Agenda - 03-17-2009 - 4f - Laserfiche WebLink

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10 C--4rnd A_-Fi I Page 8 of 19 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.) The Expenditure Reports must be submitted monthly in the electronic website format and certified in the we bsite 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 XDC (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. g A local account shall be maintained for unexpended earned revenues[i.e.,Title XIX fees,private insurance or private pay(cash)]. 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 2009-20010 must equal or exceed the amount of Title XDC revenues earned during FY 2007-2008. The state will not approve program activity budgets that do not include an amount of Title XIX fees sufficient to meet the requirements of this section. The State may waive this requirement if the Department provides sufficient justification. For DENR When reporting expenditures for Environmental Health,Childhood Lead,or Food and Lodging,the Department must use the electronic Expenditure Report—prepared and maintained by the Department of Environment and Natural Resources,Division of Environmental Health(DENR-DEH). This report shall be submitted monthly in an electronic format as an attachment to an email to designated staff in the DENR Controller's Office and the Division of Environmental Health.NOTE that a new line has been added to reflect the TFE fees expended. j A"Certification of Expenditures"(for items in"i."above),signed by the health director and finance officer,shall be submitted annually with original Budget Forms(DENR 2948)and shall be kept on file by the State. The"Certification"verifies in writing that total State expenditures reported are valid. Local expenditures are part of the Expenditure report,but are not included in the amount verified in the "Certification." 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. 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