Minutes - April 16, 2012 Regular Meeting

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BK:00024 PG.0882 Consolidated Agreement -FY 13 Page 9 of 22 The health director and the finance officer will approve the monthly Expenditure Report in the Aid -to- Counties Website and the system will alert the staff in the DHHS Controller's Office that expenditures have been approved and certified. The "Certification" verifies that the total State and Federal expenditures reported are valid for the pertinent month's actual expenditures. Local expenditures are part of the Expenditure Report, but are not included in the amount verified in the "Certification." Local appropriations must be reported monthly along with the State and Federal expenditures. Departments shall keep expenditure reporting current and submit their certification of expenditures per the published DHHS Controller's Office Schedule. Funding is based on an Allocation Method, not a Contract Method, and counties receive reimbursement for services provided during one month in the following month. Therefore, the last service month to be paid in the SFY will be May services which are reported and paid in June. A department's June, 2012 expenditure report will be paid in July, 2012 and will be paid from a department's funding allocation for SFY 2012 -13. Therefore a department will need to submit all requests for adjustments, corrections, or amendments to expenditure reports for fiscal year I 1 -12, with the May, 2012 expenditure report. c. Expenditures of federal funds must be reported according to the funding period for a grant. Care must be taken to be attentive to the service month/payment months for each grant as well as the ending settlement date for a grant. (For example, a grant which ends November 30 will have 6 service /payment months charged against it: 1) June 2012 service month/paid in July; 2) July service month/paid in August; 3) August service month/paid in September; 4) September service month/paid in October; 5) October service month/ paid in November; and 6) November service month/paid either in December, or before the ending date of that grant's settlement period. In this example the remaining 6 service /payment months will be December service month/paid in January through May service month/paid in June, 2013.) For each Grant, the budgetary estimate, funding authorization and agreement addendum will have service /payment month dates listed. d. The Department shall submit the final LHD Expenditure Report (Electronic, via the Aid -to- Counties Website) for all programs to the DHHS Controller's Office according to the schedule published annually in November or December for the next Calendar Year by the DHHS Controller's Office. The May Services /Paid in June will be the fmal report period paid from the SFY. Services provided in June and reported in July will be paid out of the next SFY. e. The Department shall have the opportunity to submit amended expenditure reports in the month following discovery of the error. A department should not wait to submit all adjustments with the invoice submitted to the Controller's Office at the end of May as that will not allow sufficient time for verification of the adjustments before the last payment in the state Fiscal Year. 1) In accordance with item 4.c, above, each department must be mindful to keep current on reporting adjustments against federal funds to ensure such adjustment is received in time to be paid within the grant period for that grant. 2) The Department shall review their prior reimbursement claims against payments monthly.