Reporting Materials and Training Costs in SC KIT Prevention

Conference Call Supplement June 2008

Michelle Nienhius, MPH, NPNSteven Burritt, MPH, CSPPCrystal Gordon, MSW, CPP

Purpose of the Conference Call

• To answer questions you have regarding how or what to report in materials and training costs for each program in KIT

• To provide a brief refresher on expectations of materials and training costs reporting from counties

• To help you complete reporting of materials and training costs with as much clarity and ease as possible

About the Conference Call…

• We will discuss frequently asked questions (FAQs) pertinent to reporting materials and training costs

• Please feel free to ask additional questions as or if they arise

• As always, if you think of additional questions later please call or email us!

Why ReportThese Costs?

• Material and training costs make up two-thirds of the per participant cost for each program (staff cost is remaining factor)

• Per participant cost is the total cost of a program divided by the number of participants in a program.

• Per participant cost is used to determine if program costs fall within cost bands

• Cost bands are a NOMs (National Outcome Measures) created by SAMHSA/CSAP to determine program cost effectiveness

For Which ProgramsDo You Report Cost?

• Materials and training costs should be reported for ALL programs you have in KIT this current fiscal year

• If there were no materials and/or no training costs for a program this fiscal year, you need to enter a zero in KIT to reflect that there were no costs associated with the program

Are Exact DollarAmounts Expected?• As much as reasonably possible you are

expected to provide actual dollar amounts for training and materials costs

• We recommend that you: 1) work with your agency’s Finance Director to calculate materials and training costs OR 2) verify dollar amounts you determine on your own with your agency’s Finance Director if you kept track of costs throughout the fiscal year, and 3) Ask for Finance Director’s help early—don’t wait until the last minute!

General Tips

• It may be helpful to think about one program at a time

• Think about all the things you needed to do to implement the program this current fiscal year

• Next, think about which of those things costs you money this year and also think about which of those things you paid for in the previous fiscal year but used for the first time this current fiscal year

General Tips

• Remember to split the costs of materials if you used them for the first time this fiscal year for multiple programs—it is your choice how you split the costs

• Think about whether you feel your copying and/or in-county travel costs for a program are substantial enough to include in materials costs—including these costs is your choice

General Tips

• Add your materials costs and training costs for the program—for some programs you may have zero materials and training costs

• Enter your materials costs and training costs for the program in KIT

• Lock in the materials costs and training costs for the program when you are positive they are final

• It is important for you to feel confident about your reported materials and training costs.

• You will want these amounts to be as accurate as possible when they are reported back to you and your agency director

• Call or email us if you have any additional questions

• Please remember to lock in materials and training costs for each program by July 18, 2008!

General Tips

What areMaterial Costs?

Materials costs are all things you had to spend money on that were integral to delivery of a program

What areMaterial Costs?

Possible Material Costs are:1) participant manuals/workbooks2) incentives for participants of programs/strategies (food, snacks, gift cards, t-shirts, etc.)*3) law enforcement equipment directly used for environmental strategies4) laptops if needed for program implementation

5) fee paid to hold a program in a particular location

What areMaterial Costs?

6) substantial travel costs for implementation: include these costs at your own discretion

7) printed materials for programs/strategies (brochures, pamphlets, etc.)

*Food cost should only be used if meals were an integral part of program implementation, such as with the Strengthening Families program.

It is possible that you will have no materials costs for some programs this fiscal year. For example if you ordered free Information Dissemination brochures from SAMHSA’s clearinghouse and the brochures were the only materials used for the program, it [the program] would have $0 materials costs.

Materials Bought Previous Year, Used Current Fiscal Year

• Report only costs for materials USED this fiscal year

• Example: If you purchased 100 Too Good for Drugs student workbooks last fiscal year and used 50 of those workbooks in current fiscal year, report only the cost for the 50 used in current fiscal year

Materials Integral toTwo or More Programs

• If you purchased and/or used materials or equipment for the first time during the current fiscal year that are integral to the implementation of two or more programs, you will need to split the costs across programs. There is no particular formula for doing this so you can do it in a way that makes the most sense or is most logical to you/your agency

Materials Integral toTwo or More Programs

• Example 1: If you bought an LCD projector and used it to implement programs for the first time during the current fiscal year you will need to decide how to divide the total cost of the LCD projector by each program for which it is integral

• Example 2: If you bought an LCD projector last fiscal year but used it for the first time this current fiscal year you would include its costs in your materials costs for programs

Are Program Travel Costs Materials Costs?

• Include the cost of travel to and from locations where you implement programs at your/your agency’s discretion. If you think the distance traveled to implement a program were substantial you can closely estimate travel costs and report them as materials costs.

Can In-House Copying Costs of Program Materials Be Included?

• In-house printing costs can be included at your/your agency’s discretion. If the amount of copying is negligible you can choose not to include it. If you think copying costs for materials such as pre and post tests or non-copyrighted participant workbooks/manuals were substantial, you can closely estimate copying costs and report them as materials costs for a program(s)

What Items are Not Materials Costs? • General office and copying supplies costs

should not be included as materials costs• Cost for laptops or other equipment used this

fiscal year that was purchased and used during a previous fiscal year should NOT be included as materials costs

• If you purchased materials or equipment for a program during the current fiscal year that you have not and will not use by June 30, 2008, do not include them in your materials costs.

What areTraining Costs?

Possible training costs are actual expenditures for:

1) Lodging

2) Transportation

3) Per diems

4) Training Registration Fees

• Training costs reported should be directly related to or required for implementation of the program/strategy.

• Only include training costs if a staff member : a) received training for the program this fiscal year

AND b) implemented the program this fiscal year

• *It is possible that you will have no training costs this fiscal year for some or many of your programs

What areTraining Costs?

• If multiple staff members received training for a program this current fiscal year, but not all who received the training has implemented or will implement the program by June 30, 2008, you should only report training costs for staff member(s) who implemented the program during this current fiscal year

• Example: If your agency paid for two staff member’s training for Project ALERT during current fiscal year but only one staff member implements Project Alert by June 30, 2008, only report training costs for the one staff member who implemented the program.

Multiple Staff Received Training Current Fiscal Year, Not All Staff Implemented Program

Received Training CurrentFiscal Year, No Implementation

• If you were trained in a program during the current fiscal year but did not or will not implement the program by June 30, 2008, you should NOT report this training in your training costs

• You can keep a record of these costs and report them during the first fiscal year you actually implement the program

• However, if you both received training and implement a program before June 30, 2008 you should include that cost of that training in your training costs for the program

Received Training Past Fiscal Year, Implemented Program in Current Year

• If you were trained in a program during a previous fiscal year and began implementing the program prior to the current fiscal year, you should NOT report this training in your training costs

• For example, if you were trained in All Stars two years ago and have been implementing the program since that time, you would not include costs associated with that training in your training costs for the current fiscal year

Is General Professional Development Included in Training Costs?

• No, general professional development costs are not related to any specific programs and should not be reported as training costs related to programs in KIT.

• Example: If you attended a training this year in Prevention Ethics or the SAPST training, etc., you would not be able to report their costs as training costs.

• Travel expenses incurred while traveling to and from Prevention Quarterly meetings are not to be included in training costs

Reporting Materials and Training Costs for AET

• Because AET Coordinators service multiple county agencies, special consideration should be made to ensure that materials and training costs are reported as best possible

• Both materials and training costs should be split across AET related programs in KIT, regardless of the service area

Reporting Materials and Training Costs for AET

• You will need to split cost in a way that is most logical or makes the most sense to you/your agency

• Example: Alcohol Compliance Checks training costs should be split across the Alcohol Compliance Check programs of each county agency that you serve.

• AET t-shirt costs should not be included in materials costs because are probably not integral to any programs

• You may face some challenges in getting the information you need to report AET materials and training costs

• Ask for information/assistance early—do not wait until the last minute

• Be aware that any money given to law enforcement in lump sums should not be reported as materials costs

Reporting Materials and Training Costs for AET

Reporting Materials Costs for PREP• If you have implemented PREP trainings for

merchants in your county this current fiscal year or will implement PREP trainings prior to June 30, 2008, you should report materials costs for PREP

• PREP participant manuals = $4.10 each• PREP participant certification cards (cost of

card + postage per participant) = $0.75 • If you paid a fee to hold PREP at a particular

location, you should include that cost as well in your materials costs for the program

Reporting Training Costs for PREP

• Please use the following information to determine your training costs for PREP this current fiscal year

• If you 1) both trained and began implementing PREP for the first time this fiscal year or 2) were trained for PREP during a previous fiscal year but implemented it for the first time this current fiscal year, you should report training costs for PREP

• If you received PREP training during a previous fiscal year and have implemented the program multiple fiscal years you should NOT report training costs for PREP

Reporting Training Costs for PREP

• Registration Fee for PREP = $25.00

• Cost per PREP training manual = $3.45

• You can also include travel costs incurred while traveling to and from PREP training (total miles traveled, multiplied by mileage reimbursement rate)

Thank you!Michelle Nienhius -

phone: 803.896.1184email: mnienhius@daodas.state.sc.us

Steven Burritt -phone: 803.896.1185email: sburritt@pire.org

Crystal Gordon - phone: 803.896.7228email: cgordon@pire.org