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List of potentially allowable items matched to the implementation guide activities

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List of potentially allowable items matched to the implementation guide activities

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As a new SHIP staff person, it's been really difficult to come up with ideas of what's allowable or commonly purchased for different projects. I think a list of potentially allowable items corresponding to each activity in the implementation guide would help so much - as long as it's presented in a way that emphasizes that the items are not automatically or even conditionally allowable but kind of in the middle...a list for us to reference to help us brainstorm ideas, then we would use the Decision Tree to determine if it would be allowable for in our specific case (and do a REDCap request if necessary). This would also help us build relationships with our community partners. Rather than us constantly shooting down their ideas due to unallowable expenses, we can provide alternative allowable ideas - it's just really hard to come up with those on the spot without specific ideas listed for each activity.

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Ive worked on SHIP from the beginning and have seen the guide go from very prescriptive on allowable/unallowable to very vague on whats allowed or not. I liked the detail about what was not allowed - made it so much easier when action planning. I always check the financial guide and then put in requests for approval - the process could be speeded up if there was a chart of what is allowed or not vs feeling like I have to submit via redcap for everything.

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When we submit via redcap sometimes there is delayed response if someone from MDH is on vacation. Is there a way to have back up for MDH staff so that it doesnt slow down the approval process? Last summer it took almost two weeks for a response to a very simple request.

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I feel like I still need to submit everything via REDCap for approval even if it isn't over $3,000 or even if I don't think that it is conditional allowable. This is where an allowable/unallowable list would be nice.

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It would be nice to have a list of items that are allowable/commonly purchased for various projects (e.g. breastfeeding room, outdoor classroom, SuperShelf, etc.). I think this would be helpful for new SHIP staff to see what items they could purchase for a project (and then if the item isn't on the list, they could reach out with questions).

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While I do prefer the freedom and flexibility of this version of the financial guide, it would be nice to have the list of unallowables in a table form. Sometimes I'm reading so far down the list I can't remember if the items are under unallowable, conditional allowable, etc. In general, tables are more clear to read than long lists of text. This could apply to the conditional allowable section, the food/beverage section, etc.

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When items are unallowable in one context area, it is confusing if they are unallowable in another context area. More clarity on that would be nice.

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There is still so much information in the guide, it can be hard to keep it straight or remember all the different processes for different situations. It could help to have clear headings for each key section (Under $3K, Over $3K, Conditional allowable, etc.) and then bullet points or numbered items of the steps to take for each. Paragraph form can be difficult to follow the steps presented.

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I appreciate the flexibility offered in this financial guide vs. past ones. While a table of allowable vs unallowable examples can be helpful (and can maybe be included again for clear examples), it is nice to have the freedom and guiding questions to allow local discretion and approval of projects that might be more unique and innovative that still align with the SHIP goals. Having too strict of an allowable vs. unallowable list limited creativity and innovation among staff and partners so the same projects were being repeated for years.

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Consider adding allowable and unallowable projects, even if it could be in the form of a hyperlink that brings you to Basecamp where you can review PDFs or Word documents that have such examples.

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It is nice to have a shorter version of the Financial Guide; past guides have been very long. It is also nice that it's a solo document rather than meshed into another implementation guide.

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The Financial Guide is a nice resource, especially with it being shortend. I would like to see more Allowable vs. Unallowable projects (similar to what was offered in past years).

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REDCap requests taking 5+ days to hear back about. And then if there is a question and you respond, it takes another couple of days. Partners get frustrated when they are ready to work on a project but it takes a few weeks to month for everything to get approved by MDH.

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Its written in a way where i still question if something is allowable. There will be something that isn't listed but when i reach out to MDH via REDCap after following the flow chart, i find out that its not allowable.