COBI 2015 - Administrative Support

Overview
Issues
Financials

Sources Uses

FY 2016 Appropriation

The Administrative Support division supports the department by providing functions such as accounts payable, accounts receivable, budgeting, contract management, warehouse and mail services, fleet, and facilities management.

Funding History

Appropriation Overview

During the 2015 General Session, the Legislature appropriated for Fiscal Year 2016, $7,551,800 from all sources for Administrative Support. This is a 4.5 percent increase from Fiscal Year 2015 revised estimated amounts from all sources. The total includes $1,831,900 from the General/Education Funds, an increase of 3.9 percent from revised Fiscal Year 2015 estimates.

Appropriation Adjustments

In addition to statewide compensation and internal service fund cost increases, the following appropriation adjustments were made during the 2015 General Session:

DescriptionOngoingOne-Time ARRA Adjustments$10,000$0

OngoingOne-TimeFinancing Source

$10,000$0Unemployment Compensation Fund

The Legislature expressed interest in reviewing the federal stimulus or American Reinvestment and Recovery Act (ARRA) money separate from the annual review of federal funds.

Reallocation of Dedicated Credits$31,300$31,300

OngoingOne-TimeFinancing Source

$31,300$31,300Dedicated Credits Revenue

Transfer $54,700 for FY 2015 and FY 2016 as a technical reallocation between line items in the Department of Workforce Services for dedicated credit funds. The transfer is from the Eligibility Services program in the Operations and Policy line item to Administration Line item as follows: 1) $7,700 to the Executive Director's Office, 2) $2,900 to the Communications Unit, 3) $10,900 to the Human Resources Unit, 4) $31,300 to the Administrative Support, and 5) $1,900 to the Internal Audit Unit for a transfer total of $54,700. Explanation: The Department of Workforce Services "uses an approved cost allocation plan to allocate indirect costs to the programs benefited by the costs. Some of the indirect costs in the Administration line item are allocated to programs funded at least in part with dedicated credits from revenue contracts. However, there is not enough dedicated credit authority in the Administration line item to pay for all of the indirect costs allocated to these revenue contract programs. This request would transfer funds to where indirect costs are allocated to programs funded by the dedicated credits. This will not change operations or programs. The transfer will allow the department to use the appropriate funding for these allocated costs."

SAEA Special Admin Fund Technical Reallotment Adjustment$0$58,000

OngoingOne-TimeFinancing Source

$0$58,000GFR - Special Administrative Expense

Technical Reallotment of Special Admin Expense Account funds

Staff Analysis

For the most recent completed fiscal year, the following information represents the purposes for which the money was used:

Administrative Support Detailed Purposes

Intent Language

HB0003: Item 83

Under Section 63J-1-603 of the Utah Code the Legislature intends that up to $200,000 of the appropriations provided for the Administration line item in Item 29 of Chapter 13 Laws of Utah 2014 not lapse at the close of Fiscal Year 2015. The use of any nonlapsing funds is limited to computer equipment and software and special projects and studies.

HB0003: Item 83

The Legislature intends that the Department of Workforce Services prepare proposed performance measures for all new state funding or TANF federal funds for building blocks and give this information to the Office of the Legislative Fiscal Analyst by June 30, 2015. At a minimum the proposed measures should include those presented to the Subcommittee during the requests for funding. If the same measures are not included, a detailed explanation as to why should be included. The Department of Workforce Services shall provide its first report on its performance measures to the Office of the Legislative Fiscal Analyst by October 31, 2015. The Office of the Legislative Fiscal Analyst shall give this information to the legislative staff of the Health and Human Services Interim Committee.

HB0003: Item 83

The Legislature intends the departments of Health, Human Services, and Workforce Services and the Utah State Office of Rehabilitation provide to the Office of the Legislative Fiscal Analyst by June 1, 2015 a report outlining how funds are distributed within the state when passed through to local government entities or allocated to various regions and how often these distributions are reviewed and altered to reflect the relevant factors associated with the programs. (1) Is the program considered a statewide program (this would include something that serves all rural areas)? a. Is the implementation of the program really statewide? If not, is there a compelling reason why? (2) Who gets the money (by county)? (3) What is the methodology for distributing the money? a. How does the distribution compare to actual need as expressed by population? i. [If distributions are not reflecting current need (as represented by population), please explain why not?] b. If not done by population, what is the reason? (4) Does statute say anything about distribution and equity for the program?

SB0002: Item 76

The Legislature intends that the American Recovery and Reinvestment Act appropriation provided for the Administration line item is limited to one-time projects associated with Unemployment Insurance modernization.

SB0002: Item 76

All General Funds appropriated to the Department of Workforce Services - Administration line item are contingent upon expenditures from Federal Funds - American Recovery and Reinvestment Act (H.R. 1, 111th United States Congress) not exceeding amounts appropriated from Federal Funds - American Recovery and Reinvestment Act in all appropriation bills passed for Fiscal Year 2016. If expenditures in the Administration line item from Federal Funds - American Recovery and Reinvestment Act exceed amounts appropriated to the Administration line item from Federal Funds - American Recovery and Reinvestment Act in Fiscal Year 2016, the Division of Finance shall reduce the General Fund allocations to the Administration line item by one dollar for every one dollar in Federal Funds - American Recovery and Reinvestment Act expenditures that exceed Federal Funds - American Recovery and Reinvestment Act appropriations.

SB0002: Item 76

The Legislature intends the Departments of Workforce Services, Health, Human Services, and the Utah State Office of Rehabilitation provide a report regarding each agency's highest cost individuals and possible efficiencies through coordination, early intervention, and prevention. The Legislature further intends these agencies provide a report to the Office of the Legislative Fiscal Analyst by September 1, 2015. The report shall include the following regarding high cost individuals: 1) a summary, by program, of individuals receiving services in excess of $100,000 total fund annually in any given agency, what percentage of total costs is spent on these individuals, and what the agency is doing to manage these costs in an efficient manner, 2) an assessment of these high cost individuals receiving services from multiple agencies, 3) a description of agency coordination regarding high cost individuals accompanied by a list of areas where agencies specifically coordinate on these high cost individuals, 4) recommendations regarding how best to serve these high cost individuals in least restrictive settings where appropriate and consistent with choice, and 5) recommendation on how agency efforts might better be coordinated across programs.

SB0007S01: Item 7

The Legislature intends that the Department of Workforce Services report on the following performance measures for the Administration line item: provide accurate and timely department-wide fiscal administration. Goal: manage, account and reconcile all funds within state finance close out time lines and with zero audit findings by January 1, 2016 to the Social Services Appropriations Subcommittee.

SB0007S01: Item 19

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Funding Source

Expenditure Category

Appropriation Type:

Appropriation History by

Sources of Finance	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
General Fund	1,741,400	1,282,500	1,391,100	1,699,500	1,644,600	111,000	1,755,600	64,000	1,819,600
General Fund, One-time	0	0	310,500	3,100	7,800	0	7,800	4,500	12,300
Federal Funds	4,430,200	3,448,900	3,819,000	4,169,200	3,960,600	17,300	3,977,900	195,300	4,173,200
American Recovery and Reinvestment Act	0	0	5,800	200	0	0	0	0	0
Dedicated Credits Revenue	16,100	3,700	(26,300)	79,500	63,400	43,900	107,300	6,100	113,400
Federal Mineral Lease	0	0	0	0	(3,300)	0	(3,300)	5,500	2,200
Restricted Revenue	0	0	0	0	0	133,300	133,300	0	133,300
GFR - Special Administrative Expense	0	0	0	0	0	29,000	29,000	0	29,000
Permanent Community Impact	0	0	134,100	134,400	136,600	0	136,600	(600)	136,000
Unemployment Compensation Fund	0	0	0	0	0	0	0	10,000	10,000
Transfers	0	0	0	0	0	0	0	32,900	32,900
Transfers - Health	0	0	0	108,400	0	173,800	173,800	(173,800)	0
Transfers - Human Services	0	0	0	4,800	0	4,800	4,800	0	4,800
Transfers - Medicaid	1,457,500	573,600	580,300	1,011,700	652,900	243,100	896,000	184,700	1,080,700
Transfers - Other Agencies	0	(14,400)	0	0	0	0	0	0	0
Transfers - State Board of Regents	0	0	0	4,400	0	4,400	4,400	0	4,400
Beginning Nonlapsing	0	135,600	0	0	0	0	0	0	0
Closing Nonlapsing	(135,600)	0	0	0	0	0	0	0	0
Lapsing Balance	0	0	0	(935,900)	0	0	0	0	0
Total	$7,509,600	$5,429,900	$6,214,500	$6,279,300	$6,462,600	$760,600	$7,223,200	$328,600	$7,551,800

Categories of Expenditure	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Change	FY16 Approp
Personnel Services	3,565,800	2,895,800	4,015,800	4,155,500	4,284,300	607,400	4,891,700	349,700	5,241,400
In-state Travel	8,900	21,100	9,500	8,800	10,000	0	10,000	0	10,000
Out-of-state Travel	1,300	5,800	1,700	1,900	5,000	0	5,000	0	5,000
Current Expense	4,056,100	2,498,400	2,129,400	2,092,000	2,157,700	152,900	2,310,600	(33,200)	2,277,400
DP Current Expense	13,100	10,500	58,100	14,300	5,600	300	5,900	12,100	18,000
Capital Outlay	0	0	0	6,800	0	0	0	0	0
Other Charges/Pass Thru	0	(1,700)	0	0	0	0	0	0	0
Transfers	(135,600)	0	0	0	0	0	0	0	0
Total	$7,509,600	$5,429,900	$6,214,500	$6,279,300	$6,462,600	$760,600	$7,223,200	$328,600	$7,551,800

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Other Indicators	FY11 Actual	FY12 Actual	FY13 Actual	FY14 Actual	FY15 Approp	FY15 Change	FY15 Revised	FY16 Approp
Budgeted FTE	2,062	0	46.50	50	52	7.50	59.50	59.50
Actual FTE	2,004.71	44	53.20	50.36	0	0	0	0
Vehicles	117	17	17	17	17	0	17	17

COBI contains unaudited data as presented to the Legislature by state agencies at the time of publication. For audited financial data see the State of Utah's Comprehensive Annual Financial Reports.