SSAI Sponsor Transition Webinar

1. SSAI Sponsor Transition Webinar • We will start in 5 minutes. • Please dial in by following the instructions (to see those instructions again click the audio icon)

2. Technical Details • To best view the presentation, Click the Whiteboard (or full Screen) Icon: • During the presentation you may also use the scrolling bars to view content that is hidden

3. Technical Details • Telephones will be open during the presentation • Please mute your phones during the presentation • We will have Question and Answer segments throughout the presentation, and at the conclusion of the presentation. • Feel free to jump in during the Q and A segments. • You can also ask a question or make a comment by clicking send a note icon

4. Senior Service America’s Sponsor Transition Webinar August 08, 2012

5. Agenda • Today’s Presenters: Lisa Le, Program Officer Joshua Wadsworth, Program Officer • Webinar Length: 1:30 • Review Agenda • Transition Information • Questions/Answers • Review Sponsor Transition Materials • Questions/Answers • Next Steps • Adjourn

6. Transition Information • SSAI is here to support you, as you support your participants through this transition. • Our objective is to remain Participant Centered • Minimum disruption to the Participants and Host Agencies

7. Transition Information • Throughout the Transition Period you will remain funded under your current Sponsor Agreement. • You will continue to serve your Current SCSEP participants and facilitate their transition to the new grantee

8. Transition Information • DOL is requiring that the transition of payroll responsibilities for all participants between SCSEP grantees occur byOctober 1, 2012. • All SCSEP grantees have been given August and September to prepare for this transition. • A freeze on new enrollments is in effect as of midnight, Tuesday, July 31, 2012 for counties that will be transitioning October 1st.

9. Transition Information • No Outgoing participants should be on your payroll after September 30, 2012 • Allparticipants should continue to be participants of their current SCSEP grantee up to and including September 30, 2012. • You should continue to serve your Outgoing participants, including the development of unsubsidized placements job opportunities, IEP and transitional IEP.

10. Transition Information • DOL has required all Incoming SCSEP grantees to allow current participants to remain in the program under the same conditions in which they are found in order to minimize disruptions to the program. • Participants must be able to continue in their community service assignment with the same host agency under the same conditions (e.g., rate of pay) through December 30, 2012. • DOL has required that all Incoming Grantees continue to enforce the Waiver Policy of the Outgoing grantee through December 31st, 2012 • Reductions in participant’s hours per week starting October 1, 2012 will be based on the Incoming Grantees Plan.

11. Transition Kit • Senior Service America Inc. (SSAI) will appoint a SSAI staff person to serve as the Transition Coordinator responsible for each Subgrantee with a transition. • With SSAI Support, The Outgoing and Incoming SCSEP grantees should agree on a time and place to convene two separate meetings in September: • one meeting for all affected participants and • another meeting for all affected host agency representatives. • If it is not possible for you to convene a meeting with host agency supervisors in September, then invite the supervisors to your participant transition meeting in September.

12. Transition Meeting • The purpose of the participant transition meeting is to inform participants and Host Agency Supervisors of the transition and for participants to complete any payroll paperwork required for the Incoming grantee in order to transfer to the Incoming grantees’ payroll. • The Department of Labor requires that SCSEP participants experience no disruption, or lapse in pay, during the transition process. • Therefore, Participant Transition Meetings must be scheduled to provide the Incoming grantee sufficient time to process all payroll paperwork for participants.

13. Transition Meeting • SSAI has provided a sample Agenda in the transition Kit. • You must send a written notice (letter or memo) to all participants and host agency supervisors notifying them of transition meetings. • The notice should notify them of any information or documents that they are required to bring to the meeting. • SSAI has provided a sample notice letter in this Transition Kit.

14. Transition Meeting • You must identify the final payroll processfor your agency. • This process should include when final time sheets are due, how participants should submit them, and how final paychecks/statements will be distributed. • The process should include instructions for participants on what to do if a time sheet is late, and who should be contacted if there are any questions. • You should also identify how and when the outgoing Sponsor’s final W- 2 s will be mailed to participants for tax purposes. • A written copy of this information should be provided to all participants at the Transition meeting.

15. Transition Kit • You should prepare copies of the following documents for the Incoming grantee: • Copy of current Participant Handbook • List of current host agencies • Copy pertinent information from Personnel files (TBD) • Copy files of exited participants for required follow up (TBD) • Host agency files • (Include copies of current Community Service Assignment Descriptions, 501(c) (3) determination) • SSAI may provide guidance for additional documents to be shared with the Incoming Grantee following expected transition training to be provided by DOL to grantees in August 2012.

16. Transition Kit • The Outgoing grantee is responsible for all SCSEP program and fiscal activities through September 30th. • The Outgoing grantee must continue to submit any and all data entry forms, and maintain SSAI webtools to ensure full submission of participant data from each county affected

17. Program Records • The Outgoing grantee must maintain any records and accounts, including property, personnel, and financial records, that SSAI, USDOL or any authorized representative deem necessary. • The Sponsor must maintain records for three years after a grant closeout or three years from a completed audit, whichever is longer. • and/or upon further request you are obligated to turn over to SSAI the complete data files, both electronic and hard copy.

18. Let’s Take Some Questions/Comments About Transition Information Unmute Your Phone or Send Me a Note

19. Transition Documents • Transition Kit • General Information • Outgoing Participant Document Checklist • Incoming Participant Document Checklist • Draft Participant Meeting Agenda • Draft Host Agency Meeting Agenda • Draft Letter to Participants Regarding Upcoming Changes • Draft Memo Inviting Participants To Meeting • Draft Letter to Participants Who Missed Mandatory Meeting • Draft Memo Inviting Host Agency Supervisors to Meeting • Draft Memo to Staff of Incoming Grantee

20. Transition Documents • Transition Checklist for Outgoing Sponsors • Transition Checklist for Incoming Sponsors • Subgrantee Closeout Checklist • Disposition of Computer Hardware and Equipment form

21. Let’s Take Some Questions/Comments About Transition Documents Unmute Your Phone or Send Me a Note

22. Transition Timeline August 2012 • Enrollment freeze in effect • Submit outstanding data entry forms, update Webtools by September 12th. • Transition Coordinators assigned • Collaborate with Incoming Grantee to plan transition process • Identify the final payroll process & due date of final time sheet • Confirm transition meeting dates and locations(s) • Send written notice of meetings to participants and host agencies

23. Transition Timeline September 2012 • Transition Meetings held for participants and host agency supervisors (9/1-9/21) • Send follow-up letters to participants/host agencies that missed meetings • Provide copies of essential documents to Incoming grantee • Identify a post transition contact • Complete all participant transfers: No Outgoing participants should be on your payroll after September 30, 2012

24. Post-Transition October 2012 and beyond • All participant transfers must be complete (10/1) • Confirm all data, including hours and training is entered into web tools • Plan for proper storage of participant personnel files/ financial records and property • Submit Disposition of Computer Hardware and Equipment Form • Complete and submit SSAI Subgrantee Closeout Checklist • Ensure final W-2s are mailed to participants

25. Ongoing tasks • Outgoing grantee is still responsible for all SCSEP program and fiscal activities through September 30th • Update Pay by Pay & PPP • Maintain Webtools • Submit data entry forms • Keep active participant list up to date

26. Let’s Take Some Questions/Comments About Next Steps Unmute Your Phone or Send Me a Note

27. Any Final Questions? How can we better support you through the Transition Process? Unmute Your Phone or Send Me a Note

28. Questions After This Webinar • Contact the Front End Support Team and a FES Program Officer will respond: • Email: scsephelp@ssa-i.org; or • Call: 301-578-8989; or • Open a case via the Cloud Portal