reglab/statecodes huggingface dataset:
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.41 - Generally

Current through Register Vol. 54, No. 28, July 13, 2024
(a) The Department
						will participate in the cost of county agency personnel, including salaries,
						benefits, and other related expenses. For county agency employes the Department
						will only participate in the cost of personnel hired in accordance with merit
						system procedures and directly assigned to the children and youth social
						service program and under the supervision of the county agency director.
						However, county employes other than employes of the county child welfare agency
						who are providing social services under the county's children and youth social
						service agency and who are not covered by an approved merit system as of
						January 1, 1978, shall not be required to be reappointed through the merit
						system in order to retain their current position.
(b) For those nonmerit system employes,
						salaries will be reimbursed up to the limit of county civil service personnel
						compensation plan, or, where applicable and documented, up to the limit of
						Commonwealth compensation levels when the salary levels result from a
						collective bargaining agreement.
(c) Employes hired or reclassified after
						January 1, 1978, shall be appointed in accordance with the approved merit
						system in use by the county.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.42 - Wages and salaries

Current through Register Vol. 54, No. 28, July 13, 2024
(a) The
						county civil service personnel compensation plan shall serve as the basis for
						determining wages and salaries as described in subsection (b)-(e).
(b) The Department will participate in the
						cost of salaries at the amount established by the county civil service
						personnel compensation board in accordance with its plan and under the
						authority of an agreement between the Department, the county executive
						officers, and the Civil Service Commission.
(c) The Department's Office of Manpower and
						regional offices will monitor and verify the civil service personnel
						appointment. Appointments and changes, such as filling vacancies in an already
						approved position for full-time, part-time, and temporary employes, shall be
						processed in accordance with the procedures contained in the personnel action
						guide.
(d) State participation in
						salaries is not guaranteed until the action is processed in accordance with
						current personnel procedures.
(e)
						Fees charged to local authorities by the Civil Service Commission are expenses
						eligible for Department reimbursement.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.43 - Personnel action plan

Current through Register Vol. 54, No. 28, July 13, 2024
In the case where the county program has a personnel
						  action plan for personnel policies applying to contract agencies, initial
						  determination of the participation level of Department/county funds for staff
						  in the contracting agencies shall be that approved by the local authorities.
						  The Department will preapprove the classification plan and minimum and maximum
						  salary ranges which are submitted by a county as its personnel action plan. The
						  Department will also review the actions by post audit using as its standards a
						  set of functional job categories giving a maximum salary level against which
						  funds allocated by the Department for county programming may be applied. The
						  Department will not participate in costs which exceed the maximum salary
						  levels.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.44 - Employes

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Part-time employes.
The Department will participate in wages
						paid for actual number of hours worked. The Department will participate at the
						appropriate hourly rate for the job classification, as provided in the county
						civil service personnel compensation plan or the personnel action
						plan.
(b)
Temporary
						employes.
The Department will participate in the cost of
						salaries/wages for personnel hired as temporary help. The Department will
						participate at the appropriate hourly rate for the job classification as
						provided in the county civil service personnel compensation plan or the
						personnel action plan. Temporary employes may not be maintained on the payroll
						for a period exceeding 9 months.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.45 - Collective bargaining agreements

Current through Register Vol. 54, No. 28, July 13, 2024
(a) The Department will not participate in
						that portion of a salary which exceeds Commonwealth compensation levels for the
						same classification. However, the Department will participate in salaries which
						exceed the county civil service personnel compensation plan, up to the limit of
						Commonwealth compensation levels, when the salaries result from a collective
						bargaining agreement or when a collective bargaining rate is extended to
						employes in the same classification system.
(b) To insure financial participation by the
						Department, a copy of the bargaining unit agreement, including the compensation
						schedule, and a memorandum of implementation by an appropriate county or agency
						official shall be submitted to the Office of Manpower and the appropriate
						regional office.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.46 - Participation in additional wage and salary costs

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Overtime.
The Department
						will participate in the cost of overtime. The appropriate county executive
						officers for determining personnel policies will be responsible for approving
						overtime, determining whether employes shall receive pay or compensatory time
						off, and ensuring that adequate controls are maintained to prevent the
						excessive use of overtime.
(b)
Standby time.
The Department will participate in the cost of
						compensation for employes who are required to be available for emergencies. As
						a maximum the Department will participate in either 25% of the employe's
						regular base pay for standby time or compensatory time off equivalent to 25% of
						standby time. If called to work, compensation will be computed at the employe's
						regular hourly rate, or if appropriate at an overtime rate. Determination as to
						whether an employe shall be paid overtime or receive compensatory time off
						shall be made by the appropriate county executive officers. Standby time is not
						considered hours worked for the purpose of overtime computation.
(c)
Call time.
The
						Department will participate in the cost of compensation for employes who are
						called to work outside their regular work schedule, and who are not on standby.
						As a maximum, the Department will participate in the appropriate rate for the
						hours worked or 3 hours pay at the employe's regular straight hourly rate,
						whichever is greater. Call time pay begins when the employe reports to the work
						site ready for work. Determination as to whether an employe shall be paid
						overtime or receive compensatory time off shall be made by the appropriate
						county executive officers.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.48 - Staff development

Current through Register Vol. 54, No. 28, July 13, 2024
Training of staff shall be an allowable cost if the
						  training is related to the objectives of the program or is essential for the
						  continuation or improvement of the program. Staff development may include the
						  training of personnel through in-service instruction and recognized
						  professional education programs, or through attendance at State, regional, and
						  national meetings, seminars or conferences. Training for staff shall be in or
						  directly related to the field of children and youth social services. Expenses
						  for staff training shall be authorized by the appropriate county executive
						  officers.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services) 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › PERSONNEL EXPENSES › Section 3170.49 - Purchased personnel services

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Consultants.
This is an
						allowable expense for programmatic or administrative reasons. The Department
						will participate in the cost for fees and expenses of professional
						practitioners and consultants who are not regular employes, but are engaged as
						independent contractors for specified services and reimbursed by contract for a
						specific fee. A written agreement is required for consultants. This agreement
						shall state the services to be provided, the rate, and the method of
						payment.
(b)
Fee
						determination.
The fee charged by such consultants shall be determined
						in accordance with §
												3170.84 (relating to maximum
						levels of reimbursement).
(c)
Consultation by county employes.
Management level employes of
						the county agency shall not receive remuneration by acting as consultants or in
						another capacity, from agencies with which the county contracts for children
						and youth services. Other employes, including employes of program-funded
						agencies shall obtain approval from the appropriate county executive officers
						for services or consultations delivered to the county agency, or another agency
						with which the county contracts for services. The county executive officers
						shall exercise prudent judgment in granting approval.
(d)
Advisory committees.
The
						Department will not participate in compensation for members of the county
						advisory committee, other than reimbursement for actual expenses incurred in
						connection with meetings and other authorized work of the committee. Allowable
						expenses include meals, lodging, and transportation. The rates and requirements
						for Departmental participation in reimbursement for committee member's expenses
						will be published by the Department periodically, but not less often than
						annually. The Department will participate in the cost of providing liability
						insurance coverage for claims against committee members resulting from their
						official duties.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.51 - Generally

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the costs of
						  occupancy expenses.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.52 - Rent

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Generally.
The Department will participate financially in the
						costs for buildings and offices rented by the county or county agency for use
						by the children and youth social service program. The amount of rent charged to
						a given program shall be prorated in direct relation to the amount of space
						utilized by that program. The cost of rent or the fair rental value charge of
						space per square foot shall not exceed the rental rate for similar space in
						that geographical area.
(b)
County/agency-owned buildings.
No rental charge may be made
						for space in debt-free county/county agency-owned buildings. However,
						maintenance, housekeeping, and utility costs may be charged to the Department
						on a proportional basis.
(c)
Mortgaged real estate.
Mortgaged real estate which is owned
						and operated by a county or county agency may be charged to the Department as a
						rental expense, except that no rental expense may be charged for a county court
						house. The amount charged shall be prorated in relationship to the percentage
						of space used by the county agency. The purchase price, or the total mortgaged
						value of the property, that is, the sum of mortgages on the real estate-shall
						not exceed the fair market value of similar real estate in the geographical
						area. The amount of these charges shall be the lesser of:
(1) The fair rental value of the space;
						or
(2) Only the actual cost of the
						principal and interest incurred in the mortgage amortization, including any
						amortized major renovation costs.
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.53 - Utilities

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the costs of
						  utilities such as heat, electric, water, sewage, and fuel which relate to the
						  occupancy of a building or facility.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.54 - Taxes

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the cost of taxes
						  which an agency is required to pay as they relate to the occupancy of a
						  building or facility.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.55 - Supplies

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the costs of office
						  and related program supplies, including food and clothing, related to the
						  administration of a program or the delivery of a service, particularly those
						  services which help a child to remain in his own home.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.56 - Communications

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the costs for
						  services and supplies related to communications, including telephones, postage,
						  stationery, advertising, and printing.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.57 - Travel and lodging

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Generally.
The Department will participate in travel expenses
						for the purpose of conducting official business of the county agency. Allowable
						expenses include transportation, lodging, and subsistence. Departmental
						participation will adhere to prevailing county practice but will, in no case,
						exceed the rates paid by the Commonwealth for its employes. The Commonwealth
						rates and limitations for its employe travel reimbursement will be published
						periodically, but not less often than annually.
(b)
Staff transportation.
Transportation includes necessary travel on railroads, streetcars, buses,
						airplanes, taxicabs, and automobiles. Transportation costs on common carriers
						are allowable with the limitation that travel shall not be authorized as first
						class, unless lesser accommodations are not available. Travel shall be made by
						the most direct route.
(1)
Place of
						departure.
Reimbursement for transportation expenses is based on the
						premise that the place of departure is the headquarters of the employe. If the
						trip is begun or ended at a place other than headquarters, reimbursement is
						allowed from the starting point, only when the cost from the starting point to
						the destination is less than the cost from headquarters to the
						destination.
(2)
Local
						transportation.
Local transportation such as taxicabs, airport
						limousines, car rentals, and the like, are allowed when justified by the travel
						assignment.
(3)
Personal
						automobiles.
The Department will participate in a mileage allowance to
						reimburse employes for the use of personal automobiles when on official
						business for the county agency, or provider.
(4)
Additional allowances.
Parking charges, toll bridges, toll roads, and ferry charges are reimbursable
						to employes operating either personal automobiles or other authorized motor
						vehicles for official business of the county children and youth
						agency.
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.58 - Equipment

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Rental.
The Department will participate in the reasonable cost
						of equipment rentals in the case where normal usage of the equipment does not
						warrant its purchase.
(b)
Repairs and maintenance.
Normal repairs to equipment owned or
						operated by a county agency and the costs of maintenance are expenses in which
						the Department will participate.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.59 - Bonding

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate financially in the cost
						  of surety and fidelity bonds for those children and youth program staff engaged
						  in the financial affairs of the agency. The amount of bonds purchased shall be
						  commensurate with the potential liability of the individual to be insured.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.60 - Administrative overhead

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Generally.
Administrative overhead costs are those incurred
						for a common or joint purpose and are not readily assignable to one specific
						cost category. These costs are the supportive activities which are necessary to
						maintain the direct effort involved in providing the services. The activities
						include, but are not limited to: general supervision; bookkeeping; data
						processing; auditing; to the extent that these costs are not directly charged
						to the services being provided.
(b)
Department policy.
The cost of administrative overhead, as
						defined, shall be apportioned into the direct delivery cost of the services
						being provided. Thus, in order to be claimed, the cost of general supportive
						activities provided to a program or another unit of a program's organization
						shall be apportioned into the service as an administrative overhead or indirect
						cost. The overall objective of the allocation process is to distribute the
						administrative overhead costs of the organization to its various services or
						cost categories in reasonable proportion with the benefits provided to these
						services or cost categories. In effect, this policy is indicating that there
						shall not include line item costs which are lumped together and labeled
						administrative overhead costs, but that costs charged by the program shall be
						specifically identified. Those costs that a program may have identified as
						administrative overhead or indirect costs thus become a direct cost, if they
						can be properly identified, documented, and allocated. This chapter outlines
						the limitations and methods by which administrative overhead costs may be
						apportioned. The limitations are as follows:
(1) Costs accumulated in the administrative
						cost center, as defined in the account structure, shall not be apportioned
						among the service cost centers. It is not the intention of this section to
						prohibit county agencies from allocating the portion of an administrator's or
						administrative staff costs that can be justifiably charged to the direct
						provision of a given service.
(2)
						In the case of general government, costs for elected officials, such as county
						commissioners, comptroller, and sheriff, shall not be included in the cost
						apportionment. The cost of general support services, however, such as data
						processing, central purchasing and supplies, and maintenance, may be included
						in the cost apportionment. When costs are claimed, they shall be specifically
						identified and shall be included in the cost allocation plan.
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › OPERATING EXPENSES › Section 3170.61 - Miscellaneous operating expenses

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Library expenses.
The
						purchase of books and documents, and subscriptions to journals are reimbursable
						expenses in which the Department will participate provided the subject matter
						is relative to children and youth social services, or related fields of
						study.
(b)
Membership
						fees.
Costs of membership in organizations serving the county agency
						are allowable for Departmental participation, provided that the membership is
						in a non-profit organization; the services provided are related to the county
						agency; the cost of the membership is reasonably related to the value of
						services or benefits received; and that the expenditure is not for membership
						in an organization which devotes a substantial part of its activities to
						influence legislation. Note that membership fees for individual staff members
						are not included under the term membership, and that they are
						nonallowable.
(c)
Moving
						expenses.
Moving costs for physical transfer of the county agency
						itself, or part of the agency, are an expense in which the Department will
						participate. However, the Department will not participate financially in
						payment of moving expenses for employes of the county agency.
(d)
Recruitment.
Costs
						incurred by the county agency in recruitment activities, such as help-wanted
						advertising or the use of employment agencies, are eligible for Departmental
						financial participation. Expenses incurred by an individual who is being
						recruited are not reimbursable.
(e)
Interest expense.
Interest paid for funds borrowed from a
						lending institution is an allowable expense in the case where funds are
						borrowed to meet the cash flow requirements of ongoing programs. The Department
						will not participate in interest costs for loans necessitated by any delay in
						payment to contractors or other providers of services caused by the county
						authorities or their designee. The Department will participate provided all of
						the following criteria are met:
(1) The
						children and youth program can document in writing that its cash flow
						requirements are such that obligation could not be met without borrowing
						funds.
(2) The loan was obtained at
						the lowest interest rate available as evidenced by quotations from three
						lending institutions.
(3) Invoices,
						expenditures reports, or other demands for payment from the Department will
						have been accurately completed on the forms and by the date prescribed by the
						Department.
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › FIXED ASSETS › Section 3170.71 - Defined

Current through Register Vol. 54, No. 28, July 13, 2024
Fixed assets are major items which can be expected to
						  have a useful life of more than 1 year, or which can be used repeatedly without
						  materially changing or impairing their physical condition by normal repair,
						  maintenance, or replacement of components, and which have a purchase price of
						  $300 or more.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › FIXED ASSETS › Section 3170.72 - Real estate

Current through Register Vol. 54, No. 28, July 13, 2024
The purchase of land or buildings, or the construction
						  of buildings or facilities, may not be expensed using Departmental funds.
						  However, mortgaged real estate which is owned and used by a facility may be
						  charged as a rental expense until it is debt free as outlined in §
												3170.52(c)
						  (relating to rent). Expensing refers to paying for an item in full at the time
						  of acquisition or within the fiscal period in which it was
						  acquired.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › FIXED ASSETS › Section 3170.73 - Renovations

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Generally.
Renovations are considered to be an adaptation of
						available space within a completed structure. Minor renovations may be
						expensed; however, major renovations shall either be borne by the owner or
						charged as a rental expense.
(b)
Minor renovations.
Minor renovations are defined as renovation
						costs which do not exceed $2,000. These renovations may be expensed to the
						Department within the fiscal period in which they occur.
(c)
Major renovations.
Major
						renovations are defined as those costs for renovations which are $2,000 or
						greater. The Department will participate financially in the cost of major
						renovations as a rental expense as described in §
												3170.52(c)
						(relating to rent) provided the following conditions are met:
(1) The renovation shall be let for bids in
						accordance with §
													3170.94 (relating to bidding and
						procurement) and the County Code (16 P. S. §§
														101-2902).
(2) The cost of the renovation shall be
						amortized for a minimum of 3 years.
(3) The rental charge shall not exceed the
						fair rental value of the space being utilized.
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › FIXED ASSETS › Section 3170.74 - Equipment purchase

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the approved cost of
						  equipment purchased by counties for use in the children and youth program. Only
						  those items which are essential to the operation of the program are allowable.
						  The purchase of equipment shall be in accordance with the bidding and
						  procurement requirements as contained in §
												3170.94 (relating to bidding and
						  procurement). When approved government rates are used by the county government
						  for the purchase of office equipment, the county agency may purchase equipment
						  at those rates in lieu of following the procedure outlined in §
						  3170.94.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › FIXED ASSETS › Section 3170.75 - Motor vehicles

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the purchase or
						  lease of motor vehicles, and the operating costs of the vehicles. However, the
						  Department encourages the utilization of general transportation resources.
						  Therefore, the approval of the Regional Deputy Secretary is required before a
						  motor vehicle may be purchased or leased. Approval shall be dependent upon
						  demonstrated need and documented efforts to locate and utilize existing
						  resources. The following points shall apply in the purchase or lease of
						  vehicles:
(1) Counties are encouraged
						to minimize costs by purchasing vehicles under the provisions of section 2403
						of The Administrative Code of 1929 (71 P. S. §
													633) which allows for counties to take
						advantage of special prices given the Commonwealth by making purchases in
						cooperation with State purchases.
(2) Where purchase of vehicles are not made
						through the provisions of The Administrative Code of 1929 (71 P. S. §
													633), county programs shall make use of a
						competitive bidding process.
(3)
						The personal use of motor vehicles by employes is prohibited. A daily log
						detailing the use of vehicles, as well as any maintenance or service
						activities, shall be maintained.
(4) County programs are to explore cost
						differentials between leasing and purchase of vehicles and to opt for the least
						expensive alternative.
(5) The
						Department will participate in the cost of a vehicle either through expensing
						or amortizing of a loan for the purchase of the vehicle.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.57 (relating to travel and
							 lodging); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › FIXED ASSETS › Section 3170.76 - Replacement allowances

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in a usage payment for
						  equipment costs or that portion of equipment costs which were not expensed to
						  the Department or paid for with Departmental funds. To claim a replacement
						  allowance, all of the following conditions shall be met:
(1) Proposals shall be reviewed and approved
						by the regional deputy secretary prior to the purchase or acquisition of the
						item.
(2) The individual use
						allowance payments shall be uniform, and determined by dividing the purchase
						price of the asset by its expected life. The total amount of payments shall not
						exceed the purchase price of the item.
(3) Use allowance funds received shall be
						placed into a restricted account specifically earmarked for the replacement of
						the equipment being claimed.
(4)
						The equipment shall be of a specialized nature and be deemed necessary and
						proper for the effective operation of the children and youth program.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); 55 Pa. Code §
														3170.23 (relating to purchase of
							 service); 55 Pa. Code §
														3170.83 (relating to establishing
							 rates); and 55 Pa. Code §
														3170.85 (relating to
							 responsibility of the county).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › FIXED ASSETS › Section 3170.77 - Ownership

Current through Register Vol. 54, No. 28, July 13, 2024
(a)
Generally.
Fixed assets purchased with the Department funds
						are the property of the Department and the county, based on a prorated ratio of
						the value for services funded on a State/county basis. The only exception to
						this policy is mortgaged real estate which is owned by an agency and charged as
						a rental expense under § 3170.52(c) (relating to rent).
(b)
Title to fixed assets under
						contracts or purchase of service agreements.
During the performance of
						the contract/agreement, title to fixed assets shall rest with the purchaser.
						During the performance and within 120 days after the termination or
						cancellation of the agreement, the purchaser shall not sell, donate, or dispose
						in any way or part, equipment purchased in full or part with county children
						and youth agency funds without written permission from the source of those
						dollars.
(1) Upon renewal of the agreement,
						fixed assets purchased under the original agreement or subsequent agreements
						shall be subject to this subsection.
(2) Upon termination or cancellation of the
						agreement, title to fixed assets shall revert to the funding source. Within 120
						days of termination/cancellation, the funding source shall at its discretion:
(i) Take possession and reimburse other
						funding parties for their percentage of the remaining value based on an
						independent appraisal.
(ii) Direct
						that the equipment be sold according to an independent appraisal reflecting an
						acceptable fair market value of the item. The proceeds are then returned to the
						funding source and any other funding parties based on the percentage of their
						contribution.
(iii) Allow the fixed
						assets to be retained by the purchaser with an agreed amount being reimbursed
						to the funding source.
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › UNIT OF SERVICE FUNDING › Section 3170.81 - Generally

Current through Register Vol. 54, No. 28, July 13, 2024
The Department will participate in the cost of
						  purchasing services on a fee per unit of service basis.
This section cited in 55. Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); and 55 Pa. Code §
														3170.23 (relating to purchase of
							 service).
Pennsylvania Code › Title 55 - HUMAN SERVICES › Part V - Children, Youth and Families Manual › Subpart C - Administration and Fiscal Management › Article II - County-Administered Services › Chapter 3170 - ALLOWABLE COSTS AND PROCEDURES FOR COUNTY CHILDREN AND YOUTH SOCIAL SERVICE PROGRAMS › UNIT OF SERVICE FUNDING › Section 3170.82 - Guidelines governing purchase of service

Current through Register Vol. 54, No. 28, July 13, 2024
Residential services may be purchased or paid for only
						  for those children whose custody is vested with the county agency, or who are
						  receiving shelter care or juvenile detention services or who have been
						  committed by the court to a facility for delinquents. Nonresidential services
						  shall be purchased for children for whom the public agency has accepted
						  responsibility, for children referred by the court under informal adjustment,
						  and for children being diverted from the system by agencies exclusively
						  operated for this purpose. The Department will reimburse the county for the
						  cost of purchasing generic children and youth social services to a child
						  regardless of income, including dependent, delinquent, mentally and physically
						  disabled children, and drug and alcohol abusers.
This section cited in 55 Pa. Code §
														3170.11 (relating to purpose); 55
							 Pa. Code §
														3170.22 (relating to direct
							 provision of services); and 55 Pa. Code §
														3170.23 (relating to purchase of
							 service).