Minutes - April 16, 2012 Regular Meeting

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BK:0002 PGi0881 Consolidated Agreement -FY 13 Page 8 of 22 f When reporting local expenditures (local appropriations, Medicaid or other earned revenues) the department must use the electronic Aid -to- Counties Website to report the pertinent month's actual expenditures. (NOTE that an "actual expenditure" is one for which the item has been ordered, received, invoiced and the check has been cut) or if the Agreement Addenda allows for drawing down funds based on number of individuals screened or provided services, the actual number screened or served multiplied by the per capita rate specified in the Agreement Addenda. The Expenditure Reports must be submitted monthly in the electronic website format and certified in the website to the DHHS Controller's Office. 1) Line item 101 on the Electronic Aid -to- Counties Website must be used to report local appropriations that were expended on a monthly basis. 2) Line item 102 on the Electronic Aid -to- Counties Website must be used to report Title XIX (Medicaid) earned revenues that were expended on a monthly basis. 3) Line item 103 on the Electronic Aid -to- Counties Website must be used to report other earned revenues that were expended on a monthly basis. 4) Local funding for Teen Pregnancy Prevention Initiatives (104) and Bioterrorism (106) must be reported on the Electronic Aid -to- Counties Website on a monthly basis. 5) Line item 107 must be used to report Temporary Food Establishment fees collected on a monthly basis. g. A local account shall be maintained for unexpended earned revenues [i.e., Title XIX fees, private insurance or private pay {cash) J. Accounts shall be maintained in sufficient detail to identify the program source generating the fees. h. The amount of Title XIX fees budgeted and expended in FY 2012 -2013 must equal or exceed the amount of Title XIX revenues earned during FY 2010 -2011. The state will not approve program activity budgets that do not include an amount of Title XD{ fees sufficient to meet the requirements of this section. The State may waive this requirement if the Department provides sufficient justification. 4. (State/ Federal Revenues only) The Department shall submit a monthly report of actual expenditures (State and/or Federal) to the DHHS Controller's Office in the Electronic Aid -to- Counties Website as referenced in 31 above — all reported in one system, but separated here for clarity of instructions. a. The Department shall submit a monthly Expenditure Report of the pertinent month's actual expenditures for all programs via the Aid -to- Counties Website to the DHHS Controller's Office no later than the dates published annually in November or December for the next calendar year. The schedule reflects a general period of 15 -20 days from the end of the reporting month for submission of the Aid -to- Counties Website report, based on weekends and holidays, to allow processing time for the payment. Failure to meet the reporting deadline, as published, WILL result in the exclusion of those expenditures in the OSC E- Payment for that month. Early submission may result in earlier payment to the Department. The Department must submit these monthly Expenditure Reports, via the Aid -to- Counties Website, consecutively throughout the agreement period.