Scanning Warrant Registers

We are just starting to scan our fiscal department’s paperwork.  We have pretty much everything figured out with one exception… the Warrant Registers because of the signatures.  Everything that we are finding is saying permanent.  Our question to you all is, does permanent mean on paper or can we scan and the scan is treated as the original?  We will be moving into a new space as an agency in December and the less paper we have, the better!  Warrant Registers are the one thing that we have a lot of!

Thank you,

Jen Albjerg

Fiscal Manager

Grant County Social Services

Grant County Highway Dept

Region IV Adult Mental Health Initiative

Email:  jennifer.albjerg@co.grant.mn.us

Phone:  218-685-8218

Fax:  218-685-4978

Unloaded Miles Question

Wadena County has been paying unloaded miles to volunteer drivers for those that are on PMAP and MA fee for service.  We have been doing this because we were able to offset our cost by the health plan reimbursement rates.  Now our primary provider (SCHA) does not reimburse the return trip unloaded miles.  We are looking closely at this cost for our 2019 budget.

Does your county pay drivers unloaded miles that are unreimbursed by health plans and if so, how much is your annual cost funded by the county?

Thank you.

Amie Gendron

IV-D & Accounting Supervisor

Wadena County Human Services

Telephone:  218-632-2535

Fax:  218-631-7616

Allocating time to grants

Benton County just had a WIC audit and the supervisor salary charged to the grant was denied because I was using an allocation method of her time based on staff time as direct charge instead of indirect.  This is what I received,

” In this situation where a supervisor is using the percentage that the subordinates spent on the federal award to claim their own time on the grant does not reasonably reflect that supervisor’s time on the grant, and that allocation method is not reasonable, and therefore the supervisor’s salary/fringe are unallowable as a direct costs. The supervisor’s time can only be charged to the salary/fringe line if it is backed by time studies, dailies, or other documentation that shows the amount of time the supervisor spent working on the WIC grant. If this supporting documentation does not exists, then the supervisor’s time is an indirect cost and should be included on the indirect line”. 

My questions:

How do you charge Public Health supervisor time to the grants, direct or indirect?

If direct, does the supervisor enter time in your system to each grant or are you using some method of allocation?

Peggy Koscielniak | Fiscal Services Supervisor |

Benton County Human Services | PO Box 740 | Foley, MN  56329

320.968.5140