2009-060 Health - State of NC Health Dept

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Caatolid~MO Aoeeee~t - r~1 Page 9 of l9 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 tlrc Expenditure Report, but are not included is the amount verified in the "Certification." Local appropriations must be reported monthly along with the State and Federal expenditures. b. Departments shall koep_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 Contras Method, and counties receive reimbursement for services provided during one month in the following monW. Therefore, the last service montb to be paid in the SFY will be May services which are reported and paid in June. A department's Lune, 2009 expenditure report will be paid in July, 2009 and will be paid from a department's funding allocation for SFY 2009-10. Therefore a department will Hoed to submit all requests for adjustments, corrections, or amendments to expenditure reports for fiscal year 08-09, with the May, 2009 expenditure report. e Expenditures of federal funds must be reported according to the lirndiag period for a great. 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: l) June 2009 service month/paid in July, 2) July service month/paid in August; 3) August service monthlpaid in September; 4) September service monthJpaid is October; S) October service month/ paid in November, and ~ November service month/paid either in December, or before the ending date of that grant's settleromt period. In this example the remaining 6 scrvice/payment months will be December service month/paid in January through May service aronth/psid in June, 2009.) For each Groat, the budgetary estimate, fundeng authorization and agreement addendum will have aervice/paymmt month dates listed d. The Department shall submit the final LHD Expenditure Report (Electronic, via the Ais-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 Msy Services/Paid in June wiq be the heal report period paid trvm the SFY. Services provided is June sad reported iu July will be paid out of the next SFY. e. The DepartQrwt shall have the opportunity to submit amended expenditure reports as soon ss the error is discovered. A Deparmsent Should Not Wait To Subaut AU Adjustments Witb 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 Ia The Stale Fiscal Year. 1) Tn a~nce with item 4.c, above, each departrnent must be mindful to keep current err reporting adjustments against federal funds to ensure such adjustment is received is time to be paid wiWin the grant period for that grant. ~~ The Department shall review their prior reimbursement claims against payments monthly 3) Amended reports (wiW the exception of WIC, FP and SFSP) must be submiried no later than the next reportitg date after the grant period ends in order to be paid. (Example: if We groat period ends 9/30109, the nmeaded report must be received by the Controller's Office no later than the next reporting date suer that - i.e., October's reporting date.) 4) The enly adjustments, if any, that should be submitted with the May service expenditure report submitted in lwre would be nay missed on the prior month's claim. If a departrnarit waits until the May service month expenditure report submission to report adjustments, the DHHS Controller's Office cannot guarantee those adjttsttn~ts can be verified in tune fa the Junc paymettt.