Minutes - April 16, 2012 Regular Meeting

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BK:0002 PGi0879 Consolidated Agee=nt -FY13 Page 6 of 22 b. The Department shall execute written agreements with all parties who invoice the Department for payment for the provision of services to patients. Exceptions may be permitted in cases where the patient has a preference for a non - contracted provider and that provider verbally agrees to abide by program requirements and to accept program payment as payment in full. c. The Department, when subcontracting, must meet the following conditions: 1) The Department is not relieved of any of the duties and responsibilities provided in this agreement. 2). The subcontractor will agree to abide by the standards contained herein or to provide such information as to allow the Department to comply with these standards. 3). The subcontractor will agree to allow state and federal authorized representatives' access to any records pertinent to its role as a subcontractor of the Department. 4). Upon request, the Department will make available to the State a copy of subcontracts supported with State/Federal funds. d. The Department must receive prior written approval from the state to subcontract when any of the following conditions exist: 1) The Department proposes to subcontract to a single entity fifty percent (50 %) or more of the total state and federal funds made available through this agreement. 2) The Department proposes to subcontract fifty percent (50 %) or more, or $50,000, whichever is greater, of the total state and federal funds made available through this agreement for a single public health service or program. 3) The Department proposes to subcontract for services in the Women, Infants and Children (WIC) Program. e. The Department shall mail a signed copy of all final public health Funding Authorizations to the DPH Budget Office, 1931 Mail Service Center, Raleigh, NC 27699 -1931. The Department shall retain a copy of all Funding Authorizations, the monthly certified electronic printed screen of the Expenditure Reports with any amendments (via the Aid -to Counties Website), Consolidated Agreement, Agreement Addenda, Revisions and other financial records in accordance with the current Records Disposition Schedule for County and District Health Departments issued by the NC Division of Archives and History, Department of Cultural Resources and located on their website at: http://www.ab.dcr.state.ne.us/records/local/default.htm. f. The Department shall mail a signed original of the Food and Lodging Local Health Department Budget Form (DPH EH 2948 (A)) to the Division of Public Health, Environmental Health Section, Environmental Health Services Branch,1632 Mail Service Center, Raleigh, NC 27699 -1632. 2. The Department shall prepare and maintain a Local Appropriations Budget (reflecting the plans to use local appropriations or earned fees) for each activity covered by this agreement in a manner consistent with instructions provided in general budgetary guidance from the Division and the specific guidance from the respective programs and enter that budget information into the Electronic Aid to Counties Website for each activity funded under this agreement.