Cost Workbook Form

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Cost Report Instructions

Georgia Cost Report Workbook Instructions

Phase 1: Complete the Title IV-E Stipend Claiming Workbook, Budget Tab

The Budget Tab is your budget that was approved by GSU and DCFS, please refer to this when filling out your cost report. This includes staff salaries for which the university would like reimbursement and those staff considered Certified Public Expenditures (CPEs), which will be used to additional Title IV-E funds to support the program. According to the Child welfare Policy Manual, CPEs are public funds consisting of cash outlays used as the State’s share in claiming title IV-E training costs. In-kind contributions are not permitted. The funds used as match for title IV-E training must be appropriated directly to the State or local public agency administering the program, or transferred from another public agency or Tribe to the State or local agency and under its administrative control, or certified by the contributing public agency as representing expenditure eligible for FFP. Private funds regardless of their source of origin may not be used as the State’s share in claiming title IV-E claiming costs.

The completed budget provides both the university and state with an estimated budget for the contracted year including estimated federal reimbursement, and the estimated federal share of the administrative and teaching/faculty costs and the federal dollars required by the university to operate the program.

The budget will be used by the state and/or the consortium to determine the budget for the program over fiscal year. Please fill out each section of the budget as follows:

  1. Eligibility Rate
    1. Defined as the state’s Title IV-E Penetration Rate, which represent the percentage of children in out-of-home placements for which the state receiver Title IV-E reimbursement from the federal government for foster care maintenance payment.
      1. Enter the Eligibility Rate
  2. Administrative Faculty Costs
    1. Administrative staff salaries – Defined as those staff responsible for the administration of the Title IV-E Stipend program. Including, but not limited to the following position: Dean, Assistant Dean, Program Director, Program Coordinator, Field Coordinator (admin), Teaching Assistant, Student Assistant, etc.
      1. Enter the Name of the administrative person
      2. Enter the Annual Salary
      3. Enter the Percent of Time this person will be working or dedicated to the Title IV-E Stipend Program
      4. The remaining columns will automatically populate
      5. Select “Yes or No” from the “University Reimbursement Required?” dropdwn menu for each staff member.
        1. If the university would like reimbursement for this cost, please select “Yes”.
        2. All other positions included must be considered Certified Public Expenditure. Please select “No”.
  3. Faculty Costs
    1. Faculty Salaries – Defined as those staff responsible for teaching the Title IV-E Stipend Program Course claimable at 75% FFP on the Curriculum Review Workbook, including, but not limited to the following positions: Professors, Adjunct Faculty, or any other teaching staff.
      1. Enter the Annual Salary
      2. Enter the Percent of Time this person spends teaching or preparing for the specific course/name/number
      3. The remaining columns will automatically populate
      4. Select “Yes or No” from the “University Reimbursement Required?” dropdwn menu for each staff member.
        1. If the university would like reimbursement for this cost, please select “Yes”.
        2. All other positions included must be considered Certified Public Expenditure. Please select “No”.
  4. IV-E Teaching Costs
    1. Teaching staff Costs are those staff responsible for teaching, not described as in the Faculty costs
      1. Enter the Name of the teaching staff person
      2. Enter the Percent of Time this person spends teaching or preparing for the specific course/name/number
      3. The remaining columns will automatically populate
      4. Select “Yes or No” from the “University Reimbursement Required?” dropdwn menu for each staff member.
        1. If the university would like reimbursement for this cost, please select “Yes”.
        2. All other positions included must be considered Certified Public Expenditure. Please select “No”.
  5. Fringe Benefits for Administrative Staff Costs
    1. Enter the Name of the administrative person
    2. Enter the Fringe Benefits Rate
    3. Multiply the administrative staff person’s annual salary by the Fringe Benefits Rate
    4. Enter the Percent of Time this person will be working or dedicated to the Title IV-E Stipend Program. This should match the value entered for the Administrative Faculty Costs section.
    5. The remaining columns will automatically populate
  6. Fringe Benefits for Faculty and Teaching Costs
    1. Enter the Name of the Faculty Staff person
    2. Enter the Fringe Benefits Rate
    3. Multiply the faculty staff person’s annual salary by the Fringe Benefits Rate
    4. Enter the Percent of Time this person will be working or dedicated to the Title IV-E Stipend Program. This should match the value entered for the Administrative Faculty Costs section.
    5. The remaining columns will automatically populate
  7. Training Operating Costs
    8. – Defined as the general operating costs incurred for teaching and curriculum development of the Title IV-E Stipend Program. Including, but not limited to the following: general office supplies, printing expenses, postage, telephone/data charges, curriculum development costs, etc.
    1. Enter the Teaching/Faculty Operating Cost
    2. Enter the dollar amount of the operating costs.
    3. Enter the Percent Allocated this operating cost will be allocated for teaching the Title IV-E Stipend Program
    4. The remaining columns will automatically populate
  8. Training Travel Costs
    9. – Defined as those Travel Costs incurred by Teaching/Faculty staff for travel related to the Title IV-E Stipend Program. Including, but not limited to the following: training conferences, field work, internship/practicum monitoring, mileage to teach at satellite campuses, etc.
    1. Enter the Teaching/Faculty Travel Cost
    2. Enter the dollar amount of the Travel costs.
    3. Enter the Percent Allocated this Travel cost will be allocated for teaching the Title IV-E Stipend Program
    4. The remaining columns will automatically populate
  9. Student Stipend Costs
    10. – Defined at those student support costs incurred by the university to operate the Title IV-E Program. Including, but not limited to the following for both BSW and MSW Programs: tuitions, stipends, books, graduation expenses, etc.
    1. Enter the Student Support Cost
    2. Enter the dollar amount of the support costs.
    3. Enter the Percent Allocated this support cost will be allocated for teaching the Title IV-E Stipend Program
    4. The remaining columns will automatically populate
  10. Administrative Supporting Costs
    11. – Defined as those general operating costs incurred for the administrative of the Title IV-E Stipend Program. Including, but not limited to the following: general office supplies, printing expenses, postage, telephone/data charges, rental fees for office space not included in the federally approved indirect cost rate, etc.
    1. Enter the Administrative Operating Cost
    2. Enter the dollar amount of the operating costs.
    3. Enter the Percent Allocated this operating cost will be allocated for teaching the Title IV-E Stipend Program
    4. The remaining columns will automatically populate
  11. Administrative Travel Costs
    12. – Defined as those Travel Costs incurred by Administrative staff for travel related to the Title IV-E Stipend Program. Including, but not limited to the following: training conferences, consortia meeting, stipend program coordination meetings, etc.
    1. Enter the Administrative Travel Cost
    2. Enter the dollar amount of the travel costs.
    3. Enter the Percent Allocated this travel cost will be allocated for teaching the Title IV-E Stipend Program
    4. The remaining columns will automatically populate
  12. Budget Summary
    1. This section summarizes all of the administrative and faculty/teaching costs entered above.
      1. Enter the university’s federally approved indirect Cost Rate.
        1. Each university indirect cost rate is different. Therefore, the formula for this section will need to be reviewed for each university to ensure the Modified Total Direct Costs are calculated correctly.
      2. The remaining columns will automatically populate
      3. Total Federal Reimbursement is defined as the total federal share of the administrative and faculty costs.
      4. University Reimbursement Requested is defined as the total dollars required by the university to operate the Title IV-E Stipend Program.
      5. Difference for Admin is defined as the Difference between the Total Federal Reimbursement and Federal Dollars Required.

The complete budget tab will be used by the state for contracting with each university or consortium. The budget will be provided an estimated of the total Title IV-E funds each university request and the total Title Iv-E funds generated.

Phase 2: Complete the Title IV-E Stipend Claiming Workbook, Courses Tab

The Purpose of the Courses tab is to calculate the university's curriculum statistic.
  1. Curriculum Statistic
    1. Enter the Course Name
    2. Enter the Name of Instructor
    3. Enter the number of course Credit Hours
    4. Enter the percentage of Claimable Credit Hours at 75%, 50%, and 0% found on the Curriculum Review Workbook.
    5. The remaining columns will automatically populate.

Phase 3: Complete the Title IV-E Stipend Claiming Workbook, Cost Report Admin & Cost Report Teaching/Faculty Tabs

The purpose of the Cost Report is to provide a mechanism for each university to submit their previously identified expenditures to the state for reimbursement through Title IV-E. A cost report is to be submitted at the end of every semester.

The cost report is split between three tabs in the Title IV-E Stipend Claiming Workbook (CR Training Costs, CR Admin Costs, Cost Report Summary). The CR Training Costs and CR Admin Costs tabs are to be filled out with expenditure data for the reporting period. The Cost Report Summary tab provides a summary of the expenditures which includes the total Title IV-E reimbursement to the state and total reimbursement to the university. Please fill out each section of the Cost Report as follows:

A. CR TRAINING COSTS TAB

This tab reports all Teaching/Faculty Costs for the reporting period.
  1. Training Staff Salary Costs
    1. Costs of Reimbursement
      1. Enter the Name of the teaching/faculty staff member.
      2. Enter the Total Cost for the teaching/faculty staff member for reimbursement for the reporting period.
      3. The subtotal for Reimbursement will automatically populate.
    2. Certified Public Expenditures
      1. Enter the Name of the teaching/faculty staff member.
      2. Enter the Total Cost for the teaching/faculty staff member for reimbursement for the reporting period.
      3. The subtotal for Certified Public Expenditures will automatically populate.
    3. Total Personnel Costs
      1. The total personnel Costs will automatically populate.
  2. Teaching/Faculty Staff Fringe Benefits Costs
    1. Costs of Reimbursement
      1. Enter the Name of the teaching/faculty staff member.
      2. Enter the Total Cost for the Fringe Benefits for the teaching/faculty staff member for reimbursement for the reporting period.
      3. The subtotal for Reimbursement will automatically populate.
    2. Certified Public Expenditures
      1. Enter the Name of the teaching/faculty staff member.
      2. Enter the Total Cost for the Fringe Benefits for the teaching/faculty staff member for reimbursement for the reporting period.
      3. The subtotal for Certified Public Expenditures will automatically populate.
    3. Total Fringe Benefits Costs
      1. The total fringe benefits Costs will automatically populate.
  3. Teaching/Faculty Travel Costs
    1. Costs of Reimbursement
      1. Enter the type of travel cost.
      2. Enter the total travel cost for reimbursement for the reporting period.
      3. The total travel costs will automatically populate.
  4. Teaching/Faculty Operating Costs
    1. Costs of Reimbursement
      1. Enter the type of operating cost.
      2. Enter the total operating cost for reimbursement for the reporting period.
      3. The total operating costs will automatically populate.
  5. Teaching /Faculty Supplies Costs
    1. Costs of Reimbursement
      1. Enter the type of supplies cost.
      2. Enter the total supplies cost for reimbursement for the reporting period.
      3. The total supplies costs will automatically populate.
  6. Student Support Costs
    1. Costs of Reimbursement
      1. Enter the type of student support cost.
      2. Enter the total student support cost for reimbursement for the reporting period.
      3. The total student support costs will automatically populate.
  7. Totals
    1. Total Direct Reimbursement
      1. Defined as the total reimbursement to the university.
      2. This total will automatically populate.
    2. Total Direct Teaching/Faculty Costs
      1. Defined as the total reimbursement to the university and the total certified public expenditures.
      2. This total will automatically populate.

B. CR ADMIN COSTS TAB

The CR Admin Costs tab reports all Administrative Costs for the reporting period.
  1. Administrative Staff Salary Costs
    1. Costs of Reimbursement
      1. Enter the Name of the administrative staff member.
      2. Enter the total cost for the administrative staff member for reimbursement for the reporting period.
      3. The subtotal for Reimbursement will automatically populate.
    2. Certified Public Expenditures
      1. Enter the Name of the administrative staff member.
      2. Enter the total cost for the administrative staff member for the reporting period.
      3. The subtotal for certified Public Expenditures will automatically populate.
    3. Total Salary Costs
      1. The total salary costs will automatically populate.
  2. Administrative Staff Fringe Benefits Costs
    1. Costs of Reimbursement
      1. Enter the Name of the administrative staff member.
      2. Enter the total fringe benefit cost for reimbursement for the reporting period.
      3. The subtotal for Reimbursement will automatically populate.
    2. Certified Public Expenditures
      1. Enter the Name of the administrative staff member.
      2. Enter the total fringe benefit cost for the reporting period.
      3. The subtotal for certified Public Expenditures will automatically populate.
    3. Total Fringe Benefits Costs
      1. The total fringe benefits costs will automatically populate.
  3. Administrative Travel Costs
    1. Costs of Reimbursement
      1. Enter the type of travel cost.
      2. Enter the total travel cost for reimbursement for the reporting period.
      3. The total travel costs will automatically populate.
  4. Administrative Operating Costs
    1. Costs of Reimbursement
      1. Enter the type of Operating cost.
      2. Enter the total Operating cost for reimbursement for the reporting period.
      3. The total Operating costs will automatically populate.
  5. Supplies Costs
    1. Costs of Reimbursement
      1. Enter the type of supplies cost.
      2. Enter the total supplies cost for reimbursement for the reporting period.
      3. The total supplies costs will automatically populate.
  6. Totals
    1. Total Direct Reimbursement
      1. Defined as the total reimbursement to the university.
      2. This total will automatically populate.
    2. Total Direct Administration Costs
      1. Defined as the total reimbursement to the university and the total certified public expenditures.
      2. This total will automatically populate.

C. COST REPORT SUMMARY TAB

This tab provides a detailed summary of the total expenditures reported for the program for the current reporting period. All fields, except for Eligibility Rate, on this tab will automatically populate from the Cost Report Admin Tab and Cost Report Training Tab. Enter the Eligibility Rate.

Definitions for each line item/section are below.
  1. Total Administrative Costs:
    2. Total administrative costs reported for the current reporting period.
  2. Total Teaching/Faculty Costs:
    3. Total teaching/faculty costs reported for the current reporting period (curriculum statistic applied)
  3. Total Direct Costs:
    4. Total administrative and teaching/faculty costs for the current reporting period
  4. Total Modified Direct Costs:
    5. Total direct costs less student support costs, or other costs as determined by the indirect cost rate agreement
  5. Indirect Rate:
    6. Federally approved indirect cost rate
  6. Total Indirect Costs to be Claimed:
    7. Total modified direct costs multiply by the indirect rate
  7. Total Title IV-E Reportable Direct Costs:
    8. Total Administrative Costs multiplied by the eligibility rate plus the Total Teaching/Faculty Costs Multiplied by the curriculum statistic, multiplied by eligibility rate.
  8. Total Title IV-E Reportable Indirect Costs:
    9. Total indirect Costs to be claimed multiplied by the eligibility rate.
  9. Total Title IV-E Federal Reimbursement:
    10. Sum of all Total Title IV-E Reportable Costs.
  10. Total Direct for Reimbursement to University:
    11. This includes all of the costs the university.
  11. Indirect Costs Requested:
    12. Not every university will request indirect cost reimbursement. For those that do, this line item is the Total Indirect Costs to be claimed multiplied by 50% FFP.
  12. Total Reimbursement to be Paid to University:
    13. Total Direct Reimbursement to University plus the Indirect Costs Requested.

Budget

1. Administrative Staff Costs
Administrative Staff Name Base Salary % of Time Dedicated Annual Budget to IV-E Program %Title IV-E Material
curriculum statistic		 Eligibility Rate Reportable Costs Federal Share Federal Reimbursement University Reimbursement Required? Action