SUPPLEMENTAL NUTRITION ASSISTANCE (SNAP) OUTREACH PARTNERSHIP APPLICATION AND BUDGET TRAINING

Transcription

1 SUPPLEMENTAL NUTRITION ASSISTANCE (SNAP) OUTREACH PARTNERSHIP APPLICATION AND BUDGET TRAINING 1

2 PURPOSE Explain how community and faith based organizations can partner with DES to impact the hunger crisis in communities they currently support Funding available to organizations interested in providing education about benefits of SNAP and creating/increasing points of access for eligible individuals and families How to fill out the application to become a partner 2

3 GOAL OF TRAINING Organizations attending this training should expect three things: Reviewing the value of the partnership model Understand funding support available Understand how to apply for the partnership 3

4 # of Partners SNAP PARTNERSHIP The SNAP Partnership is a network of 48 community based organizations working in Arizona State, on SNAP outreach and/or application assistance, committed to using a holistic approach to address hunger Network Growth Year # of partners % growth 50% 133% 51% 50% Goal 4

5 ARIZONA S OPPORTUNITY TO IMPACT THE HUNGER CRISIS Two resources that help provide leverage and opportunity to impact Arizona s hunger crisis include: Helping families obtain access nutritious and necessary food Trusted relationships within communities 5

6 WHY? SNAP is our nation s first line of defense against hunger. More than half of SNAP recipients are children, seniors, veterans and people with disabilities. Meanwhile, low-wage workers who do not earn enough to afford sufficient food for their families make up an increasing number of SNAP recipients. 6

7 PARTNER SUPPORT The Department of Economic Security The Department of Economic Security (DES) is the state agency responsible for oversight of SNAP eligibility. The Arizona Community Action Association ACAA serves as the Partnership lead. DES partners with community and faith based organizations who choose to conduct SNAP outreach, screening, and application assistance 7

8 TAPPING INTO TRUSTED RELATIONSHIPS Partnering with community and faith based organizations that have already developed trusted relations with low income families increases DES s opportunity: Expand our ability to connect with and inform families throughout AZ about the nutritional benefits of SNAP Increases points of access for families who are potentially eligible to apply for SNAP benefits 8

9 GOAL # 3 COLLABORATION It is only when we place all services and community supports in the same boat, rowing in one direction, that we will reach the shore of strengthening the citizenry of Arizona (Clarence Carter, Director of the Department of Economic Security) 9

10 YOUR COMMUNITY AND OPPORTUNITIES FOR OUTREACH 15% in United States 17.2% in Arizona. District District Poverty Children Women African Americans Asian Latino 1 24% 33% 24% 22% 0% 26% 42% 2 14% 22% 15% 27% 10% 22% 19% 3 15% 22% 16% 36% 12% 33% 36% 4 33% 44% 34% 28% 18% 38% 36% 5 14% 19% 14% 15% 16% 24% 35% 6 13% 17% 14% 16% 10% 24% 39% 7 27% 36% 28% 18% 13% 32% 52% 8 14% 20% 14% 20% 11% 20% 18% American Indian/Alaskan Natives 2011 Poverty Data by Congressional District - September 20, 2012 Half in Ten

11 # OF APPLICATION DES RECEIVES TOTAL Apps Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec Total CA only 1,930 1,436 1,606 5,494 5,949 5,728 6,732 6,188 5,485 4,311 3,558 3,755 52,172 CA / NA 6,470 4,771 5,560 1,682 1,703 1,595 2,127 1,842 1,667 1,429 1,296 1,359 31,501 CA / NA / MA 1, ,291 5,965 5,953 7,122 6,650 5,770 5,015 4,443 4,817 54,781 CA / MA 33,905 26,295 27, ,352 1,246 1,072 1,110 1,020 1,122 97,663 NA only 66,698 52,373 56,850 28,589 29,483 27,066 31,596 30,457 27,444 24,050 20,483 23, ,102 NA / MA 31,584 26,804 27,917 58,122 59,388 54,581 61,761 61,411 54,058 56,391 47,589 54, ,004 MA only 147, , ,735 29,367 28,711 27,687 31,144 28,706 27,064 36,553 33,842 40, ,279 ALL Programs: 289, , , , , , , , , , , ,903 1,921,502 11

12 WHAT ASSISTANCE ARE COMMUNITIES REQUESTING Total Applications 1,921,502 (AHCCCS/Cash /SNAP) Total Applications that included Cash 12% Total Applications where only SNAP requested 22% Total Applications where only AHCCCS requested 35% Percentage of applications that include SNAP 57% 12

13 REQUESTING USDA FUNDING Each year, DES creates a SNAP Information plan for USDA, detailing how information about SNAP will be conveyed to communities in need and how access to the program will be made as simple as possible. The Information plan also details allowable expenditures that support the states plan. 13

14 PROPOSED OUTCOMES OF THE PLAN Increase annual participation among low income children, families, and individuals, defined as those who are at or below 130 percent of the Federal Poverty Level (FPL). Maximize the use of existing local, state, and federal funds to assist in meeting the needs of potentially eligible people in Arizona. Maximize the benefits of our partnerships through training and collaboration with existing community and faith-based organizations providing support, access, and education for the SNAP Program for seniors, families, individuals, and communities. Increase points of contact for special populations with disproportionate levels of poverty and unemployment. Improve customer satisfaction and reduce the stigma of applying for SNAP by having assistance available at customer points of contact with trusted partners. 14

15 WHAT IS THE FUNDING STRUCTURE OF A STATE OUTREACH PLAN? 15

16 USDA SUPPORT State agencies (DES) can receive fifty percent reimbursement from the USDA for allowable administrative costs, including program informational activities that inform low-income households about the availability, eligibility requirements, application procedures and the benefits of SNAP The funding DES receives from the USDA is used to reimburse our partners for allowable activities that support SNAP education and application assistance. 16

17 DES is reimbursed 50 percent for allowable administrative program costs that are reasonable and necessary to operate approved activities. Outreach which includes application assistance is an allowable administrative cost to SNAP. 17

18 SNAP is not a match program in which every dollar of State agency funds is paired with a dollar of FNS funds to pay expenditures. It is a reimbursement program in which State agencies pay approved, reasonable and necessary administrative costs (including for outreach) and are reimbursed for 50 percent of those expenditures by FNS. 18

19 The USDA permits State SNAP agency to conduct outreach activities on its own or hire a contractor to conduct the activities. The contractor must bill the State agency according to the terms of the contract and FNS will reimburse 50 percent of the State outlay. Federal reimbursement is subject to the availability of Federal funds. The State agency must maintain records for three years to support costs claimed (7 CFR277.4(c) (d) (e).) 19

20 HOW IS THE PARTNERSHIP FUNDED? Funding is based on expenditures on allowable activities. 20

21 WHAT IS AN ALLOWABLE ACTIVITY? USDA defines which activities are Allowable. Examples of the most common Allowable Activities include: Eligibility prescreening ( Application assistance ( Providing help with scanning or faxing documents for applicants Providing a phone to call DES and/or complete telephonic interview Providing outreach on site or at events Training or assistance to other outreach organizations Distribution of SNAP outreach materials on site or in community Assistance in signing up for and using My Family Benefits 21

22 SNAP Outreach Plan Guidance 22

23 FUNDING YOUR OUTREACH ACTIVITIES Partners must be able to support 100% of their SNAP outreach and access program costs up front. Federal funds may NOT be used to draw down a reimbursement for this Partnership. 23

24 REIMBURSEMENT (CONT.) Reimbursement can take up to 2 months to complete Reimbursement is subject to approval by USDA based on allowable activities and partner reporting 24

25 THE PARTNERSHIP APPLICATION 25

26 DOCUMENTS REQUIRED Partnership Agreement and Payee Form (completed and signed) Agency Description and Scope of Work Budget Justification Partner Memorandum of Understanding (completed and signed by Organization s Official Representative) Partner Assurances Staffing Budget (see Excel Spreadsheet) Program Line Item Budget (see Excel Spreadsheet) Location and Service Hours (Excel Spreadsheet) Organization s current W-9 (Please refer to your Community Organization Partner Application Instructions for more guidance on page 2 of application) 26

27 All documents are available on ACAA s website 27

28 FORMAT The following documents must be submitted in its original format. PDF documents can be maintained for your record, but are not acceptable formats to submit application. 28

29 FEDERAL FISCAL YEAR 2015 SNAP PARTNERSHIP APPLICATION (Sign, scan, and in pdf the following documents) This contains the: Partnership Agreement and Payee Form MOU Partner Assurances IRS W9 Form 29

30 BACK IN ORIGINAL FORMAT Agency Description and Scope of Work Federal Fiscal year 2015 Program Line Item Budget Federal Fiscal Year 2015 Staffing Budget Federal Fiscal Year 2015 Location and Service Provided Form Federal Fiscal Year 2015 Budget Justification Form 30

31 31

32 Agency description Scope of work 32

33 AGENCY DESCRIPTION 1. Please provide a few brief sentences about your organization, including your mission, brief history, and any relevant experience or programs. This information will be provided to DES and USDA and may also be published on the ACAA and DES websites. Mission: History: Relevant experience/programs: Locations: Complete the Federal Fiscal Year 2015 Location and Service Provided Form 33

34 Full service 34

35 Self- Service 35

36 SCOPE OF WORK Please provide a brief narrative describing the activities you intend to complete for Federal Fiscal Year 2015 below. The activities included here should reflect your Partnership Agreement and Payee Form as well as your Budget (program and staffing) and Budget Justification. This Scope of Work is designed to give ACAA a clear understanding of the intended use of your funds and ensure your reimbursement is based on USDA Allowable Activities. 36

37 1. Please check each activity you plan to do as an outreach, self-service and/or full-service partner for Federal Fiscal Year 2015 ( ) 2. Write the narrative under each activity you plan to do. Only explanations for the activities you anticipate doing are needed. Full service partners do not need to explain Self-service partner activities. 3. List employment titles, and not employee names. 4. Include specific activities each position performs. 5. Please be sure your Scope of Work includes ALL planned activities and be as specific as possible regarding which staff responsibilities. 37

38 SCOPE OF WORK & PARTNERSHIP LEVEL 38

39 SCOPE OF WORK & PARTNERSHIP LEVEL 39

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43 FUNDING MODEL AND PREPARING YOUR BUDGET 43

44 EXPENSES All costs must be allowable, reasonable, and necessary. All costs reimbursed by FNS must be valid obligations for the organization s SNAP Outreach activities. Reasonable costs are those that: Provide a program benefit generally commensurate with the amount incurred. Necessary costs are those that: Are needed to carry out essential functions SNAP outreach and/or application assistance. 44

45 WHAT ADMINISTRATIVE EXPENSES ARE ALLOWABLE? Allowable administrative costs are operational costs for outreach, including all administrative expenses that are reasonable and necessary to operate approved outreach activities. Allowable administrative expenses include: Salaries and benefits of personnel involved in outreach and administrative support; Office equipment, supplies, postage, duplication costs and travel necessary to carry out the project s objectives; Development and production of outreach materials when no other appropriate materials exist Lease or rental costs Maintenance expenses Other indirect costs and Charges for travel for the purpose of fulfilling the approved outreach plan based on official State, local or university travel regulations. 45

46 WHAT ADMINISTRATIVE EXPENSES ARE UNALLOWABLE? Unallowable costs per 2 CFR 225 (OMB Circular A-87) and 2 CFR 220 (OMB Circular A-21) for State and local governments include: Contributions and donations (usually these are political in nature). Costs that are primarily for entertainment, amusement or social activities. (Note: Meals are cited in the OMB regulations as unallowable but within the context of training, meals might be allowable.) Fines, violations or penalties for failure to comply with Federal, State, or Local laws. Legislative expenses. Alcoholic beverages. 46

47 ALLOWABLE VS. UNALLOWABLE COST SNAP Outreach Plan Guidance 47

48 DOCUMENTS EXPLAINING YOUR BUDGET Budget Details and Narrative (Word) Project Line Item Budget (Excel) Staffing Detail (Excel) 48

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50 EXPENSES Partners must provide a program budget for the full program costs 50

51 REIMBURSEMENT For every $1 spent on allowable activities: Partners receive 40 cents ACAA receives 6 cents DES receives 4 cents 50 cents is not reimbursed Reimbursement Partner ACAA DES Not Reimbursed 51

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53 SNAP OUTREACH BUDGET DETAILS AND NARRATIVE Purpose: Provide a budget narrative that explains and justifies each cost and clearly explains how the amount for each line was determined. Example: Supplies: TOTAL COST: $ X,XXX Describe how the figures in the line item budget were calculated. Show Calculations: i.e. (Total Cost X SNAP Activities % = $Cost) or (# of units X $ cost/unit = $Cost) 53

54 Staffing Detail 54

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56 HOW SHOULD EMPLOYEES RECORD THEIR TIME? Time and effort reporting is required for all paid staff (full and part time) and volunteers supported by the outreach plan. Time records are used to calculate the charges, including salaries and benefits, for time spent on allowable activities. Volunteer time is not a reimbursable cost, but all the expenses associated with volunteers are (space, equipment, etc.) Maintain completed time records for audit. 56

57 TIME TRACKER SAMPLE #1 57

58 TIME TRACKER SAMPLE #2 58

59 See staffing detail total column 59

60 60

61 See line item (g) on Budget Narrative 61

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63 Must use the State approved mileage rage of $.445 per mile 63

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65 Amount same as Budget justification and Staffing Budget 65

66 All budget documents, agency description and scope of work must be submitted using documents provided. Format must remain consistent with original form to include: Word document Arial, 11 font 66

67 TIMELINE FOR APPLICATIONS May 15, Partnership applications due to ACAA alee@azcaa.org DES to Submit State Plan to USDA for approval September Agencies will be notified of partnership approval/denial via . *Very important to ensure correct contact information is provided and updated if person to notified changes after application is submitted. October 1 Partnership year begins 67

68 QUESTIONS? 68

69 CONTACT US Amanda Lee Outreach and Community Development Manager Arizona Community Action Association 2700 North 3 rd St., Suite 3040 Phoenix, AZ alee@azcaa.org Donna Roberts Hunger Relief Specialist Arizona Department of Economic Security Division of Benefits and Medical Eligibility Hunger Relief Program 1789 W Jefferson Ave Phoenix, AZ droberts@azdes.gov 69