Compliance check costs for youth recruitment – 2/29/12

Q: A state tobacco control program is the process of negotiating a contract to supply youth recruits to support retailer compliance checks. They would like to identify how other state programs determine an accurate cost to recruit the youth decoys required to conduct these checks. The program would like to learn:

• How did other states go about estimating a fair cost per youth recruited to conduct retailer inspections? What was included into that cost figure (e.g. recruitment personnel, reimbursement to youth decoys for their time and meals while traveling, media outreach to recruit youth decoys, travel, etc.)?
   
• How did your state account for variables such as the average number of decoy operations that can be completed in a day (e.g., urban areas vs. rural areas where there is great distance between retailers)?

What documentation does your state use to substantiate these costs? Can you share sample materials?

A:

1. Alabama: Sgt. Wayne Mackey, our business liaison at ABC Headquarters, would best be able to answer any questions regarding recruitment and payment for the undercover minor tobacco inspection program in Alabama.
    
   Sgt. Mackey's contact information is below:

   Sergeant Wayne Mackey
   Alabama ABC Board Enforcement
   Office: 334-213-6315
   Cell: 334-300-2765
   Wayne.Mackey@abc.alabama.gov

2. Colorado: In Colorado we are implementing a compliance check program that involves youth operatives.
    
   For cost we use on average $12/hour rate (determined by the going market rate for the skills and abilities required by the scope of work) and the cost includes insurance for the minor (as required under our federal contract). For the most part the minors are being recruited and employed through a temporary employment agency. The rate for the minor varies slightly throughout the state.
    
   The number of compliance checks that are accomplished using the minor varies both in terms of urban vs rural and the appropriate hours to keep a minor out doing the work. The safety of the minor is our number 1 concern. This is often an agreement between the minor and their parents and our inspectors who accompany them during their work. We estimate that each compliance check will take approximately 1.5 hours and this includes travel, work and reporting. For rural areas this timeline may be higher due to more extensive travel time.
    
   We do not require a receipt for actual purchases made during the compliance check but use a log sheet linked to assignment numbers to support the expenses. Travel and per diem rates are used at the local per diem and mileage rates for the area traveled.
    
3. Kentucky: ABC investigative aides are paid $10/hour while conducting tobacco compliance checks/inspections.  Currently, our investigators are responsible for recruiting investigative aides in their assigned areas to assist with these inspections.   No meals are reimbursed (investigators will spend money to purchase snacks and drinks for the investigative aide).   We also recruit investigative aides through ABC home page (website).
    
   • How did your state account for variables such as the average number of decoy operations that can be completed in a day (e.g., urban areas vs. rural areas where there is great distance between retailers)?
     Our investigators must conduct tobacco inspections on 10 locations each month in their assigned area.  We have two investigators that must participate in each state tobacco detail to provide oversight and safety for the investigative aide.  The safety of the investigative aide and the investigators is the number one priority.  Most urban areas have can complete both investigators monthly checks (20) in a day/detail.  For rural areas, the investigators will usually complete 10 checks per detail.  Our personnel work from their home and their assigned areas are strategically located around their home.
      
   • What documentation does your state use to substantiate these costs? Can you share sample materials?
     Investigators submit Investigative Aide pay sheets that show the date and time worked for each detail.  The investigator and investigative aide must sign this form and submit it to the office for reimbursement.  We also have a reimbursement form where the investigator lists any expenses (tobacco purchases) and forwards to the office for reimbursement.  All pay sheets and reimbursement forms are reviewed by a supervisor before being processed by human resources.
      
4. Missouri: The youth who assist in conducting tobacco compliance checks in Missouri get paid $10 an hour. This is the rate that the Division of Alcohol and Tobacco Control has set and followed for years now. The youth do not get meal reimbursement.
    
5. Virginia: Our Department of ABC has worked with youth for retailer compliance for tobacco and alcohol for years and may be able to provide some guidance. Contact Joe Cannon at 804-213-4570 or Will Goodman, 804-213-4730 for details.
    
6. Washington: Washington State contracts with the state’s Liquor Control Board to do our compliance checks now and they pay youth operatives $10.80 per hour for their work.
    
   We had previously had counties do compliance checks, but with the exception of King County, we now have this all done by LCB. Counties typically did not pay youth operatives and used a variety of methods to recruit operatives, frequently using pizza as an incentive.
    
   Fel Pajimula from King County may have some information on how they budget for getting youth involvement.
    
7. West Virginia: Our Youth Inspectors receive a stipend of $10 per hr. and $10 (cap) travel time (to/from detachment).  Depending on how many stores are to be inspected, the team is given $10 per store for product.  Depending on how far the Adult Coordinator has to travel to pick up and return the Youth Inspector (since we usually have youth outside of the county that is to be inspected serve as the Youth Inspector), the Adult Coordinator is allocated either a stipend of $50 or $100 depending on how far he/she has to travel to pick up the youth.  $15 is allocated for incidentals (snack, etc.).  Should product and incidental funds not be utilized, the remaining funds are used to provide a meal for the team while they are out in the field.  Youth inspectors are recruited and trained by our WV Substance Abuse Prevention grantees and their sub-grantees. They are provided the estimated funds to implement the inspections.
   
   

   County	Product	Youth	Incidentals	Gas	Amount
   Brooke	80   (8 stores to be inspected)	70   (6 hrs. + 1 hr. travel)	15	50	$215

   
    
   Prior to inspection, $70 were allocated for the Youth Inspector.  That amount was determined by estimating the number of hours it would take to complete the inspections plus the 1 hr. travel stipend.  The time involved is really figured by experience and in knowing where the stores are located.  In an urban area, around 20 inspections per day may be a reasonable time line.  Rural areas are harder to determine depending on location of store and types of roads to be traveled.  Should additional funds be needed, the Adult Coordinator would be able to utilize funds allocated for product if need be since, hopefully, not all stores in a county will sell during inspection.  Estimating travel/inspection time is based on knowledge of where stores are located and the types of roads to be traveled.  So far, the estimates have been fairly close.

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