The Clinical Affairs Division Care Quality (CADCCQ) receives funding through various streams (Federal and non-Federal). The Centers for Disease Control and Prevention (CDC) is the largest funding source for CADCCQ.
Federal Funds: CAD oversees and manages funds received from CDC and other Government entities. CAD CCQ received a five-year Cooperative Agreement (CoAg) from CDC, extending from 08/01/2018 to 07/31/2023, which was extended through 07/31/2024 via a Year-5 Extension budget year. The CoAg covers various projects at different funding levels each year. In addition, CDC releases supplemental funding each year for specific topic areas/projects managed by CADCCQ.
Non-Federal Funds: Foundations and other organizations offer different streams of funding based on fully executed agreements with NACHC.
Non-Federal funds are tracked separately from Federal funds. In year 2024, CCQ implements and oversees programs funded by the following entities: CareQuest, Cicatelli Associates, ATSU, AETNA - Connect2Care, Johns Hopkins Medical Institutions and the National Association of Diabetes Care & Education Specialists.
Financial Tracking Process
NACHC’s Finance Department activates funding codes as soon as a Notice of Award is received from a Federal funder or when an agreement is fully executed for a non-Federal funder.
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CCQ staff members access a SharePoint form called “Budget vs Actuals” (BVA). This database is used to track obligations, expenditures, and balances. Each Federal and non-Federally funded project receives a unique funding code in the BVA for tracking purposes.
CAD staff must also track funds in an Excel spreadsheet with with “Running totals” for CDC and non-CDC funds.
For multi-year projects, a unique funding code is assigned for each year. Example: 862-01 (year 1), 862-02 (year 2), etc.
CAD staff selects the project funding code(s) along with the year (Task) and the Period in order to run the report:
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CDC Expanded Authority
Under CDC’s CoAg, NACHC is granted “Expanded Authority” to spend a previous years’ funds, as long as the expenditures are within project scope. For this purpose, it is important to track prior years’ funds along with the current year, to ensure expanding previous funding first.
CAD staff must track financial spending using both BVA reports, CDC Budget Projections provided by the Director of Finance and an Excel spreadsheet with “Running totals” for CDC and non-CDC funding.
CDC Budget Projections Screenshot
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CDC and non-CDC Budget Running Totals
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Note: The Excel spreadsheet “Running Totals” tracks the total unobligated balance for each funding code (project and year of funding) including G&A. NACHC Indirect cost (22%) is deducted from the total balance of each project.
NACHC Financial Monitoring (Finance Department)
CAD’s Grants Administration team and CMO hold monthly financial meetings with the Finance Director to cross-check data and resolve outstanding issues. These meetings are an opportunity to track jointly funding sources that require close attention (i.e. overpent or recently closed funding sources, projects in need of a new funding code, etc.).