Cost Allocation Plans and Time Studies

PCG specializes in public assistance cost allocation plans and indirect cost rates for agencies that seek reimbursement from federal programs. 

Our experienced consultants have expertise within the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200); 45 CFR 95.507-515; and various programmatic requirements that impact cost allocation and administrative claiming.

We have developed cost allocation plans for health and human service agencies that support various programs including Medicaid, CHIP, behavioral health, public health, developmental disabilities, aging, TANF, SNAP, child welfare, and juvenile justice. We have worked with state, county, city, tribal, and private entities.

Our cost allocation services include:

  • Review, development, negotiation, and implementation of cost allocation plan narratives and indirect cost rate proposals.
  • Operation and outsourcing of cost allocation calculations.
  • Calculation of indirect cost rates.
  • Training of various staff related to cost allocation regulations and/or specific practices.
  • Support or operations of related processes including time studies.
  • Assistance with federal claiming efforts including CMS-64 and CB-496 reporting.
  • Development, implementation, operation, and hosting of PCG’s AlloCAP™ system.
  • Assistance with other cost allocation platforms.
  • Development and review of procedure manuals.
  • Audit response and support.
  • Review and development of interagency agreements required to support cost allocation and claiming that occurs outside of single state agencies.
  • Sub-recipient monitoring and contract compliance.

 

Random Moment Sampling


PCG works with agencies to implement two types of time studies to support claiming efforts: 100% time tracking and random moment sampling. Time studies are employed with staff who work on multiple activities that are funded by multiple sources. They measure the relative level of effort of each activity as compared to the next. Our expertise can be leveraged to ensure compliance and maximum recovery of all available federal and state funds. We have the programmatic expertise necessary to ensure proper identification and receipt of funds. We administer random moment time studies (RMTS) on behalf of eligibility workers, child welfare case workers, adult services workers, various staff performing Medicaid administrative activities, school districts, central office staff, and various other settings.

Our random moment sampling or random moment time study services include:

  • Review, development, negotiation, and implementation of RMTS processes, including roster processes, activity development, and allocation matrices.
  • Operation and outsourcing of time tracking programs using EasyRMTS™.
  • Support and hosting for clients that use EasyRMTS.
  • Training of staff who administer RMTS.
  • Focus groups with RMTS participants.
  • Training of RMTS participants.
  • Assistance with related federal claiming efforts including CMS-64 and CB-496 reporting.
  • Assistance with other RMTS platforms.
  • Development and review of procedure manuals.
  • Audit response and support.


Time Tracking


PCG works with agencies to implement two types of time studies to support claiming efforts: 100% time tracking and random moment sampling. Time studies are employed with staff who work on multiple activities that are funded by multiple sources. They measure the relative level of effort of each activity as compared to the next. Our expertise can be leveraged to ensure compliance and maximum recovery of all available federal and state funds. We have the programmatic expertise necessary to ensure proper identification and receipt of funds.

Our time tracking services include

  • Review, development, negotiation, and implementation of time tracking processes, including roster processes, activity development, and allocation matrices.
  • Operation and outsourcing of time tracking programs using AlloTrac™.
  • Support and hosting for clients that use AlloTrac.
  • Training of staff who administer time tracking programs.
  • Focus groups with time tracking participants.
  • Training of time tracking participants.
  • Assistance with related federal claiming efforts including CMS-64 and CB-496 reporting.
  • Assistance with other time tracking platforms.
  • Development and review of procedure manuals.
  • Audit response and support.

 

Related Products


AlloCAP™ Cost Allocation Plan Software


PCG’s proprietary web-based cost allocation tool, AlloCAP imports agency financial and statistical information and performs cost allocations in accordance with an agency cost allocation plan. It allocates costs to benefiting programs and produces reports that show the true costs of operating programs and are used to claim administrative costs. It has been implemented by agencies across the country.

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AlloTrac - 100% Time Tracking Systems


PCG’s proprietary web-based cost tracking tool, AlloTrac is used to track the time of a group of workers where random moment sampling is not feasible. It allows workers to track their time according to specified activities in specified increments. The results are used to allocate the costs of the participating workers.

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EasyRMTS - Random Moment Sampling Software


PCG’s web-based random moment sampling software, EasyRMTS is a proprietary web-based random moment sampling tool that is used to conduct statistically valid random moment time studies (RMTS) of a group of workers. It assigns a user-determined amount of surveys to a group of workers and administers the surveys via email over a sample period. The results are used to allocate the costs of the sampled workers.

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