
Types of expenses can include:
◦ Salary and Benefits
◦ Subcontractor
◦ Non-labor costs of services and supplies

Costs of staff who time survey are not direct
charge

Requirements:
◦ Staff costs must be 100% attributable to a single
Medi-Cal eligible activity
◦ Staff whose costs are direct charged must still
attend an annual time survey training
◦ Staff must perform reimbursable activities 100% of
the time or in distinct and documented blocks of
time
◦ Staff time must be documented/logged
◦ Staff must complete “Staff Certification of Direct
Charge Time” each quarter

Common MAA activities for direct charge
include:
◦ Code 8 - Facilitating Medi-Cal Application
◦ Code 10 - Arranging and/or Providing Non-Emergency,
Non-Medical Transportation to a Medi-Cal Covered Service
◦ Code 19 - MAA/TCM Coordination and Claims
Administration

Identifying staff information

Date activity was performed

Amount of time spent

Total hours paid for day, month, or quarter

Activity description

Contract can be direct charged if it:
◦ Describes the claimable activities to be performed
◦ Specifies the dollar amount for each claimable
activity

Contingency fees cannot be direct charged



Normal day-to-day operating expenses
necessary to run the claiming unit
Overhead costs not included in indirect rate
Identify these costs and develop backup
documentation showing detail and amount to
be claimed

Non-salary and/or overhead costs associated
with MAA specific reimbursable activities
(‘non-salary costs’):
◦
◦
◦
◦

Travel
Training
Printing
Computer, or other equipment costs
Supporting documentation to substantiate
any non-salary and/or overhead direct
charges


Transportation Costs for Medi-Cal enrolled
individuals to a Medi-Cal non-emergency
covered service
Need to track:
◦
◦
◦
◦
◦
◦
Client name
Client Medi-Cal ID
Date of service
Type of Medi-Cal covered service/provider
Mileage, van operating costs, insurance, driver, etc.
Bus tokens, taxi vouchers, etc.






Staff or contractor must be listed on the CUFG
Staff must be trained annually
Staff must sign a Duty Statement
Corresponding Activity Sheet must reflect if staff or
contractors are direct charging rather than time surveying
Program Planning & Policy Development can be direct charged
when performed full time by an employee whose tasks
officially involve program planning and policy development
LGAs may also utilize the staff classification and payroll
coding documents to verify the reimbursable costs for staff
that perform Medi-Cal eligible services and/or activities 100
percent of the time

Cost Pool 4:
◦ Expenses that can be directly charged to CMAA at
enhanced rate

Cost Pool 5:
◦ Non-SPMP expenses that can be directly charged to
CMAA
◦ CMAA specific contracted costs
2016 LGA Annual Conference
12
LGA:
Claiming Unit:
Code
Name:
(Full-time Employee)
July
Note: Total Paid Hours should match time card.
Date
MAA Activity Description
MAA
Coord/Claims
TOTAL PAID Admin Direct
HOURS
Charge
General
Admin.
Paid Time
Off
Other
Programs
7/1
Reviewed time surveys.
8.00
2.00
1.00
5
7/2
Attended MAA invoice training.
8.00
5.00
1.00
2
7/3
Worked on MAA invoices.
8.00
3.00
0.50
7/4
8.00
4.00
8.00
0.5
Name of LGA
Submittal Date
Name of Claiming Unit
Number of Staff
Address
Contact Person
Phone Number
Description of Claiming Unit Functions
MEDI-CAL ADMINISTRATIVE ACTIVITY CODE
NUMBER OF STAFF
(ENTER NUMBER OF STAFF UNDER EACH ACTIVITY)
STAFF JOB CLASSIFICATIONS
SPMP
NONSPMP
DIRECT
CHARGE
4
6
8
10
12
13
15
16
17
18
19
MAA Coordinator
1
1
Subcontract – MAA Time Survey Software
X
X
20
Direct Charge
•
•
•
Only document time
spent on reimbursable
activity
Great for individuals
who perform an activity
in a block of time
Good option for some
contractors, when
contract clearly
describes activity and
cost for that activity
Time Survey
•
Does not require a
log of activities
•
Allows for multiple
codes to be claimed
during the same
encounter
REVENUES WORKSHEET
 Identify all revenues within the budget unit
 Sort between Non-Offset and Cost Pools 1 – 6
 Revenues are used to determine the net cost of
MAA eligible activities for federal reimbursement
OFF-SETTING REVENUES
 Revenues that must be Off-Set:
 Federal funds
 MOE (Maintenance of Effort)
 Local match for federal funds
 State match for federal funds (including Medi-Cal fee-
for-service revenue)
 State “carve out” programs like CCS, CHDP
 Payments collected from non-governmental sources for
the delivery of direct client services
NON-OFFSET REVENUES
 County General Funds
 Realignment Funds (MVLF and Sales Tax)
 The exception: Required match for programs such as
CCS and CHDP
 Other Local Public Entity (LPE) Funds (First 5)
 MHSA
 MAA Reimbursements
 Potentially other revenues that not required to
offset expenses
CPE Compliance
Claiming Units must have enough non-offset
funds to equal or exceed the amount of
reimbursement being claimed for the MAA
Program.
Invoice – Claim Calculation Tab
Non-Offset Revenues Tips
Things to consider:
Failure to identify non-offset revenues will very likely
reduce the total invoice amount!
Identifying revenue incorrectly as non-offset will very
likely result in an audit exception!
Be sure of the classification of revenues or seek
assistance.
QUESTIONS & DISCUSSION