Day Sheets and Time Reporting Training

Background

North Carolina elects to utilize 100% time reporting, via "day sheets", as the foundational core of the methodologies for distributing costs for personal services, personnel benefits and non-personal services for both the Division and the 100 local Departments of Social Services.  These costs support a broad spectrum of programs funded through a wide range of Federal and non-Federal funding sources.  In order to ensure the integrity, reliability and validity of the time recording system as the primary means for distributing multiple millions of dollars in costs, adequate staff training must be provided.  The Division of Social Services has developed a comprehensive training to provide guidance to staff on:

• the importance and use of day sheets
• their primary purpose
• how recording time on the day sheet impacts NC's Federal funding
• the availability of written instructions in the Services Information System (SIS) User's Manual, and
• guidance on the use of specific Service Code and Program Code combinations, including a review of eligibility requirements for primary Federal funding sources.

It is the intention of the Division that this training will initially be provided to all 100 County Departments of Social Services during State Fiscal Year 2006 and on a recurring basis thereafter.  Each county DSS will be contacted by a member of its local team of Program Representatives to make arrangements to provide this training to the county.  Depending on each county's needs and the number of staff to be trained, the training may be provided to a county individually or jointly with staff from neighboring counties.  At a minimum, Program Representatives will utilize a "Train-the-Trainer" model to present the training materials to supervisors and administrative staff who will subsequently provide the training to all direct services staff who keep and submit day sheets as records of their activities.  All Child Welfare, Adult Services, Work First Employment Services and generic WFFA/Employment Services supervisors and program managers should attend this training.  In those instances where counties will provide the training to their line staff in-house, the Program Representatives will be available to assist trainers as necessary.

Training of local staff is a critical and must be achieved in order to demonstrate commitment to continuous improvement in our reporting system.  This is of vital importance to the State and all 100 counties to insure the continued allowability of costs claimed among the various Federal funding sources.

The links below are provided as a resource for the county Departments of Social Services.  They include links to the materials used in the training, the Services Information System (SIS) User's Manual, and other relevant information.

Counties should contact their Program Representative for more information.

Links:

Dear County Director Letter No. DCDL-PM-01-2005
Day Sheet Training Guide
Day Sheet Training Presentation
Services Information System (SIS) User's Manual
DSS-4263 Worker Daily Report of Services to Clients ("green day sheet")
DSS-2203 Day Sheet ("white day sheet")
DSS-2204 Day Sheet Summary

Page Modified: 07/17/2008