Common use of RAC SYSTEMS DEVELOPMENT Clause in Contracts

RAC SYSTEMS DEVELOPMENT. 1. Adhere to the following programmatic allowable costs: a. The following eligible expenses are considered programmatic costs. These include but are not limited to: i. Supplies/equipment and costs of personnel for EMS and injury prevention and/or education programs; ii. Costs of personnel, supplies and equipment to conduct trauma- related courses (Trauma Nursing Core Course, Advanced Trauma Life Support, Basic Trauma Life Support, etc.); iii. Updating and sharing with the RAC general membership the regional EMS/Trauma System Plan; iv. Education of the public or trauma care providers about the regional EMS/Trauma System Plan; v. Expenditures or grants to entities related to the delivery of trauma patient care and/or expediting the implementation of the Texas EMS/Trauma System; vi. System PI meetings, newsletters, regional registry, regional communication systems; and vii. Associated travel and registration fees for RAC staff to attend meetings/conferences related to EMS/Trauma Systems. The cost of meals for same-day travel is not reimbursable; 2. Comply with the following funding restrictions: a. Buildings or real property without prior written approval from DSHS. Any costs related to the initial acquisition of the buildings or real property are not allowable without prior written approval; b. Expenses associated with membership in business, technical, and professional organizations involved in lobbying are not allowable expenses under this Contract; however, if an organization is not involved in lobbying and the Grantee can demonstrate how membership in a professional/technical organization benefits the DSHS program(s), cost of membership may be allowed with prior approval from DSHS; 3. Comply with the following non-allowable costs: a. Food (the cost of meals for RAC staff or RAC board members attending meetings and/or conferences that pertain to carrying out activities under the Contract where there is dissemination of technical information is allowable); b. Land; c. Investments (stocks, bonds, mutual funds, etc.); and d. No more than 20% of the RAC SYSTEMS DEVELOPMENT funds allocated amount may be utilized for administrative costs. Administrative costs are defined as those costs related to the business of the RAC. These include, but may not be limited to: i. Personnel, rent, utilities, office expense (postage, copying, phone), leased office equipment and supplies, mailboxes; ii. Travel to and from required statewide meetings including lodging for the Executive Director (or equivalent) and RAC Executive Board members; iii. Training related to the business functions of the RAC (financial and grant writing, etc.); iv. Professional services (accountant, attorney, auditor); v. Internet access, furniture, and travel for above-mentioned costs; and vi. Costs associated with the administration of the EMS/COUNTY program are allowable expenses under this Contract; 4. Submit Supporting Documentation Reports which capture monthly expenditures (i.e., Personnel, Fringe, Travel, Equipment, Supplies, Contractual, Other, and Indirect Costs) as well as programmatic and administrative costs, and program income earned from funds directly associated with this program (i.e., fees or co- pays for services performed, income from the sale of items or services, registration fees collected, etc.). Rebates, refunds, discounts, and adjustments/credits should be treated as applicable credits and not as program income. If supporting documentation is incomplete, it may result in a delay in associated payment; 5. Convene at a minimum, three (3) general membership meetings and provide during the meeting a financial report, which includes funds expended, planned expenditures, and remaining balance. Submit a copy of the financial report and agenda to DSHS. The financial report due dates are listed on the most current Deliverables Reporting Calendar. A general membership meeting should be held within the following time frames: a. September 1 to December 31; b. January 1 to April 30; and c. May 1 to August 31; 6. Submit Final Expenditures and Reports to DSHS. The final reports shall consist of the following: a. An Annual Report, on the template provided by DSHS, located at xxxx://xxx.xxxx.xxxxx.xxx/emstraumasystems/formsresources.shtm, of the Grantee’s activities to include: i. Evidence of the uses of the most recently completed year regional injury mortality and morbidity data, from the DSHS EMS/Trauma Registry used in developing the annual needs assessment, as well as a copy of the current Regional Trauma System Plan; ii. Documentation of training to enhance trauma care provided to all entities on the Regional Trauma System Plan; iii. Results of the annual needs assessment; and iv. Evidence of ongoing system PI; b. An Annual Participation Report which includes a list of participation on regional local committees for development/maturation of the regional system for the following: i. Designated hospitals and hospitals seeking designation; ii. EMS providers; iii. Recognized First Responder Organizations; and iv. Any other stakeholders; c. A Final Supporting Documentation Report that includes September 1, 2018, to August 31, 2019, expenditures; and d. A Final Narrative describing specifically how the funds were utilized to enhance and improve the delivery of EMS and trauma patient care in the region served; 7. Review DSHS’ Grant Technical Assistance Guide (GTAG) located online at: xxxxx://xxx.xxxx.xxxxx.xxx/contracts/gtag.aspx. Grantee will maintain as part of its accounting records and prepare to submit to DSHS within 14 days upon request, the following source documents to support expenditures identified in the Supporting Documentation Reports: a. A detailed general ledger specific to this program that identifies and reconciles to costs reported in the Supporting Documentation Reports; b. Timesheets or other record of actual hours worked that reflect an after-the- fact distribution of the actual time spent on each activity, or documentation to support compliance with a substitute timekeeping system previously accepted by DSHS; c. A payroll register, or similar report, that reflects 100% of the gross pay for employees charged to the Contract; d. A labor distribution report, or similar document, that reflects the portion of an employee’s gross pay charged to the Contract; e. Vendor invoices for health, dental and similar fringe benefits; quarterly payroll tax reports for Federal Insurance Contributions Act (FICA) and unemployment; and any other pertinent information necessary to support fringe benefits charged to the Contract; f. Travel expense reports (including hotel bills and other applicable receipts) and/or mileage logs and the RAC Travel Policy to support travel costs charged to the Contract; g. Purchase orders, invoices, receiving reports, and any other pertinent source documents for expenses charged to the Contract in the Equipment, Supplies, and Other categories; h. Reimbursement requests, vouchers, or invoices to support costs charged to the Contractual category; i. Evidence of programmatic and financial monitoring efforts (i.e., review/analysis of supporting documentation, reconciliation of costs to general xxxxxx, reports, etc.) on reimbursed subgrantees; and j. Records to support the amount of program income earned from funds directly associated with this program; 8. Comply with the reporting requirements on the most recent Deliverables Reporting Calendar, which will be emailed to Grantee no later than thirty (30) days from the start of the Contract term and is incorporated herein by reference and made a part of this Contract. The Deliverables Reporting Calendar will include deadlines for all deliverables described herein; and 9. Submit all above reports/deliverables to XXXXxx.xxxx@xxxx.xxxxx.xxx and Xxxxx.Xxxxxxxxx@xxxx.xxxxx.xxx .

RAC SYSTEMS DEVELOPMENT. 1. Adhere to the following programmatic allowable costs: a. The following eligible expenses are considered programmatic costs. These include but are not limited to: i. Supplies/equipment and costs of personnel for EMS and injury prevention and/or education programs; ii. Costs of personnel, supplies and equipment to conduct trauma- related courses (Trauma Nursing Core Course, Advanced Trauma Life Support, Basic Trauma Life Support, etc.); iii. Updating and sharing with the RAC general membership the regional EMS/Trauma System Plan; iv. Education of the public or trauma care providers about the regional EMS/Trauma System Plan; v. Expenditures or grants to entities related to the delivery of trauma patient care and/or expediting the implementation of the Texas EMS/Trauma System; vi. System PI meetings, newsletters, regional registry, regional communication systems; and vii. Associated travel and registration fees for RAC staff to attend meetings/conferences related to EMS/Trauma Systems. The cost of meals for same-day travel is not reimbursable; 2. Comply with the following funding restrictions: a. Buildings or real property without prior written approval from DSHS. Any costs related to the initial acquisition of the buildings or real property are not allowable without prior written approval; b. Expenses associated with membership in business, technical, and professional organizations involved in lobbying are not allowable expenses under this Contract; however, if an organization is not involved in lobbying and the Grantee can demonstrate how membership in a professional/technical organization benefits the DSHS program(s), cost of membership may be allowed with prior approval from DSHS; 3. Comply with the following non-allowable costs: a. Food (the cost of meals for RAC staff or RAC board members attending meetings and/or conferences that pertain to carrying out activities under the Contract where there is dissemination of technical information is allowable); b. Land; c. Investments (stocks, bonds, mutual funds, etc.); and d. No more than 20% of the RAC SYSTEMS DEVELOPMENT funds allocated amount may be utilized for administrative costs. Administrative costs are defined as those costs related to the business of the RAC. These include, but may not be limited to: i. Personnel, rent, utilities, office expense (postage, copying, phone), leased office equipment and supplies, mailboxes; ii. Travel to and from required statewide meetings including lodging for the Executive Director (or equivalent) and RAC Executive Board members; iii. Training related to the business functions of the RAC (financial and grant writing, etc.); iv. Professional services (accountant, attorney, auditor); v. Internet access, furniture, and travel for above-mentioned costs; and vi. Costs associated with the administration of the EMS/COUNTY program are allowable expenses under this Contract; 4. Submit Supporting Documentation Reports which capture monthly expenditures (i.e., Personnel, Fringe, Travel, Equipment, Supplies, Contractual, Other, and Indirect Costs) as well as programmatic and administrative costs, and program income earned from funds directly associated with this program (i.e., fees or co- pays for services performed, income from the sale of items or services, registration fees collected, etc.). Rebates, refunds, discounts, and adjustments/credits should be treated as applicable credits and not as program income. If supporting documentation is incomplete, it may result in a delay in associated payment; 5. Convene at a minimum, three (3) general membership meetings and provide during the meeting a financial report, which includes funds expended, planned expenditures, and remaining balance. Submit a copy of the financial report and agenda to DSHS. The financial report due dates are listed on the most current Deliverables Reporting Calendar. A general membership meeting should be held within the following time frames: a. September 1 to December 31; b. January 1 to April 30; and c. May 1 to August 31; 6. Submit Final Expenditures and Reports to DSHS. The final reports shall consist of the following: a. An Annual Report, on the template provided by DSHS, located at xxxx://xxx.xxxx.xxxxx.xxx/emstraumasystems/formsresources.shtm, of the Grantee’s activities to include: i. Evidence of the uses of the most recently completed year regional injury mortality and morbidity data, from the DSHS EMS/Trauma Registry used in developing the annual needs assessment, as well as a copy of the current Regional Trauma System Plan; ii. Documentation of training to enhance trauma care provided to all entities on the Regional Trauma System Plan; iii. Results of the annual needs assessment; and iv. Evidence of ongoing system PI; b. An Annual Participation Report which includes a list of participation on regional local committees for development/maturation of the regional system for the following: i. Designated hospitals and hospitals seeking designation; ii. EMS providers; iii. Recognized First Responder Organizations; and iv. Any other stakeholders; c. A Final Supporting Documentation Report that includes September 1, 2018, to August 31, 2019, expenditures; and d. A Final Narrative describing specifically how the funds were utilized to enhance and improve the delivery of EMS and trauma patient care in the region served; 7. Review DSHS’ Grant Technical Assistance Guide (GTAG) located online at: xxxxx://xxx.xxxx.xxxxx.xxx/contracts/gtag.aspx. Grantee will maintain as part of its accounting records and prepare to submit to DSHS within 14 days upon request, the following source documents to support expenditures identified in the Supporting Documentation Reports: a. A detailed general ledger specific to this program that identifies and reconciles to costs reported in the Supporting Documentation Reports; b. Timesheets or other record of actual hours worked that reflect an after-the- fact distribution of the actual time spent on each activity, or documentation to support compliance with a substitute timekeeping system previously accepted by DSHS; c. A payroll register, or similar report, that reflects 100% of the gross pay for employees charged to the Contract; d. A labor distribution report, or similar document, that reflects the portion of an employee’s gross pay charged to the Contract; e. Vendor invoices for health, dental and similar fringe benefits; quarterly payroll tax reports for Federal Insurance Contributions Act (FICA) and unemployment; and any other pertinent information necessary to support fringe benefits charged to the Contract; f. Travel expense reports (including hotel bills and other applicable receipts) and/or mileage logs and the RAC Travel Policy to support travel costs charged to the Contract; g. Purchase orders, invoices, receiving reports, and any other pertinent source documents for expenses charged to the Contract in the Equipment, Supplies, and Other categories; h. Reimbursement requests, vouchers, or invoices to support costs charged to the Contractual category; i. Evidence of programmatic and financial monitoring efforts (i.e., review/analysis of supporting documentation, reconciliation of costs to general xxxxxxledger, reports, etc.) on reimbursed subgrantees; and j. Records to support the amount of program income earned from funds directly associated with this program; 8. Comply with the reporting requirements on the most recent Deliverables Reporting Calendar, which will be emailed to Grantee no later than thirty (30) days from the start of the Contract term and is incorporated herein by reference and made a part of this Contract. The Deliverables Reporting Calendar will include deadlines for all deliverables described herein; and 9. Submit all above reports/deliverables to XXXXxx.xxxx@xxxx.xxxxx.xxx and Xxxxx.Xxxxxxxxx@xxxx.xxxxx.xxx .

RAC SYSTEMS DEVELOPMENT. 1. Adhere to the following programmatic allowable costs: a. The following eligible expenses are considered programmatic costs. These include but are not limited to: i. Supplies/equipment and costs of personnel for EMS and injury prevention and/or education programs; ii. Costs of personnel, supplies and equipment to conduct trauma- related courses (Trauma Nursing Core Course, Advanced Trauma Life Support, Basic Trauma Life Support, etc.); iii. Updating and sharing with the RAC general membership the regional EMS/Trauma System Plan; iv. Education of the public or trauma care providers about the regional EMS/Trauma System Plan; v. Expenditures or grants to entities related to the delivery of trauma patient care and/or expediting the implementation of the Texas EMS/Trauma System; vi. System PI meetings, newsletters, regional registry, regional communication systems; and vii. Associated travel and registration fees for RAC staff to attend meetings/conferences related to EMS/Trauma Systems. The cost of meals for same-day travel is not reimbursable; 2. Comply with the following funding restrictions: a. Buildings or real property without prior written approval from DSHS. Any costs related to the initial acquisition of the buildings or real property are not allowable without prior written approval; b. Expenses associated with membership in business, technical, and professional organizations involved in lobbying are not allowable expenses under this Contract; however, if an organization is not involved in lobbying and the Grantee can demonstrate how membership in a professional/technical organization benefits the DSHS program(s), cost of membership may be allowed with prior approval from DSHS; 3. Comply with the following non-allowable costs: a. Food (the cost of meals for RAC staff or RAC board members attending meetings and/or conferences that pertain to carrying out activities under the Contract where there is dissemination of technical information is allowable); b. Land; c. Investments (stocks, bonds, mutual funds, etc.); and d. No more than 20% of the RAC SYSTEMS DEVELOPMENT funds allocated amount may be utilized for administrative costs. Administrative costs are defined as those costs related to the business of the RAC. These include, but may not be limited to: i. Personnel, rent, utilities, office expense (postage, copying, phone), leased office equipment and supplies, mailboxes; ii. Travel to and from required statewide meetings including lodging for the Executive Director (or equivalent) and RAC Executive Board members; iii. Training related to the business functions of the RAC (financial and grant writing, etc.); iv. Professional services (accountant, attorney, auditor); v. Internet access, furniture, and travel for above-mentioned costs; and vi. Costs associated with the administration of the EMS/COUNTY program are allowable expenses under this Contract; 4. Submit Supporting Documentation Reports which capture monthly expenditures (i.e., Personnel, Fringe, Travel, Equipment, Supplies, Contractual, Other, and Indirect Costs) as well as programmatic and administrative costs, and program income earned from funds directly associated with this program (i.e., fees or co- pays for services performed, income from the sale of items or services, registration fees collected, etc.). Rebates, refunds, discounts, and adjustments/credits should be treated as applicable credits and not as program income. If supporting documentation is incomplete, it may result in a delay in associated payment; 5. Convene at a minimum, three (3) general membership meetings and provide during the meeting a financial report, which includes funds expended, planned expenditures, and remaining balance. Submit a copy of the financial report and agenda to DSHS. The financial report due dates are listed on the most current Deliverables Reporting Calendar. A general membership meeting should be held within the following time frames: a. September 1 to December 31; b. January 1 to April 30; and c. May 1 to August 31; 6. Submit Final Expenditures and Reports to DSHS. The final reports shall consist of the following: a. An Annual Report, on the template provided by DSHS, located at xxxx://xxx.xxxx.xxxxx.xxx/emstraumasystems/formsresources.shtm, of the Grantee’s activities to include:at i. Evidence of the uses of the most recently completed year regional injury mortality and morbidity data, from the DSHS EMS/Trauma Registry used in developing the annual needs assessment, as well as a copy of the current Regional Trauma System Plan; ii. Documentation of training to enhance trauma care provided to all entities on the Regional Trauma System Plan; iii. Results of the annual needs assessment; and iv. Evidence of ongoing system PI; b. An Annual Participation Report which includes a list of participation on regional local committees for development/maturation of the regional system for the following: i. Designated hospitals and hospitals seeking designation; ii. EMS providers; iii. Recognized First Responder Organizations; and iv. Any other stakeholders; c. A Final Supporting Documentation Report that includes September 1, 2018, to August 31, 2019, expenditures; and d. A Final Narrative describing specifically how the funds were utilized to enhance and improve the delivery of EMS and trauma patient care in the region served; 7. Review DSHS’ Grant Technical Assistance Guide (GTAG) located online at: xxxxx://xxx.xxxx.xxxxx.xxx/contracts/gtag.aspx. Grantee will maintain as part of its accounting records and prepare to submit to DSHS within 14 days upon request, the following source documents to support expenditures identified in the Supporting Documentation Reports: a. A detailed general ledger specific to this program that identifies and reconciles to costs reported in the Supporting Documentation Reports; b. Timesheets or other record of actual hours worked that reflect an after-the- fact distribution of the actual time spent on each activity, or documentation to support compliance with a substitute timekeeping system previously accepted by DSHS; c. A payroll register, or similar report, that reflects 100% of the gross pay for employees charged to the Contract; d. A labor distribution report, or similar document, that reflects the portion of an employee’s gross pay charged to the Contractontract; e. Vendor invoices for health, dental and similar fringe benefits; quarterly payroll tax reports for Federal Insurance Contributions Act (FICA) and unemployment; and any other pertinent information necessary to support fringe benefits charged to the Contract; f. Travel expense reports (including hotel bills and other applicable receipts) and/or mileage logs and the RAC Travel Policy to support travel costs charged to the Contract; g. Purchase orders, invoices, receiving reports, and any other pertinent source documents for expenses charged to the Contract in the Equipment, Supplies, and Other categories; h. Reimbursement requests, vouchers, or invoices to support costs charged to the Contractual category; i. Evidence of programmatic and financial monitoring efforts (i.e., review/analysis of supporting documentation, reconciliation of costs to general xxxxxx, reports, etc.) on reimbursed subgrantees; and j. Records to support the amount of program income earned from funds directly associated with this program; 8. Comply with the reporting requirements on the most recent Deliverables Reporting Calendar, which will be emailed to Grantee no later than thirty (30) days from the start of the Contract term and is incorporated herein by reference and made a part of this Contract. The Deliverables Reporting Calendar will include deadlines for all deliverables described herein; and 9. Submit all above reports/deliverables to XXXXxx.xxxx@xxxx.xxxxx.xxx and Xxxxx.Xxxxxxxxx@xxxx.xxxxx.xxx .