SSAI Sponsor Transition WebinarSSAI Sponsor Transition Webinar

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Senior Service America’sSenior Service America’s

Sponsor Transition WebinarSponsor Transition Webinar

August 08, 2012August 08, 2012

AgendaAgenda

Today’s Presenters: Lisa Le, Program OfficerToday’s Presenters: Lisa Le, Program Officer

Joshua Wadsworth, Program OfficerJoshua Wadsworth, Program Officer

Webinar Length: 1:30Webinar Length: 1:30

Review Agenda Review Agenda

Transition InformationTransition Information

Questions/AnswersQuestions/Answers Review Sponsor Transition MaterialsReview Sponsor Transition Materials

Questions/AnswersQuestions/Answers Next StepsNext Steps

AdjournAdjourn

Transition InformationTransition Information

SSAI is here to support you, as SSAI is here to support you, as you support your participants you support your participants through this transition.through this transition.

Our objective is to remain Our objective is to remain Participant CenteredParticipant Centered

Minimum disruption to the Minimum disruption to the Participants and Host AgenciesParticipants and Host Agencies

Transition InformationTransition Information

Throughout the Transition Throughout the Transition Period you will remain funded Period you will remain funded under your current Sponsor under your current Sponsor Agreement.Agreement.

You will continue to serve your You will continue to serve your Current SCSEP participants Current SCSEP participants and facilitate their transition and facilitate their transition to the new granteeto the new grantee

Transition InformationTransition Information

DOL is requiring that the transition of payroll responsibilities for all participants between SCSEP grantees occur by October 1, 2012.

All SCSEP grantees have been given August

and September to prepare for this transition.

A freeze on new enrollments is in effect as of midnight, Tuesday, July 31, 2012 for counties that will be transitioning October 1st.

Transition InformationTransition Information

No Outgoing participants should be on your payroll after September 30, 2012

All participants should continue to be participants of their current SCSEP grantee up to and including September 30, 2012.

You should continue to serve your Outgoing participants, including the development of unsubsidized placements job opportunities, IEP and transitional IEP.

Transition InformationTransition Information

DOL has required all Incoming SCSEP grantees to allow current participants to remain in the program under the same conditions in which they are found in order to minimize disruptions to the program.

Participants must be able to continue in their community service assignment with the same host agency under the same conditions (e.g., rate of pay) through December 30, 2012.

DOL has required that all Incoming Grantees continue to enforce the Waiver Policy of the Outgoing grantee through December 31st, 2012

Reductions in participant’s hours per week starting October 1, 2012 will be based on the Incoming Grantees Plan.

Transition KitTransition Kit

Senior Service America Inc. (SSAI) will Senior Service America Inc. (SSAI) will appoint a SSAI staff person to serve as the appoint a SSAI staff person to serve as the Transition Coordinator responsible for each Transition Coordinator responsible for each Subgrantee with a transition. Subgrantee with a transition.

With SSAI Support, The Outgoing and With SSAI Support, The Outgoing and Incoming SCSEP grantees should agree on a Incoming SCSEP grantees should agree on a time and place to convene two separate time and place to convene two separate meetings in September: meetings in September:

one meeting for all affected participants and one meeting for all affected participants and

another meeting for all affected host agency representativesanother meeting for all affected host agency representatives. • If it is not possible for you to convene a meeting with host agency supervisors in If it is not possible for you to convene a meeting with host agency supervisors in

September, then invite the supervisors to your participant transition meeting in September, then invite the supervisors to your participant transition meeting in September. September.

Transition MeetingTransition Meeting

The purpose of the participant transition meeting The purpose of the participant transition meeting is to inform participants and Host Agency is to inform participants and Host Agency Supervisors of the transition and for participants Supervisors of the transition and for participants to complete any payroll paperwork required for the to complete any payroll paperwork required for the Incoming grantee in order to transfer to the Incoming grantee in order to transfer to the Incoming grantees’ payroll. Incoming grantees’ payroll.

The Department of Labor requires that SCSEP The Department of Labor requires that SCSEP participants experience no disruption, or lapse in participants experience no disruption, or lapse in pay, during the transition process. pay, during the transition process.

Therefore, Participant Transition Meetings must be Therefore, Participant Transition Meetings must be scheduled to provide the Incoming grantee scheduled to provide the Incoming grantee sufficient time to process all payroll paperwork for sufficient time to process all payroll paperwork for participants. participants.

Transition MeetingTransition Meeting

SSAI has provided a sample Agenda in the SSAI has provided a sample Agenda in the transition Kit.transition Kit.

You must send a written notice (letter or You must send a written notice (letter or memo) to all participants and host agency memo) to all participants and host agency supervisors notifying them of transition supervisors notifying them of transition meetings. meetings.

The notice should notify them of any The notice should notify them of any information or documents that they are information or documents that they are required to bring to the meeting. required to bring to the meeting.

SSAI has provided a sample notice letter in SSAI has provided a sample notice letter in this Transition Kit.this Transition Kit.

Transition MeetingTransition Meeting

You must identify the final payroll process for your agency.

This process should include when final time sheets are due, how participants should submit them, and how final paychecks/statements will be distributed.

The process should include instructions for participants on what to do if a time sheet is late, and who should be contacted if there are any questions.

You should also identify how and when the outgoing Sponsor’s final W- 2 s will be mailed to participants for tax purposes.

A written copy of this information should be provided to all participants at the Transition meeting.

Transition KitTransition Kit

You should prepare copies of the following You should prepare copies of the following documents for the Incoming grantee:documents for the Incoming grantee:

Copy of current Participant HandbookCopy of current Participant Handbook

List of current host agenciesList of current host agencies

Copy pertinent information from Personnel files (TBD)Copy pertinent information from Personnel files (TBD)

Copy files of exited participants for required follow up (TBD)Copy files of exited participants for required follow up (TBD)

Host agency filesHost agency files

(Include copies of current Community Service Assignment (Include copies of current Community Service Assignment Descriptions, 501(c) (3) determination)Descriptions, 501(c) (3) determination)

SSAI may provide guidance for additional SSAI may provide guidance for additional documents to be shared with the Incoming Grantee documents to be shared with the Incoming Grantee following expected transition training to be following expected transition training to be provided by DOL to grantees in August 2012. provided by DOL to grantees in August 2012.

Transition KitTransition Kit

The Outgoing grantee is responsible The Outgoing grantee is responsible for all SCSEP program and fiscal for all SCSEP program and fiscal activities through September 30th. activities through September 30th.

The Outgoing grantee must continue The Outgoing grantee must continue to submit any and all data entry to submit any and all data entry forms, and maintain SSAI webtools forms, and maintain SSAI webtools to ensure full submission of to ensure full submission of participant data from each county participant data from each county affectedaffected

Program RecordsProgram Records

The Outgoing grantee must maintain any The Outgoing grantee must maintain any records and accounts, including property, records and accounts, including property, personnel, and financial records, that SSAI, personnel, and financial records, that SSAI, USDOL or any authorized representative USDOL or any authorized representative deem necessary. deem necessary.

The Sponsor must maintain records for three The Sponsor must maintain records for three years after a grant closeout or three years years after a grant closeout or three years from a completed audit, whichever is longer.from a completed audit, whichever is longer.

and/or upon further request you are and/or upon further request you are obligated to turn over to SSAI the complete obligated to turn over to SSAI the complete data files, both electronic and hard copy.data files, both electronic and hard copy.

Let’s Take Some Let’s Take Some Questions/Comments About Questions/Comments About

Transition InformationTransition Information

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Transition DocumentsTransition Documents

Transition KitTransition Kit General InformationGeneral Information

Outgoing Participant Document ChecklistOutgoing Participant Document Checklist

Incoming Participant Document ChecklistIncoming Participant Document Checklist

Draft Participant Meeting AgendaDraft Participant Meeting Agenda

Draft Host Agency Meeting AgendaDraft Host Agency Meeting Agenda

Draft Letter to Participants Regarding Upcoming ChangesDraft Letter to Participants Regarding Upcoming Changes

Draft Memo Inviting Participants To MeetingDraft Memo Inviting Participants To Meeting

Draft Letter to Participants Who Missed Mandatory Draft Letter to Participants Who Missed Mandatory MeetingMeeting

Draft Memo Inviting Host Agency Supervisors to MeetingDraft Memo Inviting Host Agency Supervisors to Meeting

Draft Memo to Staff of Incoming GranteeDraft Memo to Staff of Incoming Grantee

Transition DocumentsTransition Documents

Transition Checklist for Outgoing Transition Checklist for Outgoing SponsorsSponsors

Transition Checklist for Incoming Transition Checklist for Incoming SponsorsSponsors

Subgrantee Closeout ChecklistSubgrantee Closeout Checklist

Disposition of Computer Hardware Disposition of Computer Hardware and Equipment formand Equipment form

Let’s Take Some Let’s Take Some Questions/Comments About Questions/Comments About

Transition DocumentsTransition Documents

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Transition TimelineTransition Timeline

August 2012August 2012Enrollment freeze in effect Enrollment freeze in effect

Submit outstanding data entry forms, update Webtools Submit outstanding data entry forms, update Webtools by September 12by September 12thth. .

Transition Coordinators assigned Transition Coordinators assigned

Collaborate with Incoming Grantee to plan transition Collaborate with Incoming Grantee to plan transition processprocess

Identify the final payroll process & due date of final time sheetIdentify the final payroll process & due date of final time sheet

Confirm transition meeting dates and locations(s)Confirm transition meeting dates and locations(s)

Send written notice of meetings to participants and Send written notice of meetings to participants and host agencieshost agencies

Transition TimelineTransition Timeline

September 2012September 2012Transition Meetings held for participants and host Transition Meetings held for participants and host agency supervisors (9/1-9/21)agency supervisors (9/1-9/21)

Send follow-up letters to participants/host agencies Send follow-up letters to participants/host agencies that missed meetingsthat missed meetings

Provide copies of essential documents to Incoming Provide copies of essential documents to Incoming granteegrantee

Identify a post transition contactIdentify a post transition contact

Complete all participant transfers: No Outgoing Complete all participant transfers: No Outgoing participants should be on your payroll participants should be on your payroll afterafter September 30, 2012September 30, 2012

Post-TransitionPost-Transition

October 2012 and beyondOctober 2012 and beyondAll participant transfers must be complete (10/1)All participant transfers must be complete (10/1)

Confirm all data, including hours and training is Confirm all data, including hours and training is entered into web toolsentered into web tools

Plan for proper storage of participant personnel Plan for proper storage of participant personnel files/ financial records and propertyfiles/ financial records and property

Submit Disposition of Computer Hardware and Submit Disposition of Computer Hardware and Equipment FormEquipment Form

Complete and submit SSAI Subgrantee Closeout Complete and submit SSAI Subgrantee Closeout ChecklistChecklist

Ensure final W-2s are mailed to participantsEnsure final W-2s are mailed to participants

Ongoing tasksOngoing tasks

• Outgoing grantee is still responsible Outgoing grantee is still responsible for all SCSEP program and fiscal for all SCSEP program and fiscal activities through September 30activities through September 30thth

• Update Pay by Pay & PPPUpdate Pay by Pay & PPP• Maintain WebtoolsMaintain Webtools• Submit data entry formsSubmit data entry forms• Keep active participant list up to Keep active participant list up to

datedate

Let’s Take Some Let’s Take Some Questions/Comments About Next Questions/Comments About Next

StepsSteps

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Any Final Questions?Any Final Questions?

How can we better How can we better support you through support you through

the Transition Process?the Transition Process?

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Questions After This Questions After This WebinarWebinar

Contact the Front End Contact the Front End Support Team and a FES Support Team and a FES Program Officer will Program Officer will respond:respond:

Email: scsephelp@ssa-i.org; or; or

Call: 301-578-8989; orCall: 301-578-8989; or

Open a case via the Cloud PortalOpen a case via the Cloud Portal