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Cost Recovery Guidelines for Extension Programs: Enhancing Value and Sustainability

This presentation, led by Chuck Hibberd, outlines cost recovery strategies for Extension programs. It emphasizes the importance of assessing actual programming costs to enhance program development, professional growth, and personnel sustainability. Key principles include ensuring programs are accessible to all audiences, determining appropriate fees, and adhering to USDA guidelines. The presentation discusses both public and private good classifications and details allowable versus unallowable costs. A clear framework for billing and budgeting is presented to facilitate financial planning and compliance within county operations.

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Cost Recovery Guidelines for Extension Programs: Enhancing Value and Sustainability

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Presentation Transcript

  1. Guidelines for Cost Recovery for Extension Presented by: Chuck Hibberd, Director of Extension Michelle Reynolds,

  2. Why cost recovery? • Program enhancement • Program development • Professional development • Personnel? • Budget • Users pay for programs, county budget pays for personnel and office operations • Assess the actual cost of programs relative to the benefit • Why not? • Low resource audiences • People in crisis

  3. Cost Recovery Guidelines • Determine the actual cost of Extension programming (key planning process) • We are authorized to recover actual costs • This is not about willingness to pay or a perception of value • Prepare a program budget unless there are no direct costs • Calculate an appropriate program fee • Operational guidance

  4. Basic principles • USDA authorizes Extension to charge program fees • Programs should be open to all, regardless of ability to pay (scholarships? fee waivers?) • Consistency across counties • Private providers are not undercut • Break-even – any revenue beyond cost should be reinvested in the program (like for like)

  5. Public and Private Good • Public good • Public goods can be described as projects or strategies that benefit individuals and everyone else, i.e., the ‘greater good’ • Authorized to recover direct costs only • Private good • Private good implies that the resources (programs or services) are being provided on an exclusive basis to a particular audience or group at their request. • Authorized for full cost recovery (direct plus program development costs)

  6. Private Good • Program development time • Curricula development • Program materials • Assessment tools • Approved rates: • Educators $40/hr • Program Assistants $25/hr • Clerical staff $21/hr • Federally-funded employees are not eligible • If you think a program might be “Private Good”, please consult with your District Director

  7. Allowable costs - Any expenses directly related to the development, delivery and assessment of the program. • Publicity/advertising • Registration costs • Meeting materials, duplication services, binding • Meeting room expenses • Meals or refreshments • Audio-visual equipment rental • Technology fee for use of Learning Center computer labs • Travel for Purdue employees for program development, delivery and follow-up • Non-Purdue instructor or partner fees and travel reimbursement • Program development time (private good programs only)

  8. Unallowable costs • Honoraria or overload salary for Purdue faculty/staff. • Honoraria for Extension personnel from other states. • Expenses normally unallowable on University funds (i.e. alcohol, gifts, etc.) • Gaming (i.e. drawings, door prizes)

  9. Example Budget

  10. Operations • Project Coordinator prepares the program budget • All programs unless no direct costs • CED approves • Create program account in Quicken • Pay direct costs from this account • Travel and payroll funds must be transferred to Purdue • Fee-based programs will be part of the County Financial Review

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