as a regular, supplemental, or
mental health supplemental claim in accordance with the
above definitions.
Type 2
Requests additional information from the contract
verification staff that is necessary far the complete
processing of the claim. This normally involves
information not available to the CENTER at the time of
claims submission and may or may not delay processing
of the claims.
Tyne-3
Requests that the contract verification staff complete
the listed corrections accompanied by the appropriate
MANUAL citation. These requests represent information
or action necessary to process a claim which should
have been available to or pursued by the CENTER prior
to submission of the claims to the BOARD.
3. The COUNTY or the CENTER shall submit a Joint Power Claim
Invoice with every claim they submit for credit. Claim
invoices are not required for information items such as Type
1 or Type 2 reworks, general comments pages for information
only,. for which credit is not given. {To alert JP Claims
Processing staff that credit is not being claimed, please
note "Info. Only" or "Rwk Type 1 or 2" on the general
comments page*}. A Joint Power Claim Invoice may be
submitted for possible credits if the CENTER wishes the
BOARD to make the final determination of claims credits
earned.
EXHIBIT A {Cont.}
4. Verified regular claims rec iv d by the BOARD within 60
calendar days from the date the completed application form
is accepted from the claimant by the verification unit of
the COUNTY ar the CENTER shall be given 1.25 verified claims
credit for the purpose of reimbursement. The date accepted
from the applicant shall be noted on the application form in
the RECEIVED bog, page 1.
5. Verified regular claims received by the BOARD within 61 to
75 calendar days from the date the completed application
form is accepted from the claimant by the verification unit
of the COUNTY or the CENTER shall be given 1.0 verified
claims credit for the purpose of reimbursement.
6. Verified regular claims received by the BOARD after 75
calendar days from the date the completed application form
is accepted from the claimant by the verification unit of
the COUNTY or the CENTER shall be given .75 verified claims
credit for the purpose of reimbursement.
7. Reworks Type I and Reworks Type 2 are informational only and
therefore receive no credit nor result in a reduction of
credit on the regular, supplemental, or mental health
supplemental claim for which the rework is issued.
8. Reworks Type 3 {claims requiring correction) will be
returned for correction and shall not be counted until they
are in compliance with the MANUAL, Reworks Type 3 shall be
given the highest priority. Reworks Type 3 shall be given
.50 verified claims credit for the purpose of reimbursement
ONLY if completed and received by the BOARD within 45 days.
9. Supplemental claims shall be submitted no more frequently
than every 30 days, or the end of treatment. Supplementals
will be given .50 verified claims credit for the purpose of
reimbursement.
10. Mental health supplemental claims must be submitted to the
BOARD within 10 days of receipt at the CENTER, so they are
received at the BOARD within 15 days of their receipt at the
CENTER. Mental health supplementals will be given .25
verified claims credit fox the purpose o£ reimbursement.
11. The COUNTY or the CENTER agree to process and submit
Emergency Awards, but no verified claims credit will be
given for them.
* Components of a claim identified with an asterisk are
forwarded to the BOARD electronically under the VOX system.
EXHIBIT B
N4NDLSCRIMINAT,YQN CLAUSE
~. During the performance of this contract, the recipient,
contractor and its subcantractors shall not deny the
contract's benefits to any person on the basis of religion,
color, ethnic group identification, seg, age, physical or
mental disability, nor shall they discriminate unlawfully
against any employee ar applicant for employment because of
race, religion, color, national origin, ancestry, physical
handicap, mental disability, medical condition, marital
status, age or sew. Contractor shall insure that the
evaluation and treatment o£ employees and applicants for
employment are free of such discrimination.
2. Contractor shall comply with the provisions of the Fair
Employment and Housing Act (Government Code, Section 12900
et seq.), the regulations promulgated .thereunder (California
Administrative Code, Title 2, Section 7285.0 et seq.), the
provisions of Article 9.5, Chapter 1, Part 1, Division 3,
Title 2 of the Government Code {Government Code, Sections
11135-11139.5) and the regulations or standards adopted by
the awarding State agency to implement such article.
3. Recipient, contractor and its subcontractors shall give
written notice of their obligations under this clause to
labor organizations with which they have a collective
bargaining or other agreement.
4. The contractor shall include the nondiscrimination and
compliance provisions of this clause in all subcontracts to
perform work under the contract.
EXHIBIT C {cont'd.)
BUDGET TNSTRUCTIQNS
FY 1992/ 3
Personal Services - Salaries and Waaes
Personal services include all services performed by
employees who are to be funded by the Agreement. They may
be either salaried or hourly, full or part-time positions.
Sick leave, vacation, holidays, overtime and shift
differentials must be budgeted as salaries.
A line-item is required for each different
position/classification, but not for each individual
employee. If several people will be employed full or
part-time in the same position/classification, provide the
number of full-time equivalents (e.g., three half-time
clerical personnel should be itemized as 1 1/2 clerical
positions).
List each position by title and show the percentage of time
devoted to the program. Example: Sf the person is employed
full-time, show the following: Program Director, $2,500 per
month at 100% time z 12 months = $30,000. If the person is
employed part-time, show the hourly rate and the number of
hours devoted to the program (e.g., Program Director,
$25/hour for 10 hours per month x 12 months = $3,000) or the
monthly salary and the percentage of time devoted to the
program {e.g., Program Director, 50o x $2,500/mo. x 12
months = $15,000),
Place the total amount for this category in the space
provided in the far right column.
Fringe Benefits
The COUNTY may use fixed percentages of salaries to
calculate benefits.
Elements that can be included in the fixed rate include
employer contributions or expenses for social security,
employee Life and health insurance plans, unemployment
Fringe Benefits {cont'd)
insurance and/or pension plans. Other benefits, if
negotiated as a part of the employee benefit package, can
also be included in the fixed rate.
A line-item can be used for each different position/class,
if the benefits vary from position/class to position/class.
if several people wall be employed full-time or part-time in
the same position/class, provide the number of full-time
equivalents.
Place the total amount for this category in the space
provided at the far right column.
Opera~anc~Egpenses,
The following items fall within this category: rent,
utilities, insurance, equipment rental, equipment repair,
office supplies, telephone, postage, expendable equipment,
audit, overhead, other, and travel.
Costs in these subcategories should be included if they
relate to the claims verification process. The total of all
subcategories should be shown in the far right column.
The fallowing subcategories have special requirements as
noted below.
Rent
The rent subcategory is for facility rental. The
number of square feet that will be rented far
performing services specified in the Agreement should
be indicated as well as the rental amount.
Expendable Equipment (Nan-capitalized assets}
Expendable equipment includes equipment with an
acquisition cost of $499 or less per unit (including
tax, installation and freight} or with a useful life of
less than five years.
O~]~rati_n4Expenses (cont'd)
Audit
Since the county is required to have an annual audit of
Agreement expenditures, audit costs are an allowable
expenditure. Specifically, allowable audit casts are
as follows:
o If the total amount of the Agreement is less than
or equal to $150,000, the applicant may budget up
to $1,500 for the financial audit costs: or
o If the total amount of the grant is greater than
$150,000, the applicant may budget up to 1 percent
of the total grant for financial audit costs.
Overhead
Overhead costs are indirect costs which cannot be
charged to a direct cost category because they are not
readily itemized or assignable to a particular
program. Overhead costs are costs necessary to the
operations specified in the Agreement. The costs o£
centralized COUNTY services such as personnel or
accounting services are examples of indirect costs.
Travel
Budget far all anticipated in-state travel related to
the program. Out-of-state travel is not authorized.
Include sufficient per diem and travel. allocations for
persons to attend necessary training, conferences,
workshops, or hearings. If several staff will be
attending the same event, budget for the total number
of people.
The state mileage rate is a maximum of $.24 per mile
unless a higher rate is justified. When employees of
the COUNTY need to operate a privately owned vehicle on
business, the employee will be allowed to claim $.24
per mile without certification or up to $.30 per mile
with an annual certification that the cost of operation
of the vehicle equals or exceeds the amount claimed.
An operating cast worksheet is available for audit but
should not be submitted with the application.
O eratin Ex ense (cont'd)
The GOUNTY may use its own written travel and per diem
policy or the State policy. See Appendix #Z for the
State travel and per diem policy.
CDUNTIES that plan to use cars from a state, county,
city or district car pool ar garage may budget either
the mileage rate established by the loaning agency or
the state mileage rate, not to exceed the loaning
agency rate.
Generally provide one level of line-item detail unless
further explanation is needed. The narrative
description below each item can explain what the item
encompasses.
Itemize travel expenses of program personnel and show
the basis for computation (e.g., travel to Victims of
Crime Program conference in Sacramento, 100 miles @
$.24 per mile = $24) or by the month (e.g., Program
Director travels 100 miles per month C~ $.24 per mile $
12 months = $288). Justify the travel by briefly
stating the purpose {e.g., Program Director travels to
other verification sites}.
Equipment (Capitalized Assets}
Nonegpendable personal property equipment is tangible
personal property having a useful life of five years or more
and an acquisition cost of $500 or more per unit (including
tag, installation and freight).
Equipment used solely far program activities may be budgeted
if it is essential to the implementation of the Agreement.
Grant funds may not be used to reimburse the applicant for
equipment already purchased.
The total. of all items in this category should be shown in
the far right column.
EXHIBIT D
MQDIFIED ACCRUAL BASIS
The accrual basis of accounting adapted to the governmental fund
type Spending Measurement Focus. Under it, revenues are
recognized when they become both "measurable" and "available to
finance expenditures of the current period." Expenditures are
recognized when the related fund liability is incurred except for:
(1) inventories of materials and supplies which may be
considered expenditures either when purchased or when used;
(2) prepaid insurance and similar items which need not be
reported;
(3) accumulated unpaid vacation, sick pay, and other employee
benefit amounts which need not be recognized in the current
period, but for which larger-than-normal accumulations must
be disclosed in the notes to the financial statements;
(4) interest on special assessment indebtedness which may be
recorded when due rather than accrued, if approximately
offset by interest earnings on special assessment levies;
(5) principal and interest on long-term debt which are generally
recognized when due.
All governmental funds and Expendable Trust Funds are accounted
for using the modified accrual basis of accounting.
APPENDIX 1
STATE TRAVEL POLICIES
Mileage
The reimbursement rate to operate a privately-owned vehicle is
from 24 cents per mile to 30 cents per mile.
Meals
Breakfast $ 5.50 -- Breakfast may be claimed when travel
commences at or prior to 6:00 a.m.
Breakfast may be claimed on the last
fractional day of a trip of more
than 24 hours if travel terminates
at or after 9:00 a.m.
Lunch $ 9.50 - Lunch may not be claimed far travel
less than 24 hours. Lunch may be
claimed if the trip begins at or
before 11:00 a.m. and may be claimed
on the Last fractional day of a trip
of more than 24 hours if the travel
terminates at or after 2:00 p.m.
Dinner $17.00 -- Dinner may be claimed if the trip
begins at or before 4:00 p.m.
Dinner may be claimed when travel
terminates at or after 7:00 p.m.
whether on a one--day trip or on the
last day of a trip of more than 24
hours.
Incidentals $ 5.00 - incidentals may be claimed for trips
of 24 hours or more.
Total $37.00
Lodaincr
Statewide, without a lodging receipt
Statewide, with a lodging receipt
Other
$47.00
Actual lodging expense
up to $79.00, '-r
applicable taxes
Taxi, airport shuttle, etc., which exceeds $3.50 must be
supported by receipt.
Parking in excess of $6.00 must be supported by receipt.
~ ~, ~ x r, ~u~c~ ur [.vii i tcvl.
BUDGET CATEGORY AND ~.iNE-ITEM DETAIL CAST
A. Personal Services -Salaries
1. SUPERVISING PROBATION OFFICER -PROJECT COORDINATOR - 21% TIlVIE
SALARY RANGE 218 -STEP 5
$1,468.00 PER 80 HOUR PAY PERIOD X 26 PAY PERIODS = $38,168.00 X 21% - $8,015.00
2. VICTIM CLAIM SPECIALIST - 100% TIlVIE
SALARY RANGE 104 -STEP 5
$841.00 PER 80 HOUR PAY PERIOD X 26 PAY PERIODS =$21,866.(X? $21,866.00
3. VICTIM CLAIM SPECIALIST - 50% TIlVIE
SALARY RANGE 104 -STEP 4
$801.00 PER 80 HOUR PAY PERIOD X 26 PAY PERIODS = $20,$26.00
$20, $26.00 X 50% _$10,413.0(} $10,413.00
4. OFFICE ASSISTANT III - 95% TIME
SALARY RANGE 73 -STEP 4
$689.00 PER 80 HOUR PAY PERIOD X 26 PAY PERIODS = $17,914.00
$17,914.00 X 15% _ $17,018.00 $17,018.00
TOTAL $57,312.00
BUDGET CATEGORY ANL LINE-ITEM DETAIL COST
B. Personal Services -Employee Benefits
RETIREMENT -PERS BUYOUT
1. $38,168.00
$1,586.00
36,5$2.00 X 7% _ $2,560.00 X 21% _ $53$.00 $538.00
2. $21,866.00
-$1_,586.00
$20,280.00 X 7% _ $1,420.00 $1,420.00
3. $20,826.00
i 586.00
$20,280.00 X 7% _ $1,347.00 X 50% _ $673.00 $673.00
4. $17,914.00
$1,586.DD
$1b,328.00 X 7% _ $1,143.00 X 95% _ $1,086.00 $1,086A0
PERS - $56,9?9.00 X 6.145 = $3,501.00 $3,501.00
FICA - $56,979.00 X 7.65 = $4,359.00 $4,359.00
EMPLOYEE'S GROUP INSURANCE
2.66 EMPLOYEES
$342.00 X 12 MONTHS X 2.66 = $10,917.00 $10,917.00
W0,~~1!~F'~'~ ,("QMP_ENSATION
2.66 EMPLOYEES
$56,979.0() X .086 = $4,900.00 $4,900.00
TOTAL $27,394.00
BUDCrET CATEGORY ANL ,.,INE-ITEM DETAIL ~ COST
C. TRAVEL
27.5 CENTS PER MILE X 6,000 MILES = $1,650.00 $1,650.00
TOTAL $1,650.00
BUDGET CATEGORY ANL SINE-ITEM DETAIL COST
D. Consultant Services
CONSULTANT FOR COMPUTER SERVICE. PROFESSIONAL FEE
20 HOURS AT $78.(}0 PER HOUR = $1,550.00 $1,560.00
$78.00 PER HOUR RATE HAS BEEN SET BY COUNTY AUDITORS
DEPARTMENT FOR SERVICES PROVIDED BY COUNTY DATA PROCESSING.
TOTAL $1,560.00
BUDGET CATEGORY ANL 1..IlVE-ITEM DETAII. COST
E. Operating Expenses
MAINTENANCE OF EQUIPMENT - $700 $700.00
OFFICE SUPPLIES - $2,500 $2,500.00
OC3P MANDATED AUDIT - $1,000 $1,OOOAO ,~
COMMUNICATIONS - $2,000 $2,000.00 ~%
MEMBERSHIPS - $150.00 ~ $150.00 ::
GENERAL INSURANCE - $400.00 $400.00 `~
ALLOCATED COSTS (IlVDIRECT) - $1,200.00 $1,200.00
UTILITIES - $734 $734A0 ~
TOTAL $8,b84.00
BUDGET CATEGORY ANL .~INE-TEEM DETAIL COST
F. Equipment
CATEGORY TOTAL NIA
PROTECT TOTAL $96,b00.00
FUND DISTRIBUTION FEDERAL STATE CASH
MATCH IN-KIND
MATCH
a. Amount of Funds
b. Percentage of Funds 100%