KDADS, PCG outline Conflict Free Kansas grant: who’s eligible, allowable expenses and application steps

Kansas Department for Aging & Disability Services (KDADS) and Public Consulting Group (PCG) outlined details of the Conflict Free Kansas grant during a pre-bid webinar that walked potential applicants through eligibility rules, allowable expenses, application submission via JotForm and the program’s reimbursement-only payment model.

Heather Flagmark, lead grant manager at Public Consulting Group, said the presentation was “a high level summary” and urged attendees to read the full Request for Applications (RFA) posted on the Conflict Free Kansas website for complete requirements.

The grant is intended to help Kansas providers eliminate conflicts of interest between targeted case management (TCM) functions and direct Home- and Community-Based Services (HCBS) IDD waiver service delivery, a change driven by the Centers for Medicare & Medicaid Services’ HCBS settings final rule (2014). PCG and KDADS presenters said the work protects Medicaid funding and is a prerequisite for Kansas to pursue a Community Supports waiver and expand capacity for people on the IDD waiver waitlist.

Who can apply and what the funds may cover Eligible applicants described in the webinar include: community developmental disability organizations (CDDOs) that will stop providing IDD waiver direct services; CDDOs that will start or acquire a TCM arm; community support providers (CSPs) that will stop providing TCM; existing non-conflicted TCM agencies seeking to serve individuals who currently receive services from conflicted agencies; and individuals or organizations proposing to create new, conflict-free TCM agencies (new TCMs). New TCM applicants are required to submit a letter of support or proof of affiliation with a CDDO.

Presenters reviewed categories and example caps that appear in the RFA and budget workbook: moving to a new commercial location (up to $5,000), purchasing signage (up to $4,000), external training and staff training stipends (up to $50 per training and $250 per staff member total), business development training (up to $7,000 for new agencies), and consultation to create a new conflict-free agency (up to $12,500). Case-management and billing software, recruitment and onboarding costs for new TCM staff, short-term rent or deposits for new office space, and allowable hardware/software protective devices were listed among other eligible costs. The RFA contains the full definitions and eligibility crosswalk by applicant type.

PCG and KDADS also listed categories they will reject, including: expenses unrelated to the grant goals, costs that supplant existing funding, preexisting debts, costs incurred outside the grant period, activities reimbursed by Medicaid, lobbying/political activities, entertainment or food for individuals receiving services, marketing to retain clients, most onboarding/screening costs, home office or transportation expenses, employee benefits, and equipment permanently given to employees or people served.

Budget and payment mechanics PCG explained applications must include a completed Excel budget detail spreadsheet (the budget workbook) and that the workbook will prompt applicants to enable macros. Applicants must select one of the five applicant types in the workbook so the spreadsheet populates the correct eligible subcategories for that applicant type. Applicants may request an automatic 10% indirect cost allowance; PCG said the indirect-cost reimbursement is capped at $25,000 over the grant period and grantees must track indirect costs if they choose to claim them.

KDADS and PCG emphasized the grant is reimbursement-only: grantees must incur expenses first and later submit reimbursement requests. PCG repeated that “there will be no prospective payments for this program.” Payments will go to the individual or organization that incurred the expense and only to applicants that sign a Notice of Grant Agreement (NOGA).

Application logistics and timeline Caroline Hockenby, grants communications with PCG, walked through the JotForm application: applicants must submit one application per National Provider Identifier (NPI) number; once submitted the online application cannot be changed; applicants should save drafts frequently and will receive a PDF confirmation of their submission. Questions about the program are due by Tuesday, April 1 at 5 p.m. Central; PCG said it will post answers on April 8. The application deadline stated on the webinar was Monday, April 28 at 5 p.m. Central; PCG said award letters are anticipated by June 1 and that the grant period is expected to start July 1.

Questions and KDADS guidance during Q&A KDADS representatives (identified in the webinar as Megan and Robin) said the funding comes from American Rescue Plan Act (ARPA) dollars and is time-limited. KDADS staff said they have not received any federal notice to retract ARPA funds and will notify stakeholders if guidance changes. KDADS staff and PCG repeatedly urged applicants to consult the RFA and the posted FAQ for definitive answers; several technical and policy questions raised during the Q&A were marked for follow-up in the FAQ.

Panelists answered or agreed to follow up on attendee questions about: whether an organization must physically move to eliminate a conflict (PCG said leasing arrangements must be at market value if a CSP owns property and leases to a TCM); how to categorize combined CSP/CDDO/TCM organizations in the budget workbook (answer depends on the applicant’s proposed mitigation strategy); NPI requirements; and whether funds can be used to divest a CDDO designation (KDADS panelists said yes, applicants should consult the RFA). KDADS staff said some separation approaches are already known to meet federal requirements, while others remain under discussion with stakeholders.

Where to get application materials and help PCG said the RFA, the budget workbook and an attachment showing Kansas rural/urban county designations are available on the Conflict Free Kansas webpage. The webinar gave an application contact email (conflictfreekansas@pcgus.com) and a listed phone line for help with access and portal questions. PCG said errors in JotForm must be corrected before submission; the online tool will highlight fields with missing or invalid answers.

What applicants should do next Presenters recommended: read the full RFA and budget workbook, finalize the proposed mitigation plan tied to the applicant type, prepare the required attachments (budget workbook, W-9, and, where applicable, a CDDO letter of support), submit questions by April 1 and file the JotForm application by April 28 at 5 p.m. Central. KDADS and PCG said they will update the FAQ with answers to outstanding webinar questions and will post responses online.

A note on deadlines and final reconciliation Speakers repeated several deadlines during the webinar (application due date, Q&A deadline, anticipated award letters). PCG emphasized that final reimbursement is arranged after expenditures are incurred and that applicants must sign required grant documents before spending. Because presenters referenced multiple closing and final-reimbursement dates during the call, applicants should consult the posted RFA and the Conflict Free Kansas website for the authoritative final deadlines and submission instructions.

Sources and attribution The article is based on the March 2025 Conflict Free Kansas pre-bid webinar presentation and question-and-answer session led by Public Consulting Group on behalf of the Kansas Department for Aging & Disability Services.