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Ken Caldwell, Director of Job and
Family Services and Assistant Director, Anita Smith, were
present to give a PowerPoint presentation to the Commissioners
regarding the fiscal responsibilities of the agency and the team
that handles those responsibilities:
JFS FISCAL
The Fiscal Department is operated
by:
Dianne Fink, Fiscal Specialist
Janis Hoffman, Fiscal Specialist
Anita Smith, Assistant Director
JFS FISCAL
Responsibilities
Human Resources
Fiscal
HUMAN RESOURCES
Hiring
Process
-
Post open position within JFS
for 5 days
-
Advertise in the Newspaper and
post on County Website.
-
Review Applications
-
Interviews Are Held With An
Interview Team
-
Second Interviews are held
-
An applicant is selected and a
Personnel Action form is prepared and forwarded
to Commissioners for their approval.
-
Pre-employment back ground
check is done through Web-Check -
fingerprinting.
-
Orientation for new hires
* Orientation Process in Fiscal
1. New hire packet is compiled
for new hire.
The packet includes
information on Health
Insurance, HSA Account, Life
Insurance,
PERS, Direct Deposit,
Payroll, and all the
necessary forms.
2. The employee is asked to
review the
Employee Handbook which is on
the JFS
shared drive.
3. Explanation of our TimeForce
software which
is our Web based Time Clock
4. Telephone System, Voice Mail,
Travel
Request Reimbursements, Cell
Phones, and
RMS are also reviewed.
* Payroll Process
1. Checking employees time on a
bi-weekly basis
to make sure that all full-time
employees total
80 hrs. on the TimeForce
system.
2. Enter payroll information on the
Job & Family
Services payroll spreadsheet
3. Enter pay information into
County Remote
Payroll System
4. Review balance of sick, vacation
and comp-
time to verify accuracy with
the Payroll Dept.
5. Distribute Payroll Checks
* HR Duties:
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Maintain Personnel files
-
Training Certificates
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Education Certificates
-
Job Descriptions
-
Emergency contacts
-
Evaluations
-
Personnel Actions
-
Correspondence
-
Health Insurance & HSA Accounts
-
Medical Records
-
Act as contact between the
Payroll Department and the JFS Employees
-
Resource for questions
regarding Policy Manual and TimeForce
-
Expense reimbursements
-
Cell Phones
-
Gas Cards
-
Wal-Mart Cards
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Perform exit interviews when an
employee leaves.
FISCAL - FUNDING
Public
Assistance
Children
Services
Child
Support Enforcement Agency
WIA
Workforce Investment Act
FISCAL
FUNDING SOURCES
Federal
and State Allocations are received by all Departments.
County
General Fund obligations are received by all Departments with
the exception of WIA.
Allocations Received:
1.Child Support - We receive a
State Match Allocation and Incentive Match Reduction Allocation,
the balance of the funding is 66% Federal dollars and the County
is responsible for the balance (up to 34%).
2.Public Assistance - Day Care
expenditures are reimbursed on qualified children in approved
Day Care facilities with Federal Pass thru dollars. Another
example of Federal Pass thru dollars would be Medicaid
Transportation.
3.Children Services Allocations
and reimbursements are based on Foster Care eligible
expenditures under IV-E.
4.We also act as the pass through
agency for Federal Funds such as WIA and Help Me Grow.
COUNTY OBLIGATIONS
PCSA
Cost of Board and Care that is not covered by IV-E.
CSEA
County Obligation up to 34% of budget.
PA
- Mandated Share which is calculated by the State by a
formula.
Public Assistance Allocations
Income
Maintenance Control
Regular
TANF
Social
Service Operating
Federal
Social Services
Title
XX TANF Transfer
Child
Care
Food
Stamp Employment & Training
Help
Me Grow
Child Support Allocations
State
Match
Incentive
Reduction Match
Public Children Services
Allocations
State
Child Protective Allocation SCPA
Chafee
Federal
Title
IV-B
ESAA
Family Preservation
ESAA
Family Reunification
Adopt
Ohio Kids
WIA
Funding
Sources
Youth
(In School & Out of School)
Adult
Dislocated
FOSTER CARE REIMBURSEMENT
This
is for IV-E Eligible Children in IV-E Eligible Foster Homes.
Each
month the 1925 invoice is prepared to claim reimbursement from
ODHS for allowable placement costs. Foster Care reimbursable
costs includes: shelter, clothing and graduation expenses.
Financial Reports to the State:
The
Cash Flow Forecast is used for the monthly draws from the State
in PA (which includes PCSA expenses) and CSEA. To forecast the
cash that is necessary for the quarter, we look at expenses
from the past quarter and estimated expenditures for the next
quarter such as payroll and any additional expenses.
Financial Reports:
At
the end of each month we balance each fund with the Auditors
Office and our PET & QUIc System. Monthly reports are submitted
to the State to track expenditures in PA, CSEA, PCSA and WIA.
From the monthly reports, expenditures and receipts are
reconciled quarterly by the State. At the end of the State
Fiscal Year, the State will determine if the County JFS is owed
funds or if the County JFS owes the State.
Financial Reports:
WIA
expenditures are reported to Area 7. Area 7 reports to the
State thru Montgomery County JFS, who receives the draw for all
of Area 7 and will distribute the funds to the county based on
the expenditures (reimbursement/accrual basis).
RANDOM MOMENT SAMPLE PROCESS - -
RMS
Purpose: The Random Moment Sample
Observation form data is used to distribute combined
administrative costs for Income Maintenance, Social Services and
Child Support.
Quarterly
reports sent to the State for RMS reporting
FINANCIAL REPORTS cont.
SSRMS
Certification Quarterly we receive a reconciliation from the
State of our RMS activities, along with administration costs for
PCSA. The State processes the statistics and prepares a
certification form that we must identify which funds we want to
use to cover expenses that have not been allocated. (SCPA,
Title XX, IV-B)
Full
Time Equivalency - FTE - is reported to the State on the
4290 Report. This report represents all agency employees, it is
used to distribute shared costs and to respond to federal
reporting requirements in regard to FTEs.
MONTHLY FINANCIAL REPORTING
JFS
contracts with MAXIMUS out of Columbus for financial management
programs.
PET
is used for recording our receipts and expenditures
Quic
is used as a reporting tool to the State for receipts, expenses,
coding of the same, and RMS.
MONTHLY FINANCIAL REPORTING cont.
Information
from PET & QUIc is uploaded to the State and the State prepares
CORe Reports which are reconciled with the Countys monthly
financial reports. A Quarterly CORe Over and Under Report is
issued from the State and indicates the amount of the
Allocation, expenditures, draws and balance remaining.
Payments to County General Fund
Cost
Allocation Plan
Property
Insurance
Building
Services
Support
Services
Building
Use Payment Agreement
Other Duties
Procurement
Supplies and equipment purchases
Depreciation
Inventory
tag new items, compile inventory list for each employee by
Department, provide list for disposal-auction
Back-up
for 2nd Floor Front Desk greet clients, answer
phones; take in receipts; process mail and County Office run on
an as needed basis
Budget Process
Preliminary
budget and anticipated receipts are figured in May of each year.
The
final budget is done in November.
There are a lot of years in JFS
Years!
County
Fiscal Year - - -
Calendar
Year
January
thru December
State
Fiscal Year - - -
July thru
June
Federal
Fiscal Year - - -
October
thru September
WIA:
Identified
by Federal Year and Program Year
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