Agenda - 04-20-2010 - 4i - Laserfiche WebLink

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11. Comotidated Agreement -FY t t For DENR: Page 8 of 19 i. 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 "U' 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." k. Local expenditures for environmental health (105) must be reported on the DHHS Electronic Aid - to- Counties Website on a monthly basis. 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 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. b. 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, 2010 expenditure report will be paid in July, 2010 and will be paid from a department's funding allocation for SFY 2010 -11. Therefore a department will need to submit all requests for adjustments, corrections, or amendments to expenditure reports for fiscal year 09 -10, with the May, 2010 expenditure report.