Illinois Department of Human Services
Contents
1. Budget List inter the space occupied that is required to carry out direct program objectives space required to provide general and administrative support should be estimated as well Common space should be included in each of the square footage percentages Ensure that the total of square footage of your facilities is equal to 1 00 Budget Wizard Funding Source Square Footage pa 11GRB00001 rogram REV ABS FDA 99 125 ype DHS ontract 11GRB00004 rogram P90X FDA 99 124 ype DHS ontract FCSRK00013 rogram P90X m FDA 99 124 L J ype DHS ontract FCSRM00009 rogram REV ABS FDA 99 100 ype DHS ontract FCSRM00009 rogram REV ABS FDA 99 222 ype DHS rogram FUND RAISING ype Other Fire ALL OTHER 0 00 Ivan Epp ao UN ype Other ENERAL AND ADMINISTRATIVE 0 00 Total Square Footage 0 00 24 For each funding source you must enter in the square footage percentage allocation for the facilities 25 Click on the Save Next button to advance res Illinois As Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Occupancy Expenses Instruction ee Budget List All costs of providing available office space in which the responsibilities of the A contract grant will be performed Budget Wizard Enter the total amounts paid for each of the expense items listed the allocation table for each contract or grant will automatically populate If there is an expens2. CSA Tracking Provider Budget User Manual re Illinois Asia Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Budget Wizard Budget Main Page Instruction i Budaet Inf Budget List aera Setup Budget Start Over Budget Wizard Funding Source Enter Funding Source Info Personnel ir e el Executive Personnel Management Personnel Other Personnel e E 2 Al Occupancy Contractual Services Expenses Travel Expenses mmoditi xpen Equipment Outlays Information Technology Expenses Revenues Other Revenue Sources 2 From here you can choose any section you would like to edit on the budget Submit for Approval 1 From Budget main page click on the Submit for Approval button Message from webpage 2 J Confirm submit for approval Cancel 2 Click on the OK button to continue submitting 3 You budget has now been sent for approval to the appropriate program divisions as well as to OCA in DHS You will be receiving feedback on your budget submission within 60 days 30
3. Both of these are housed in a web based system for your ease in inputting and use The intended purpose of both budget templates is to provide consistency in budgeting and financial reporting among all the thousands of DHS providers of services You will notice that the budget documents are the same as what was used last year Please note that the budget template will contain data that is based on the State fiscal year which is for the time period July 1 2012 through June 30 2013 Ashort reconciliation will be required if your ending fiscal year is different than June 30 2013 When completed the on line budget in total should mirror the annual approved budget of the entity which is typically approved by the Board of Directors for most of DHS not for profit entities Who is required to submit a budget for FY13 A summary budget is required for FY13 for all agreements with the exception of fee for service and fixed grant agreements regardless of the dollar size of the agreement The long budget form is also available for your use but it is not required Please keep in mind that if you have more than 250 000 CSA Tracking Provider Budget User Manual in funding from the Department of Human Services an indirect cost proposal will also need to be submitted unless you have a pre determined rate with a federal cognizant agency only have one program funded by DHS or all agreements are either fixed rate grants or fee for service Ho
4. ard Scientific and Laboratory Equipment Not Exceeding 100 jousehold Laundry and Cleaning Equipment Not Exceeding po 100 quipment Not Elsewhere Classified Not Exceeding 100 ifts Other Describe Other Describe Other Describe Save Wizard Main 35 Enter in all Commodities expenses for each funding source 36 To add expenses not listed rename Other to the expense listed CSA Tracking Provider Budget User Manual 37 Click on the Save Next button to advance nS rs Department of Human Services Contracts MyInfo Facilities Budgets Help Logout Budgets Equipment Outlays I Instruction gt Budget List Equipment means an article of non expendable tangible personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the Budget Wizard lesser of the capitalization level established by the non profit organization for financial statement purposes or 5000 The following rules of allowability shall apply to equipment and other capital expenditures 1 Capital expenditures for general purpose equipment buildings and land are unallowable as direct charges except where approved in advance by the awarding agency 2 Capital expenditures for special purpose equipment are allowable as direct costs provided that items with a unit cost of 5000 or more have the prior approval of the awarding agency 3 Capital expenditures for improveme
5. you must delete the budget and create a new one Management Allocation 7 00 Contacts Ryan Krieger Status In work Save eS eens Cancel Submit For Approval Print Budget Delete Funding Sources Short Form Budget History Status Note By Ryan In work Budget created Krieger 6 7 12 8 24 12 AM The Summary Budget Format The format of the summary budget is patterned after a Statement of Functional Expenses That is the summary budget is a matrix The costs elements such as personnel occupancy etc will be on the left The columns across the page will represent your programs funded by State of Illinois agencies other programs which may be funded with local agencies your fundraising costs and your budgeted general and administrative costs 8 Click on the Funding Source link 14 CSA Tracking Provider Budget User Manual re Illinois ASusa Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets i 9 Funding Sources Instruction Budget List Program Name CFDA Contract Type Status Amt LES REV ABS 11GR800001 en 99 125 DHS I 100 000 00 paox 99 124 1 6RB00004 DHS 1 15 000 00 Bots 199 124 FCSRKO0013 DHS I 100 000 00 SESE msi DHS I 100 000 00 56 335 PANOS DHS I 2 000 000 00 Fund Raising Fund Raisin Other 1 0 00 sLother Other I 0 00 General and Administrative Add Funding Source Budget Main Page Management and Gen n a The funding sources for
6. DHS agreements should be pre populated for you Each funding source will represent a column on your final budget summary For some agreements there can be several funding sources for each agreement Please check with your program area if you are unsure if there are restrictions on what budget elements can be used within each funding source 9 Verify the funding sources that were pulled from existing contracts correctly Check the budget funding sources against your contracts to ensure completeness 10 Click on Add Funding Source to add a DHS funding source if there was any omitted You will also need to add a funding source for each of your other agreements with the State of Illinois For those other State of Illinois contracts that you are adding please just use the drop down menu and select Other State Non DHS Note These should include all amounts you have listed in Exhibit G of your contract 11 The General and Administrative Fundraising and an Other Column will be already set up for you to drop in your budgeted numbers for the year The Other Column can be used for programs funded by other means than through the State of Illinois United Way or other local funding for example 15 res CSA Tracking Provider Budget User Manual Contracts Budgets Instruction Budget List Budget Wizard Illinois My Info Facilities Budgets Help Logout Add Edit Funding Source CFDA Number g Contract Nu
7. State of Illinois agreement that you have with other state agencies Exhibit G in your agreement Click on the Save Next button or If you are done editing Funding Source section leave form blank and click on the Save Next button PES Illinois AS Department of Human Services Contracts My Info Facilities Budgets Help Logout Budget Add Edit Direct Personnel Info Instruction gt Budget List This page is only for editing adding Direct Staff providing services For other type of Budget Wizard personnel Executive Manager amp Other personnel it will be on different pages Leave the fields as is or blank and click Next if you have no more person to add Name First amp Last Name Title Personnel Type Direct Staff Base Salary 0 00 Bonus amp Incentive 0 00 Other Reportable Comp 2 0 00 _ Retirement amp Other Deferred Comp 0 00 Health amp Dental Insurance 0 00 Other Nontaxable Comp 0 00 Payroll Taxes 50 00 Total From Last Year 0 00 10 Enter in necessary DIRECT STAFF information on this page This is all of your direct staff for all of your programs You will be asked on a different screen for the amount of time they are allocated to each program Do not include your executive staff or management staff here Click on the Save Next button and repeat step 7 or Click on Save Next button then Save Next button again to advance to next step 19 CSA Tracking Provider Budget User Manual re Illin
8. from DHS funds Allowable costs also include expenses that are 1 necessary and related to the provision of Program services 2 reasonable to the extent that a given cost is consistent with the amount paid by similar agencies for similar services 3 not specified as unallowable and 4 not illegal Research expenses may be considered allowable costs if prior approval is received from DHS 89 Ill Adm Code 509 20 a Allowable Management and General Expenses For FY13 budgeting the row entitled Allowable management and administrative costs are those indirect costs that will be reimbursed By DHS for each particular agreement supported by either by an accepted indirect rate or some other approved allocation method Appropriation This is statutory authorization granted by the General Assembly to DHS which allows us to incur obligations and make expenditures for specific purposes within a specified period time and generally has a maximum dollar amount Budget Approval Initial budget submissions will be approved at two levels First all costs will be reviewed by the applicable program area The Office of Contract Administration working with the Program Fiscal contacts will approve the indirect cost rate as well as the provider s budget summary An email notification will be sent to the provider when a budget has been approved The provider will received feedback and or approval within sixty days of budget submission Budget Due Da
9. is also used as a monitoring tool in assessing how well the plan is working by comparing actual revenues and expenditures to budgeted amounts at certain times throughout the year The budget can also be used to help improve operating efficiencies fine tune performance and even help project the future At times a budget might need to be modified for the remainder of a budget cycle for a variety of reasons Some of those reasons could be due to a substantial deviation from budgeted to actual results for an interim reporting period a change in key management or situations which could change the scope of the level of planned budgeted services FY13 Budget templates for the Department of Human Services DHS For Fiscal Year 2013 DHS is offering a choice of two budget templates for you to use in developing your budget and they have been integrated into the CSA Customer Service Agreement portal to help you guide which budgets need to be completed for DHS The first is called a short summary budget document where just the highest level of data is entered into the budget system Please note you will need to keep the detail such as payroll amounts or any other assumptions used for estimating the various categories in a separate location Also please be prepared that specific program areas could be asking for additional information from you The second is called a long budget form and it basically captures all the relevant cost information in one location
10. proposed cash assistance required for the fiscal year Funding Source Contract Number 11GRB00001 Program Name REV ABS CFDA 99 125 Type DHS Item Expense ash Donations 0 00 n Kind Contributions 0 00 interest 0 00 oo Match oo aintenance of Effort 0 00 rogram Income 0 00 ooo Other 0 00 o 44 Enter in all Other Revenue Sources expenses for each funding source 28 CSA Tracking Provider Budget User Manual 45 To add expenses not listed rename Other to the expense listed 46 Click on the Save Next button to advance 47 The budget is now complete Printing Budget res Illinois Asia Department of Human Services Contracts My Info Budgets Instruction Budget List Budget Wizard 1 Click on the Print Budget button Facilities Budgets Budget Fiscal Year Form Type Management Allocation Contacts Status Help Logout o to Table x 2012 Long To change Form Type you must delete the budget and create a new one 7 00 Ryan Krieger In work Status In work Budget created Save Save amp Update Contacts Cancel Submit For Approval Print Budget Delete Funding Sources Budget Wizard Budget History Note By Ryan Krieger 6 7 12 8 45 53 AM 2 Adobe Reader should display your budget forms 3 You may choose to save and or print through Adobe Editing Budget Wizard 1 From the Budget main page click on the Budget Wizard link 29
11. ype DHS pore FUND RAISING 5 ype Other rogram ALL OTHER 5 ype Other Total 0 00 Back Save Next Save Finish Later Wizard Main 20 For each Direct Personnel Staff you have entered you will now allocate percentages of each funding source to the direct personnel staff member 21 Click on Save Next button to advance 22 CSA Tracking Provider Budget User Manual Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Direct Benefit Payment Depreciation Requested Allowable Instruction Management amp General Budget List Budget Wizard lg benefit payments is the total paid directly for such items as tuition books and fees Depreciation is the loss in value or service life of fixed assets because of wear and tear through use elapse of time inadequacy or obsolescence This could be either a direct or indirect expense If it is direct it is charged directly to the contract or grant benefiting from the use of the assets If the expenses cannot be readily attributed to a specific contract or grant it would be an indirect expense within Management and General and allocated accordingly DEPRECIATION AND USE ALLOWANCES 1 Equipment and other capital expenditures are unallowable as indirect costs However see OMB Circular A 122 Attachment B paragraph 11 Depreciation and use allowance for rules on the allowability of use allowances or depreciation on buildings capital i
12. 0 P90X KRIEG 1 4 44i POX KRIEG 1 9116002196 REV ABS KRIEG 1 2222222222222 REV ABS KRIEG 1 FOSRKOOO13 Po0x KRIEG 1 1468800001 REV ABS KRIEG 1 11GRB00004 PoOx Contract Q116902195 Q11GQ02195 4009004457 4009004460 4009004460 40090004463 Q11G6Q02196 2222222222222 FCSRKO0013 11GRB00001 11GR80000 4 2012 2012 2012 2012 2012 2012 2012 2012 2013 2013 2013 Total Amount 17 000 00 1 000 00 3 300 00 5 000 00 2 500 00 500 00 100 000 00 100 000 00 15 000 00 2 Click on the Budgets tab on the top portion of the screen This is the screen that should appear 11 CSA Tracking Provider Budget User Manual res Illinois f Ale Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets i podas Budget List Instruction Budget List Your agency has not entered any budget Budget Wizard Add Budget Add Budget Wizard What type of Budget do you want to use Which type of budget you choose to use is up to you If you use the short form supporting cost element schedules will need to be kept in a separate location Also if you choose to use the short form an indirect cost proposal will need to be submitted unless you meet the exemption criteria If you use the long budget form the indirect cost proposal will not be needed and all of your budgetary information is in one location A long budget wizard has been added
13. CSA Tracking Provider Budget User Manual Illinois Department of SOP 01 000 06 Human Services Effective Date 08 15 2012 CSA Tracking Provider Budget User Guide CSA Tracking Provider Budget User Manual Table of Contents What isa DUA BCE oserei eens voncvedev teste Ge aei eaei E eea Aaa A eea OEE AE aaae Eaa sede eee eto 3 FY13 Budget templates for the Department of Human Services DHS csccccssssceessseceeesssaeeeesssaeeeeeeees 3 Who is required to submit a budget for FY13 ccccessccsssecssseeceececseeessaecseseecseecssaueessseeceeeesaeesesaeseaeeesees 3 Where is the budget templates located ccccssssssccececesseseseecececeeseaeaeceseceseeesaaaaeeeeeesseessaeaeeesesssessnaees 4 GIlOSSArY Of TOLIMS s sch2cesesccceseesccecesscdeedsnnadedeseaaicivansadieelactetsaseets A N AN 4 Let s Get Started Inputting Your Budget cccccssssscecccecsssessceeeeecesseseeaesecesesceseesesaeseeeeecsssessaeeeseseseeegs 10 logging AE erranen chees ofa tiie oc bctiens au besa bh taleast alba chiens ona iugeasoh e gees oa Ee es ee 10 Navigating to the Provider Budget Section cc cccccssscccesssneecessneeceecneeeceecneeecsecaeeecesecaeeecseaeeecseqeeeeeseeeeeees 10 What type of Budget do YOU want tO USC cccccccssscccesssececseseeecesseeeceessececeessesecsessaeeecsesaeeecsesaeeecseaeeeeeaaes 12 One more word of caution before you Start ccccesscesssscsssseceseecseecessaecssseeceeeseceesesseseecsesessa
14. Describe 0 00 Back Save Next Save Finish Later Cancel 32 Enter in all Travel expenses for each funding source 33 To add expenses not listed rename Other to the expense listed 34 Click on the Save Next button to advance Illinois AL Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Commodities Expenses H Instruction gt B t List Commodities includes expenditures in connection with current operation for the 9 purchase of articles of a consumable nature which show a material change or Budget Wizard appreciable depreciation with first usage and equipment having a unit value not in any instance exceeding 100 but does not include any expenditure for library books any expenditures for replacement fixtures or repair parts in connection with the repair and maintenance of property or equipment or expenditures Enter commodities that are incidental to providing direct services under each contract grant These supplies are consumable in nature and do not provide economic benefit beyond the current budgeted fiscal year Funding Source Program Name FUND RAISING Type Other Item Printing Office and Library Supplies Educational and Instructional Materials and Supplies Mechanical Supplies License Plates Gasoline and Oil for Off Road Equipment Medical Scientific and Laboratory Supplies Food Supplies Staff Food Supplies Members earning Apparel
15. Management Allocation 7 00 Contacts Ryan Krieger Status In work Save amp Update Contacts Submit For Approval Print Budget Funding Source Short Form Budget History Status Note By Ryan In work Budget created Krieger 6 7 12 8 24 12 AM 16 CSA Tracking Provider Budget User Manual 15 Click on the Short Form link to view budget short form res Illinois Awet Department of Human Services Contracts My Info Facilities Budgets Help Logout Budget Short Form Cont 11GRB00001 Cont 11GRB00004 Direct Expenditures Total CFDA 99 125 CFDA 99 124 Prog REV ABS Prog P90X Personnel Compensation 0 00 0 00 0 00 Nontaxable Benefits amp Payroll Taxes 0 00 0 00 0 00 Direct Benefit Payments 0 00 0 00 0 00 Occupancy 0 00 0 00 0 00 Contractual Services 0 00 0 00 0 00 Travel 0 00 0 00 0 00 Commodities 0 00 0 00 0 00 Equipment 0 00 0 00 0 00 Information Technology 0 00 0 00 0 00 Allowable Depreciation 0 00 0 00 0 00 Other costs not listed above 0 00 0 00 0 00 Total Direct Budgeted Expenses 0 00 0 00 0 00 Allowable Management and General 0 00 0 00 0 00 Total Budgeted Expenditures 0 00 0 00 0 00 Less Other Revenue Sources 0 00 0 00 0 00 Total Cash Assistance Requested 0 00 0 00 0 00 Contract Approved Amount 2 325 000 00 100 000 00 15 000 00 Prin Save amp Recalculate Cancel lt gt Budget Main Page 16 For each column enter in the necessary numbers keeping in mind that you will need to keep the supporting detail h
16. Rate payments are subject to all Federal administrative regulations including but not limited to OMB Circular A 102 OMB CircularA 100 OMB Circular A 133 and are subject to all applicable cost principles including OMB Circular A 21 OMB Circular A 87 and OMB Circular A 122 Fixed Rate services are non Medicaid services A Fixed Rate agreement in common terminology is a non Medicaid fee for service agreement Fundraising Costs the total expenses incurred in soliciting contributions gifts grants etc This includes all fundraising expenses including publicizing and conducting fundraising campaigns soliciting grants from foundations costs of participating in campaigns preparing and distributing manuals instructions and materials Also included are costs of conductive events that generate income as special events GAAP means Generally Accepted Accounting Principles General and Administrative Costs These costs are usually amounts that are associated with performing the daily operations in a company Executive salaries legal costs and other professional costs are generally included here General Ledger This is a book of records which contains the accounts necessary to reflect in summary or in detail the financial position and the results of operations of an entity or funds Grant Any assistance whether financial or otherwise furnished by DHS to a person or entity for obligation expenditure or use by a Provider for a specific purpos
17. a Direct Cost if any other cost incurred for the same purpose in like circumstance has been allocated to an Award as an Indirect Cost The Provider is responsible for presenting costs consistently and must not include costs associated with its Indirect Cost Rate as Direct Costs CSA Tracking Provider Budget User Manual Disallowed Costs Those charges to an award that DHS determines to be Unallowable Costs Expenditure Reporting This is the grantee s financial reporting of expenditures that has occurred in the normal course of business Fee For Service Is a Program for which the payments are made on the basis of a rate unit cost or allowable cost incurred and are based on a statement or bill as required by DHS 89 IIl Adm Code 509 15 Services provided on a Fee for Service basis are Medicaid related Financial Statement These are the formal records of a business financial activities which provide an overview of a business profitability and financial condition in both the short and long term The financial statements include a balance sheet income statement and statement of cash flows XXXX Fiscal Monitor This is a DHS program staff that is responsible for monitoring a program grantee s financial activity Fixed Rate Grant Means a Program for which the payments for non Medicaid services are made on the basis of a rate unit cost or allowable cost incurred and are based on a statement or bill as required by DHS Fixed
18. actions when cash is received and when expenditure is paid This is opposed to the accrual basis of accounting Since this basis of accounting does not facilitate the accurate reporting of the financial position of an entity CSA Tracking Provider Budget User Manual adjustments must be made to the final billing to DHS so that expenses costs are presented on an accrual basis Cash Match This is an amount of an entity s own cash funds that are required to be expended ona program in order to receive funding from DHS CFDA Number Catalog of Federal Domestic Assistance CFDA a government wide compendium of Federal programs projects service and activities that provide assistance to the American public Chief Fiscal Officer This is the individual that is charged with the responsibility for fiscal oversight of an entity s financial activities Commodities Costs for purchase of items that are consumable in nature and which show a material change with usage This does not include any instance where a unit value exceeds 100 and does not include any expenditure for library books or any expenditure for replacement of fixtures or repair parts in connection with the repair and maintenance of property These are supplies that do not provide economic benefit beyond the current budgeted fiscal year Contractual Services Expenses that are needed for the current conduct and operation of an organization performing under a specific contract or
19. andy for future questions If you are uncertain about which category a particular cost element goes into please just reach out to your program area or to OCA people will be on stand by to help you 17 Click on Save amp Recalculate button to save the budget Each time you make a change to the budget line items be sure to click save and recalculate 18 When you are completed the Total Direct Budgeted Expenses line should reflect the total expenditures in your agency s budget for the year 19 DHS recognizes that is takes general and administrative costs to properly run a program You need to hand enter the amount of proposed Allowable Management Expenses from your indirect cost proposal These will be reviewed with each program area and OCA for approval 20 Click on the Print button to print the budget short form Creating New Long for Budget with Wizard The Long Budget Format The Long Budget Format is intended to house all of your supporting cost data in one location It also automatically calculates the indirect cost rate to each program based upon the percentage of personnel costs Beginning with the 7 17 12 version of the long budget form there is a row to manually enter your proposed general and administrative costs if you do not want the system to automatically calculate 17 CSA Tracking Provider Budget User Manual those for you Much work was done to automate this budget format this year to decrease your inputti
20. ct costs incident to its performance plus its allocable portion of indirect costs Travel Costs for transportation meals hotel and other expenses associated with traveling on business for the entity CSA Tracking Provider Budget User Manual Let s Get Started Inputting Your Budget Logging In 1 Navigate to https grants dhs illinois zov gpsecure gt PES atincis Department of Human Services System Login Login Illinois Statutes and DHS policy prohibit unauthorized x II access or disclosure of DHS client employee or any User ID other confidential information Any unauthorized use of DHS computers or disclosure of confidential client or Password j employee information may be cause for disciplinary action including termination of employment and or Login Clear criminal prosecution Do not attempt to login unless you are an authorized user By logging into any Illinois Department of Human Services System using your assigned user ID you acknowledge that you are an authorized user and agree to abide by all rules and regulations of the Illinois Department of Human Services System It is your responsibility to ensure that your user ID and password are kept private Do NOT share your login information with anyone No representative of DHS will ever ask for your password 2 Enter in user ID Email address and password 3 Click on the Login button Remember as you set up your budgets please keep in mind t
21. ct s will be notified via email if the budget get approved rejected or unlocked Current Contact s Available Contact s ELLEN KING 3 Ryan Krieger gt Back Save Next Save Finish Later Cancel 5 Select the appropriate contact s and click on Save Next button to save and advance At this point all the Funding Sources from the CSA Tracking Contracts have been imported Verify the information and keep pressing the Save Next button to advance to the next one until you reach a blank funding source as shown below 18 CSA Tracking Provider Budget User Manual re Illinois Alaa Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets ones Add Edit Funding Source Instruction Budget List The budget must have at least one funding source in addition to the Management amp Budget Wizard General funding source which is created by default All funding sources associated to your contracts will be imported automatically when they are published Besides that you must add additional funding sources manually CFDA Number 99 125 Contract Number 11GRB00001 Program Name REV ABS Program Title Funding Source Type DHS Name of Grant Description Approved Amount 100 000 00 Sort Order 5 To add another Funding Source enter in the necessary information Your DHS agreement information should be pre populated You will need to add an additional funding source for each
22. e item needed but not presented use Other and list the name of the item Item Rent Utilities Electric tilities Gas tilities Water Sewer Building Maintenance Consumable Cleaning Supplies Security Improvements Property taxes Liability Insurance Pest Control Other Describe Other Describe Other Describe 26 Enter in all Occupancy Expenses 24 CSA Tracking Provider Budget User Manual 27 To add expenses not listed rename Other to the expense listed 28 Click on the Save Next button to advance Budgets Contractual Services Expenses F Instruction Budget List Expenditures incident to current operations for services provided pursuant to a written 3 9 z agreement including the multi year lease lease purchase or installment purchase of Budget Wizard land permanent improvements or fixtures Enter budgeted expenses that are incidental to providing direct services under each contract grant Funding Source Contract Number 11GRB00001 Program Name REV ABS CFDA 99 125 Type DHS Item Expense Program Consultants 0 00 Sub Grants 0 00 Management 0 00 Legal 0 00 laccounting 0 00 Lobbying 0 00 Professional Fundraising Services 0 00 Repair and Maintenance 0 00 office Equipment Rental 0 00 Vehicle Rental 0 00 Other Rental 0 00 Royalites 0 00 Temporary Housing 0 00 Telephone Land Lines 0 00 Telephone Cellular 0 00 Investment Mangement Fees 0 00 Liab
23. e reimbursed those amounts are entered in the allowable management and administration costs row of the budget template If you have a rate established with the federal government you will want to drop in your approved rate here and include the calculated amounts for reimbursement on your budget You will also need to email a copy of your approved rate to DHS DHSOCA illinois gov If you have more than 250 000 in funding you can estimate your percentage until your indirect cost plan proposal is accepted 5 Click on Save amp Update Contacts res Illinois Ase Department of Human Services Contracts My Info Facilities Budgets Help Logout Budget ers Update Budget Contacts Instruction Budget List Fiscal Year 2012 Sa ane Current Contact s Available Contact s _ ELLEN KING lt Ryan Krieger U A 13 CSA Tracking Provider Budget User Manual 6 Select person s you want as the contact for the budget approval various email notifications of budget acceptance rejections will be sent to these individuals and contact name if there are budget related questions This will be the person at your organization that we will be contacting if there are questions on your budget 7 Click on Save button re Illinois Awa Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Instruction Budget Budget List Fiscal Year 2012 Budget Wizard Form Type Short Te change Form Type
24. eeessaesesaeesaes 12 Creating New Short Form BUA get iiss cecss tebe Senevele esi a cece eveneieethacaee Nastew niente wee A ueeeev an wees 12 The Summary Budget Format scncese au iana i raSi U Ea cds AS TERESAN EEPE ai ENES 14 Creating New Long for Budget With Wizard ccccssccssscssssecssscesseeeesaeessssecseeeseseeseseeceesessaeesssuesesaesees 17 TheLonge Budget Format eenean e a e A A NE 17 Printing BUG BOR oireet vavscduce staceeestece dese seaise d aaa re Gas eel dai deena dues shat cede ad e T aain o Ee EE AEE E EAEE Te ea Ea EERE at 29 Editing Budget Wizard aerario rorarii rara a TREE TRAA AE ETRE RAAT 29 Submit for Approval sssrinin neii nirani iae enee eaaa a Sain ESEA RE ere erases 30 CSA Tracking Provider Budget User Manual What is a budget The budget document is a planning tool that identifies which resources an entity will use including financial human and material resources during a certain period of time in order to provide defined services While most people often identify a budget as a financial document the budget process encompasses much more Key elements of a good budget process include incorporating a long term perspective to strategic initiatives visions and values A good budget also establishes specific links to those initiatives with program goals and objectives and allows budget decisions to be based upon on actual results and outcomes The budget document is a road map to achieving results It
25. ervices including expenditures for the purchase or installment purchase contracts for terms of not more than 7 years Enter information technology expenses that are mission critical to providing direct services under each contract grant Computer Equipment must be prior approved in writing before computer equipment is purchased Funding Source Program Name FUND RAISING Type Other Item Expense Repair and Maintenance EDP Equipment 0 00 perma Development 0 00 rofessional and Artistic Contracts 0 00 freon Maintenance Agreements 0 00 ental EDP Equipment 0 00 pe Supplies 0 00 DP Equipment Explain on Schedule O 0 00 peerane Rental 0 00 ravel 0 00 printing po Commodities 0 00 Other Describe 0 00 Other Describe 0 00 ere Describe ee aual Back Save Nexi Save Finish Later Wizard Main 41 Enter in all Information Technology expenses for each funding source 42 To add expenses not listed rename Other to the expense listed 43 Click on the Save Next button to advance res Illinois a AS Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Other Revenue Sources N Instruction Budget List Budget Wizard Included on this schedule are in kind contributions match Maintenance of Effort MOE donations and other revenue sources raised by the not for profit Allocate the revenue source by contract or grant Other revenue sources lower the
26. es s as authorized by law This does not include advance payments made under the authority of Paragraph 9 5 of the State Finance Act 30 ILCS 105 9 05 Grant Cycle The time period from with a start date to an end date on when funds may be obligated and used for the specific purpose of a grant agreement CSA Tracking Provider Budget User Manual Indirect Costs Those costs that have been incurred for common or joint objectives and cannot be readily identified with a particular final cost objective i e a particular Award Program service or other direct activity of an organization A cost may not be allocated to an award as an Indirect Cost if any other cost incurred for the same purpose in like circumstances has been assigned to an award as a Direct Cost The Provider is responsible for presenting costs consistently and must not include costs associated with its Indirect Cost Rate as Direct Costs The term Indirect Costs is synonymous with the term Administrative Costs See e g U S Department of Health and Human Services Grants Policy Statement January 1 2007 at Il 26 In these FY13 budget templates the row entitled allowable management and administrative costs is those indirect costs that will be reimbursed By DHS from supported by either an accepted indirect rate or some other approved allocation method Indirect Cost Rate Is a device for determining in a reasonable manner the proportion of indirect costs each Pr
27. f personnel Budget Wizard Direct Staff Executive amp Other personnel it will be on different pages Include the reward or recompense made for personal services rendered in by a Management Personnel providing support related services not identifiable to a specific contract or grant Leave the fields as is or blank and click Next if you have no more person to add Name First amp Last Name Title Personnel Type Management Staff Base Salary Bonus amp Incentive Other Reportable Comp Retirement amp Other Deferred Comp Health amp Dental Insurance Other Nontaxable Comp Payroll Taxes Total From Last Year 14 Enter in necessary MANAGEMENT STAFF information on this page 15 Click on the Save Next button and repeat step 7 or 20 CSA Tracking Provider Budget User Manual 16 Click on Save Next button then Save Next button again to advance to next step re Illinois Ae Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Add Edit Other Personnel Info Instruction Budget List This page is only for editing adding Other Staff For other type of personnel Direct Budget Wizard Staff Executive amp Management personnel it will be on different pages Include the reward or recompense made for personal services rendered in by a Other Personnel providing support related services not identifiable to a specific contract or grant Leave the fie
28. grant These include contractual payroll employees freight by a commercial carrier office equipment rental medical consulting fees auditing and accounting fees management services legal fees pharmaceutical services postage and postal charges and subscriptions Cost Center The smallest segment of a program that is separately recognized in the agency s record accounts and reports Program oriented budgeting accounting and reporting aspects of an information system are usually built upon the identification and use of a set of cost centers In the case of this budget template cost center would be equivalent to a specific contract or grant Cost Sharing Matching Requirement describes the portion of a programs costs that will not be borne by DHS Depreciation The expense which relates to a capital asset representing the expiration in the useful life of the capital asset attributable to wear tear and deterioration which is charged off during a particular period Direct Benefit Payment Payments paid directly for such items as tuition books and fees Direct Costs Those costs that can identify specifically with a particular final cost objective i e a particular Award Program service or other direct activity of an organization or that can be directly assigned to such an activity with a high degree of accuracy Direct costs may be charged based on a full time equivalent or pro rated basis A cost may not be assigned to an Award as
29. hat DHS only pays for allowable costs If you are uncertain if a cost element is allowable please contact your program contact BEFORE incurring costs This will help avoid any disallowance of the expenditure at a later time Also please remember that if any grant funds are to be passed through to a sub grantee you are required to inform them they are a sub recipient and ensure that they adhere to the federal requirements and regulations Navigating to the Provider Budget Section 1 When you have logged in the Provider Contract List should display 10 CSA Tracking Provider Budget User Manual a If facilities have not been setup for the provider then the facility information will need to be entered before you are able to view the Provider Contract List rms Illinois AL Department of Human Services Contracts My Info Facilities Budgets Provider Contract List Help Logout The budget s below need completed and submitted resubmitted Ey2012 System generated Please update Form Type for this budget EY 2012 jelect the Contract Number Link below to view print the contract he contracts are pdf documents Your browser must be able to open this type of file Vhen you select the link a new window will open with your browsers pdf viewer Agency Name Agreement Program KRIEG 1 9116902195 P30X KRIEG 1 Q11G002195 Z Notice Of Change POX KRIEG 1 4 44 POX KRIEG 1 44 Noti f Chan P90XxX KRIEG 1 40C000445
30. ility and Other Insurance 0 00 B advertising and Promotion 0 00 Postage 0 00 Memberships 0 00 Subscriptions 0 00 Licensure Fees 0 00 Continuing Education 0 00 Other Describe 0 00 Other Describe 0 00 Other Describe 0 00 29 Enter in all Contractual Services expenses for each funding source 30 To add expenses not listed rename Other to the expense listed 31 Click on the Save Next button to advance CSA Tracking Provider Budget User Manual res Illinois AY Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Travel Expenses G Instruction 7 x Budget List Costs for transportation meals hotel and other expenses associated with traveling on 3 business for the entity Budget Wizard Include expenditures directly attributable to official travel by members and employees involving reimbursement to travelers or direct payment to private agencies providing transportation or related services Out of state travel requires prior approval by the Department of Human Services and consideration among others will be given if the travel is complicit a requirement to the conduct of the contract or grant Enter services that are incidental to providing direct services under each contract grant Funding Source Program Name MANAGEMENT amp GENERAL Item Expense Travel In State 0 00 ravel Out of State 0 00 Other Describe 0 00 Other Describe 0 00 Other
31. lds as is or blank and click Next if you have no more person to add Name First amp Last Name Title Personnel Type Other Staff Base Salary 0 00 Bonus amp Incentive 0 00 Other Reportable Comp 2 0 00 Retirement amp Other Deferred Comp 0 00 Health amp Dental Insurance 0 00 Other Nontaxable Comp 0 00 Payroll Taxes 0 00 Total From Last Year 0 00 Back Save Next Save Finish Later Wizard Main 17 Enter in necessary OTHER STAFF information on this page 18 Click on the Save Next button and repeat step 7 or 19 Click on Save Next button then Save Next button again to advance to next step 21 CSA Tracking Provider Budget User Manual re Illinois AL Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Edit Direct Personnel Compensation Allocation Instruction The Full Time Equivalent FTE percentage entered should equate to the percentage of Ete total time rendering direct services on a specific contract or grant Budget Wizard The total allocation must be 1 00 Direct Personnel Name Bob James Title Direct I Funding Source Allocation ontract 11GRB00001 rogram REV ABS 0 FDA 99 125 L ype DHS ontract 11GRB00004 rogram P90X 5 FDA 99 124 ype DHS ar FCSRKO0013 rogram P90X o FDA 99 124 ype DHS ontract FCSRM00009 rogram REV ABS 0 FDA 99 100 pe ype DHS ontract FCSRM00009 REV ABS 5 FDA 99 222
32. mber Program Name Program Title Funding Source Type DHS Name of Grant Description Approved Amount o Sort Order o Save Save amp Add Another Funding Source Cancel 12 Enter in Necessary information for the funding source 13 Click on Save amp Add another Funding Source to add another funding source or 14 Click on Save this will take you back to the Funding Sources Page Note There are three funding sources that will automatically appear on your budget summary These are fund raising general and administrative costs and other You will see that this budget summary mirrors a traditional functional statement of expenses We need to have at least one column for each DHS agreement these should be populated for you and at least one column for each agreement you have at any other State of Illinois Agency In your FY13 agreement there is an Exhibit G which requests all other funding sources from the State of Illinois These amounts should be included in your budget submission You will need to add these by adding a funding source and select State of Illinois Non DHS as your funding type Click on the Budget Main Page button re Illinois Asse Department of Human Services Contracts Budgets Instruction Budget List Budget Wizard My Info Facilities Budgets Help Logout Fiscal Year 2012 Form Type Short Te change Form Type you must delete the budget and create a new one
33. mprovements and equipment Also see Attachment B paragraph 43 Rental costs of buildings and equipment for rules on the allowability of rental costs for land buildings and equipment 2 The unamortized portion of any equipment written off as a result of a change in capitalization levels may be recovered by continuing to claim the otherwise allowable use allowances or depreciation on the equipment or by amortizing the amount to be written off over a period of years negotiated with the cognizant agency Include a depreciation schedule as an attachment that supports your claim for depreciation and depreciation use allowance DEPRECIATION USE ALLOWANCE CANNOT BE CLAIMED IF THE ASSETS WERE PURCHASED WITH FUNDS PROVIDED BY THE GRANTING AGENCY Funding Source Contract Number 11GRB00001 Program Name REV ABS CFDA 99 125 Type DHS Expenditures Amount S oS o j f l S s 6 Direct Benefit Payment allowable Depreciation Depreciation Requested Allowable Management and General Back Save Nex Save Finish Later Wizard Main 22 For each Funding Source you will enter in a Benefit Payments b Allowable Depreciation c Depreciation 23 Click on the Save Next button to advance CSA Tracking Provider Budget User Manual res Illinois AS Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Square Footage Allocated by Funding Source eli hase th ied that i ired di bjecti The
34. ms nature of delivery and other particulars of goods delivered or services rendered Modified Accrual Basis This is method of accounting which recognizes revenues when they are both measurable and available to liquidate liabilities of the current period expenses are recognized when the contractor receives goods or services Net Revenue This is an entity s total revenue less its operating expenses interest paid depreciation and taxes Net Revenue is synonymous with Profit Occupancy The total amount incurred for the use of office space or other facilities including all utilities Also included here are the costs for outside janitorial services mortgage interest property insurance real estate taxes or similar expenses Do not include depreciation or any salaries of the entity s own employees CSA Tracking Provider Budget User Manual OMB Circular Means instructions or information issued by the President s Office of Management and Budget OMB to Federal Agencies Other Costs The amount of other expense items for which a separate line is not provided Other Revenue Sources Includes in kind contributions maintenance of effort MOE donations and other revenue sources raised by the non profit Payroll Taxes The amount of federal state and local payroll taxes for the year that is imposed on the organization as an employer Prior Approval Means written approval by an authorized member of DHS manageme
35. ng time 1 From the Budget List page click on the Add Budget Wizard button res Illinois aa Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Setup Budget Instruction Budget List State fiscal year begins on July 1st and ends on June 30th Budget Wizard There are two types of the budget form Long amp Short form Currently the wizard only supports the Long form To create a budget with Short form you must exit the Wizard and add the budget manually The Long form is comprised of sixteen schedules forms that you must complete On the other hand you only need to complete one form for the Short Form Once the budget record is saved you cannot directly change the form type In order to change the form type you must Delete the budget and recreate a new one You also must reenter all the data you had entered previously Thus before working on a budget you must know what type of form required for your budget Fiscal Year 01 Form Type on FN w o Management Allocation Save Next Cancel 2 Enter in the Fiscal Year 3 The Management Allocation is Not Used in the Long Budget It should be set at 0 4 Click on Save to save current screen or Next to save and advance re Illinois ANa Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Add Remove Budget Contacts Instruction Budget List Budget Wizard Budget s conta
36. nt evidencing prior consent Professional fundraising fees The costs incurred to outside fundraisers who conduct solicitation campaigns Profit Means an entity s total revenue less its operating expenses interest paid depreciation and taxes Profit is synonymous with Net Revenue Program Means the services to be provided pursuant to each Agreement Program Contact This is the DHS staff personnel assigned to monitoring the programmatic aspects of the agreement Receipts Payments received by an entity within a fiscal year Scheduled Payment Funds distributed to the grantee on a scheduled payment plan as determined in the agreements Subgrantee Subrecipient A non federal entity that expends federal awards received from a pass through entity to carry out a federal program but does not include an individual that is a beneficiary of such a program Statement of Functional Expenses A matrix style financial report the lists expenses by function by the various programs management and general expenses and fundraising components and also by the nature or type of expense such as salaries and rent Total Cash Assistance Requested This is the total allowable direct costs and associated allowable indirect costs based upon an approved indirect cost allocation plan This should be less than or equal to the agreement amount Total Cost of a Grant Program The total cost of a grant program is comprised of the allowable dire
37. nts to land buildings or equipment which materially increase their value or useful life are unallowable as a direct cost except with the prior approval of the awarding agency 4 When approved as a direct charge pursuant to paragraph 1 2 and 3 above capital expenditures will be charged in the period in which the expenditure is incurred or as otherwise determined appropriate by and negotiated with the awarding agency Enter equipment costs meeting allowability requirements 1 2 and 3 above providing direct services under each contract grant Equipment is not consumable in nature and does provide economic benefit beyond the current budgeted fiscal year Funding Source Contract Number 11GRB00001 Program Name REV ABS CFDA 99 125 Type DHS Item Expense Describe 0 00 SS Describe 0 00 Ee Describe 0 00 Back Save Nen Save Finish Later Wizard Main 38 Enter in all Equipment Outlays expenses for each funding source 39 To add expenses not listed rename Other to the expense listed 40 Click on the Save Next button to advance 27 CSA Tracking Provider Budget User Manual res Illinois Asse Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Information Technology Expenses J Instruction Budget List Budget Wizard Expenditures incurred for the lease rental or purchase of electronic data processing equipment and related devices supplies s
38. ogram should bear It is a ratio expressed as a percentage of the Indirect Costs to a Direct Cost base If reimbursement of Indirect Costs is allowable under an award DHS will not reimburse those Indirect Costs unless the Provider has established an Indirect Cost Rate covering the applicable activities and period of time unless Indirect Costs are reimbursed at a fixed rate If the Provider has a current applicable rate negotiated by a cognizant Federal agency the Provider shall provide to DHS a copy of its Indirect Cost Rate proposal and the acceptance letter from the Federal government If the Provider does not have a current applicable rate negotiated by a cognizant Federal agency DHS shall be responsible for establishing an Indirect Cost Rate for the Provider Information Technology This includes all expenditures for the lease rental or purchase of electronic data processing equipment and related devices supplies services including expenditures for the acquisition of electronic data processing equipment under multi year lease lease purchase or installment purchase contracts for terms of not more than 7 years In Kind Match Non cash match This is the amount of an entity s own in kind contributions which are required to be expended on a program that do not include cash Some examples include services that have been volunteered or commodities etc Invoice A document submitted by the provider showing the character quantity prices ter
39. ois 3 Ay Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Add Edit Executive Personnel Info Instruction a Budget List This page is only for editing adding Executive Personnel For other type of personnel gt Budget Wizard Direct Staff Management amp Other personnel it will be on different pages Include the reward or recompense made for personal services rendered in by an Executive Personnel providing support related services not identifiable to a specific contract or grant Leave the fields as is or blank and click Next if you have no more person to add Name First amp Last Name E Title Personnel Type Executive Staff Base Salary 0 00 Bonus amp Incentive po Other Reportable Comp 3 0 00 Retirement amp Other Deferred Comp 0 00 Health amp Dental Insurance o oo Other Nontaxable Comp 0 00 Payroll Taxes Do Total From Last Year 0 00 Back Save Next Save Finish Later Wizard Main 11 Enter in necessary EXECUTIVE STAFF information on this page 12 Click on the Save Next button and repeat step 7 or 13 Click on Save Next button then Save Next button again to advance to next step re Illinois Anaa Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Add Edit Management Personnel Info Instruction Budget List This page is only for editing adding Management Staff For other type o
40. ounting where revenue and expenses are recorded when cash is either received or spent Administrative Costs These are costs that have been incurred for common or joint objectives and cannot be readily identified with a particular final cost objective i e a particular Award Program or other direct activity of an organization A cost may not be allocated to an Award as an Indirect Cost if any other cost uncured for the same purpose in like circumstances has been assigned to an award as a Direct Cost A provider is responsible for presenting costs consistently and must not include costs associated with its Indirect Cost Rate as Direct Costs The term Administrative Costs is synonymous with the term Indirect Costs See e g U S Department of Health and Human Services Grants Policy Statement January 1 2007 at Il 26 Allocable Costs Costs that is allocable to a particular cost objective if the goods or services involved are chargeable or assignable to such cost objective in accordance with relative benefits received or other equitable relationship Costs allocable to a specific Program may not be shifted to other Programs in order to meet deficiencies caused by overruns or other fund considerations to avoid restrictions imposed by law or by the terms of this Agreement or for other reasons of convenience CSA Tracking Provider Budget User Manual Allowable Costs Costs that is associated with DHS Programs which are reimbursable
41. te The budget submission is due from the provider within thirty days of the executed contract Budget Revision Any changes to a budget line item greater than 10 must be approved by DHS Budget Submission When the budget is submitted an email notification will go to the applicable program areas within DHS as well as the Office of Contract Administration to begin reviewing the proposed budget Capital Expenditures This is a disbursement for the acquisition of assets of a depreciation dollar value that has a useful live extending beyond one reporting cycle Remember capital expenditures for general purpose equipment buildings and land are unallowable as direct charges except where approved in advance by DHS and the awarding agency Capital expenditures for special purpose equipment are allowable as direct costs provided that items with a unit cost of 5000 or more have the prior approval of DHS and the awarding agency Capital expenditures for improvements to land buildings or equipment which materially increase their value are unallowable as a direct cost except with the prior approval of DHS and the awarding agency In situations where appropriate approvals have been obtained capital expenditures will be charged in the period in which the expenditure is incurred or as otherwise determined appropriate by and negotiated with DHS and the awarding agency Cash Basis This is a method of accounting that recognizes the financial effect of trans
42. this year for your convenience in inputting your budget information and reducing your inputting time One more word of caution before you start Just remember that you can only have one type of budget in CSA tracking So let s say you are starting with inputting a short budget and then want to change to a long budget template You will have to delete all the work and start over if you want to make the switch Please take some time up front deciding which template best fits your needs Creating New Short Form Budget 1 Click on the Add Budget button 12 CSA Tracking Provider Budget User Manual res Illinois ANa Department of Human Services Contracts My Info Facilities Budgets Help Logout Budgets Instruction Budget Budget List Fiscal Year Budget Wizard Form Type al Form Type cannot be changed after saved You must know what type of form required for your budget Management Allocation 7 Contacts Status Save Save amp Update Contacts Cancel 2 Enter in the Fiscal Year of 2013 Select Short for the form type from the drop down screen Management Allocation The management allocation is the maximum percent allowed for reimbursement of your indirect costs Everyone is preset at 0 This field does not extrapolate to any calculations but is an informational field only If your funding level is below 250 000 this should remain at 0 and if there are indirect costs that you are requesting to b
43. wever if you decide to submit a long budget you will not be required to submit an indirect cost proposal Budget submissions are due to DHS within 30 days of the execution of the agreement DHS will provide feedback to you within 60 days of the budget submission of acceptance rejection or modifications that are needed Where is the budget templates located The budget templates are located in the same portal as your community service agreement at https grants dhs illinois gov gpsecure gtp You will find that much of your information on your DHS agreements have been pre populated for your convenience Glossary of Terms Before you get started on inputting your budget for FY13 you might want to spend a few minutes refreshing the terminology we will use throughout the instructions Here is a quick reference guide for you on those terms Accounting System Grantees must have an established accounting system prior to being awarded a grant It must provide adequate internal controls to safeguard assets insure fund accountability by cost category assure accounting data accuracy and reliability and comply with government requirements and accounting procedures Accrual Basis This is a method of accounting that recognizes the financial effect of transactions and events when they occur regardless of the timing of the related cash flow Revenues and expenses are recognized when they are incurred and are measurable as opposed to the cash basis of acc
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